Throughout the world millions of people are issued with an ID card by the organisation they represent. Traditionally the primary purpose of ID Cards is to prove a person’s identity in order to strengthen site security. However, for many years ID cards have also incorporated barcode, RFID, smartcard, and magnetic stripe technologies as a way of increasing the utility, or benefit, of the ID card.
Through such technologies people are able to use their ID card to - amongst many other uses - clock in to a shift, pay for lunch at the staff cafeteria, or to activate the photo-copier.
But how can organisations which support these technologies leverage their investment to better manage the presence of people into and out of their sites, as well as using it to quickly verify the safety of people in the event of an emergency?
When it comes to systems in your organisation there are always some staff who are the ‘gurus’ and others who wouldn’t even know what it’s called. This is never truer when it comes to visitor management.
Being a visitor management company we are all fully involved with the ins and outs of visitor management at all different levels of the organisation.
We chat to receptionists who are streamlining the lobby traffic; health and safety managers who want better compliance; facilities managers who need an accurate list of people on site; and even CEOs who want a modern, slick system installed, providing visitors that all important first impression.
When we install a system, these are the people that tend to become the gurus, all bar the CEOs - they are gurus of many things, but tend to leave the visitor management ins and outs to their trusty assistants. They all have a need for the system, reap the benefits of it and are accustomed to using it daily.
So where do your staff members fit in to all of this?
If you are an organisation that requests staff to check-in and out whenever they leave the building then at a basic level they are going to be familiar with this process. However, many organisations don’t ask this of their staff; they are using a visitor management system solely for visitors and contractors.
No matter what your policy may be it is pretty clear that staff often have very little affiliation with the system.
WhosOnLocation’s tagline is ‘Love Your People’, which is based around the idea that our system is in place to keep everyone safe and secure, and in many cases make their day to day tasks just a little easier.
Having staff aware of everything your visitor management system can do will help them realise that you put it in place because you too Love Your People. You want them to be easily accounted for in an evacuation, for their safety you only let permitted people on site, and you want to help out different key roles to make your organisation run more efficiently.
With your staff on side they may take the initiative to help the system run even more seamlessly. Within our visitor management system all staff have their own dashboard. By signing in, they have the ability to do many things that benefit themselves and the organisation as a whole.
Take a look, and then decide how your staff and your visitor management system can get better acquainted for everyone’s benefit.
We are huge advocates of the receptionist/admin role. We often express our compassion and understanding of all the receptionists’ and their responsibilities. This is reflected in several elements of our visitor management system where we aim to streamline reception tasks, giving them more time to dedicate to the things that really matter. So, what does visitor management really mean to your receptionist?
When it comes to people presence management there are many different ways to tackle it; some are more advanced than others, but most importantly, data capturing is integral data.
Our electronic people presence management solution captures information from visitors, contractors and staff - each in slightly different ways accommodating to their separate needs.
This is all fine and dandy but at some point you have to say, well what can all this data tell us?
The buddy system is something that comes pretty naturally to us. You buddy up in many different situations, and should you need help it’s your buddy that has your back.
The buddy system is used for safety in school and group situations. It’s used in diving to ensure immediate assistance; It’s a 1984 movie; a hands-free leash for your dog; and a tutor system.
It’s a rather innate human characteristic to find someone else that we trust for support when times are tough, to talk to when in need of advice, and sometimes because there are just some things you do better with a buddy.
Visitor management is such a broad, all-encompassing term; sometimes it’s hard to know what it’s all about. For us, visitor management begins with simply knowing;
Like any team anywhere, your business is only as good as its people. So it makes sense to implement a system that takes care of your people, as well as reinforcing your health and safety compliance obligations. These are reasons explaining why your business needs a visitor management system; what we don’t often stop to consider is what it actually means to your staff?
Peter Morrissey is WhosOnLocation’s very first guest blogger talking about the cost of visitor sign in books. Pete is the national sales and marketing manager for Time and People Pty. Ltd. and describes himself as a serial entrepreneur. Enjoy his blog, and feel free to tell him your visitor sign in story.
There has been a lot of hype around visitor management recently, especially on the back of security magazine, SDM’s article “Security integrators find renewed interest in visitor management”.
There are many products out there which cater to visitor management. Depending on your needs and preferences, however, one will be better suited to you than the other.