You’ve spent a lot of time thinking about how you greet and process visitors to your workplace, and you’ve decided that an electronic visitor management system would be a good investment. Now it's time to put the plan in action. How do you go about selecting and downloading a visitor management system?
The first order of business when selecting a visitor management system is to determine your needs and wants are.
Your organization may have many needs. You may need a system that scans ID and prints visitor badges. You may need something that runs on a particular platform, or that interfaces with your Contact Relationship Management (CRM) software.
On the other hand, your organization may have only a list of wants. In this case, it is important to give the different features and benefits of a system more or less weight based on how important they are to you. To make it especially easy, you might use a decision tree or assign them a point value, as in this decision matrix.
There are many possible factors to consider when choosing a visitor management system.
Once you know what your criteria are, it is time to start researching what visitor management system options are out there. Usually the steps to do so are as follows:
Congratulations! You’ve found the visitor check-in kiosk that will best fit the needs and wants of your organization. Now it’s time to get the ball rolling to make it really work for you.
Once you’ve done the upfront work of downloading and logging into the program, it is time to do some testing. Whenever you have new software, it is important to try some test runs to make sure it is doing what you want and expect.
When you’ve determined that the app is functioning the way you want, it is time to go live. In order for real visitors to use the app, you need to have a plan in place for making sure visitors are aware of the process.
Now that you’ve got everything in place and set up, you can start benefiting from the increased efficiency that having an electronic visitor management system brings. Your employees can rest assured that guests will be greeted and get registered in a timely manner. Your organization will be more secure by knowing who is in the building at all times. You can even start working to build relationships and improve your program offerings by analyzing the data compiled in your electronic visitor database.
Choosing, downloading and implementing an electronic visitor management system doesn’t have to be a daunting process. The hardest part is knowing what you want and need. After that, the process for setting it up and getting it installed on your hardware is as easy as downloading the latest app to your phone. You’ll be ready to go in no time.