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Improving Efficiency with Visitor Management Systems

Nov 12, 2021

All businesses have visitors at some point or another, whether it’s just a few deliveries a week, or multiple clients, suppliers and interview candidates each day. This is why having an effective visitor management system (VMS) in place is so important. In this guide, we're going to be looking at why you really need a VMS and how it can improve your business’ efficiency.

Why Do You Need a Visitor Management System?

Have you ever walked into a place of business, had a look around and had no idea what you were supposed to do or where you were supposed to go? There’s no one at the visitor desk and there are no no signs directing you where to go. In these situations, people typically do one of three things:

  1. Walk around awkwardly, watching what others are doing

  2. Ask for help

  3. Leave

No one wants their visitors to feel awkward, confused or lost to the point where they decide to leave and if this does occur in your place of work, it is a clear failure of your existing visitor management and sets an incredibly bad first impression.

A negative first impression can also result in them avoiding visiting your building again and resulting in a loss of business. That’s why you should always strive to make the greatest first impression before your visitors have even stepped foot in your building.

How Can a Visitor Management System Improve Business Efficiency

No Need for a Service Desk

Having someone on the service desk might seem like a good idea but it can actually end up wasting lots of time, money and resources. By implementing a more effective visitor management system, you can replace a receptionist with interactive screens with all the necessary information on e.g. what to do when you arrive, where to go and how to sign in.

Even if you do still require a receptionist on hand to answer the phones and carry out administrative tasks, a digital screen allows them to be more productive. For example, many doctors’ waiting rooms now use digital screens to allow patients to sign in when they arrive, allowing the receptionists to focus on answering important phone calls.

More Efficient Sign-In

Gone are the days of having to use huge sign-in books and other pen and paper methods to collect visitor information when they arrive. Instead, you can get them to sign in using interactive screens which then upload the data to your system, allowing you to access it instantly instead of waiting for the admin team to type it up.

Not only is this more efficient, but it is a much safer way to collect people’s data and means there won’t be loose bits of paper floating about with an individual’s sensitive information, helping you to comply more easily with GDPR.

Why Choose DMS for Your Visitor Entry Management System?

At DMS, we believe in creating innovative digital solutions that will simplify, modernise and create growth within workplaces. One key step in growing your business is attracting and retaining customers and clients which start from the moment they step foot through your doors.

We also greatly pride ourselves on our competitive pricing, with a range of incredibly affordable services on offer to help keep your business costs down whilst simultaneously helping you make more money.

As a family run company, we know how important it is to have great relationships in business and the importance of being totally transparent. That’s why we’re constantly striving to offer the highest quality of customer service with a dedicated team who are passionate about creating digital solutions bespoke to our clientele.

Additionally, our bespoke DMS One packages make it possible for one partner to take care of it all: IT consultancy and cloud services, audio visual equipment, software solutions, reprographics and print management solutions. Tech works best when it’s managed right, and all under one roof, so we make ourselves right at home and quickly become an extension of your team.

You’ll know us by name and we’ll know exactly what you need before you do: upgrades, updates, troubleshooting - you name it! If there are any issues, we’ll be ready to tackle them fast. That’s the beauty of having a team that can take care of it all

For more information on how your business can benefit from visitor management systems, get in touch with one of our friendly team members today.

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