Visitor Management Systems (VMS) essentially function to manage visitors, track and regulate visitor movement and restrict visitor entry to unauthorized sections of any commercial or industrial premises. Visitor management systems streamline visitor flow and allow hosts to engage in transactions without overlaps.

While these are the more evident benefits of a visitor management system, there are several subtle benefits of employing a visitor management system in your business premises.

Here’s a glimpse of 5 subtle benefits of adopting a VMS for your organization or facility:

 

  1. Creates a First Impression ofProfessionalism

 

When visitors enter your business premises, think of the first few minutes of their interaction – even before the actual transaction has started. These vital few minutes weave a strong image in the mind of visitors about the business, the service offering and the brand.

Most often, this image creates a lasting impression about the organization and does not alter with subsequent interactions. A comprehensive visitor management system creates a positive first impression that reflects your business professionalism, value for time and orderliness and thoroughness of your security systems.

  1. Bolsters Security

 

An advanced visitor management system can check the entry of miscreants by acting as a visual deterrent. Individuals who are not entering for a genuine transaction or business purpose will hesitate to reveal personal details – including display of authorized ID card and photograph that will be recorded on a system.

Moreover, to move within the premises, visitors are provided temporary badges or access cards that allow entry only to certain sections of the building or property, thereby ensuring additional security.

 

  1. Aids Data Compliance and Access to Visitor Records

 

A feature-rich visitor management system enables front-desk employees to collect, record and store multiple details – name of visitor, time, date, purpose and duration of visit, host name, etc. These can also be retrieved easily in case of any requirement.

Several industrial and business regulations are now including mandatory logs of visitors as a compliance practice. Data from VMS can aid compliance. From good-to-haves, visitor records are now transforming into must-haves for any commercial establishment.

 

  1. Optimizes Time

 

Employing a visitor management system allows you to schedule visits and meetings and share these schedules with prospective visitors. Upon arrival, front desk exchanges and screening are faster and hassle-free as compared to conventional systems since visitors can share their appointment details and these can be verified at a click.

Potential visitors can also pre-book appointments through VMS and hosts receive notifications. Hosts can accept, reschedule or reject the appointment request and plan their business days optimally. Reducing delays at the reception reduces the likelihood of delayed meetings thus saving time for both hosts and guests.

 

  1. Facilitates Environment-friendly Practices

 

Replacing visitor logbooks and paper-based systems with visitor management systems help organizations streamline visitor flow and administrative tasks while supporting environment-friendly practices. Use of paper is minimal except for visitor entry badges.