Visitor management refers to any online or offline method that assists an organization to maintain a record of the visitors that come to their place of business. Policies can range from simple to elaborate systems, depending on the needs of an organization, facility type, industry, or geographical location. Some businesses employ a computerized Visitor Management System (VMS), while others rely solely on manual processes.
The main goal of a VMS is to maintain visitor logbook records and reports, allowing employers to make informed decisions about who to invite and/or exclude from their premises. A visitor management system may be implemented for any number of reasons.
Objectives of VMS
One of the primary goals of any VMS is to provide employees with a more thorough logbook of visitors to the facility. An employee should be able to enter in the date, time, name, and picture of every visitor to their workplace. This information allows managers and supervisors to categorize each employee’s visits according to purpose, duration, and intent.
For example, if an employee has visited a specific site several times per week and it has been determined that they are likely to spend the rest of the day at this site, they should be directed to that location for work purposes only. On the other hand, if a visitor is directed to another department, the employee should still be asked to sign in, but they should be expected to stay at the office until “tracked” by their shift supervisor.
Another goal of a VMS is to prevent employees from forgetting important safety procedures or filing for vacation when on-site. This can often lead to costly mistakes, injuries, and even lawsuits. An employee needs to have access to a comprehensive database that includes all of their company’s safety procedures and vacation policy information.
This information should include all necessary steps for their safety, as well as any potential emergencies. In addition, the database needs to include any special instructions, notes or reminders pertaining to any safety measures. A visitor management system should also include alerts for fire, snow or high winds, as well as warnings about hazardous materials or substances.
By providing these visitors with the tools and information they need to perform their jobs, a VMS is also able to reduce the amount of time needed to staff the workplace. This means there is less likely to be a long wait time when an employee has to go out of their building to visit another one, and it means there is a lower risk of an accident occurring.
A visitor management system is able to reduce waiting time onsite by up to 90% because it directs employees to the closest available office. This results in less time spent driving around the workplace and it can help to cut down on insurance premiums by decreasing the chances of an employee will miss work due to being misdirected to the wrong location.
Keeping unwanted visitors outside
An employee who has had their license suspended may not be allowed to work within the business premises anymore because they violated the terms of their employment contract. A visitor management system can make it easier to enforce employment contracts and ensure the latest conditions are adhered to so that the suspension is more unlikely.
If someone is injured while at work, the faster they get to the hospital, the better their chance of being able to avoid having their condition worsens. A contact tracing system will also be able to let employers know if their employees have been taken ill and can allow them to return to work more quickly.
When businesses want to reduce the risk of workplace violence, they should look into investing in a VMS by https://ilobby.com/. By monitoring the internet usage of employees, a visitor management system can allow the workplace security team to identify patterns and activities which might indicate potential workplace violence.
For example, an employee who seems to spend a lot of time on social networking sites may be using this as a way of getting to know people outside work. By monitoring the sites they frequent and sending a report back to the workplace security team, it will be easier for them to be aware of any potential threat before it becomes a problem.