5 Best Practices for Visitor Management in a Business Facility

Visitors are an essential part of any business. Whether it’s customers or external contractors, you’re bound to find visitors in your office lobby. It’s when the visitors stop coming into your building that you’re in trouble.

Companies try to maintain security despite the influx of visitors that pour through their doors daily. Organizations have an objective to protect sensitive data and trade secrets, which is why they implement access control systems to prevent unauthorized personnel from accessing areas that should be off-limits to them.

However, when it comes to visitors, it’s a whole different ball game. Visitor management is a more challenging task because companies don’t hold domain over them like with employees. It’s because of this dilemma that organizations worldwide are implementing visitor management systems.

What Is a Visitor Management System?

Visitor management systems are electronic tools that help organizations administer their visitor policies effectively. Allowing visitors to roam freely around the company’s operations can result in information leaks, potentially causing billions of dollars worth of losses. Smart visitor management systems let organizations meet their compliance needs while ensuring security. Moreover, these systems have advanced analytics capabilities, allowing businesses to monitor foot traffic in their buildings. Therefore, visitor management systems can be beneficial in more ways than one.

Best Visitor Management Practices to Ensure Office Security

Organizations can take measures to ensure that visitor management practices comply with their security needs. Here are some of the best visitor management measures to implement:

Aligning Visitor Management with Security Needs

Designing policies and protocols that meet your security needs is essential. You should ensure that the personnel and security systems you use for your visitor management system are congruent to your office’s security requirements.

The policies you design should also be comprehensive, detailing access points for visitors and whether they need to fill documentation before they’re authorized to enter. Similarly, you should also include details about whether the visitors need to present a valid license or ID card for verification and the signing out process. Ensure that you regularly review your visitor management policies to accommodate for any unexpected developments.

Implement a User-Friendly System

A user-friendly system makes it easier for the visitors to fill forms, check in, etc. A complete visitor management system can improve your organization’s efficiency while ensuring customer convenience and satisfaction.

Using Printed Guest Passes

Printing guest passes for visitors may seem like an unnecessary expense, but it can save you a sizable amount in the long run. Printing guest passes with photographs can help safeguard your facility and prevent sensitive leaks from occurring. Moreover, guest passes with photos assist security personnel in identifying visitors quickly and restricting their access to areas deemed suitable for visitors only. These badges should display essential information such as the visitor’s name, contact information, and a photograph.

Schedule Appointments

Smart visitor management systems can allow visitors to schedule appointments online. The visitors have to arrive at your office, check-in, and they’re ready for their meeting, easing the burden on your reception staff. In addition, these systems can also help ensure visitors don’t miss their appointments by sending notifications to serve as reminders.

Report Generation

Many modern visitor management systems are capable of report generation. These systems can provide you detailed insights regarding how many visitors came to your office today, the foot traffic, etc. More importantly, some systems are also capable of presenting you with invaluable data such as peak visitor hours, helping you determine the time when your office sees the highest influx of visitors. You can use these reports and analytics to shore up your security further.

Equip Your Office with a State-of-the-Art Visitor Management System

If you’re looking for a visitor management system for your office in Dubai, we can assist you. ACIX Middle East is a reputable distributor and supplier of IT and security solutions. We help businesses safeguard their interests by providing various solutions such as time attendance systems, security barriers, biometric door locks, and key management systems.

Contact us to amplify your office’s security with state-of-the-art technological systems today.