From queues to QR codes, creating future-ready workspaces through digitalization

Seeing disruptions and breakthroughs in technology during and after the pandemic has become pretty normal. For example, the majority of firms across industries have adopted a hybrid working style, making flex workspaces the most desired option for retaining staff, improving productivity, and lowering expenses.

Workplaces are more varied and dynamic than ever before. Security, safety, and sanitation are now more vital than ever. As a result, the use of advanced technology has become critical in implementing the three Ss mentioned above in the workplace, especially when different types of people visit the premises on a daily basis.

The significance of a visitor management system

A visitor management system (VMS) enables building management control and visibility over who enters and exits the premises. This guarantees that employees have a safe location to work. A VMS also allows organizations to successfully manage the front desk without having to worry about long lines for verification and manual entry into registers; organizations may even map several access points with just one VMS.

Enhancing security utilizing technology

A visitor management system may aid in the security of employees and property by allowing businesses to enter visitor information into their database along with the relevant identity documentation. This assists management in identifying them once they arrive on the premises. Furthermore, the visitor management system can track and evaluate the movements of visitors on the premises. Visitors are discouraged from having malicious intents when they are aware that their identities can be easily discovered. As a result, the staff and visitors will be in a safer environment.

Visitors in large manufacturing plants range from daily wage workers to contractual laborers, with or without smartphones. Furthermore, these facilities are visited by a variety of raw material suppliers, in-house staff, and security officers. It is critical to keep accurate records of not just the labor but also the flow of raw and processed commodities into and out of the premises. A VMS records every person’s data and maintains track of total check-ins and checkouts at the end of the day. This also ensures that only the appropriate people visit and leave the site by the end of their designated time windows. The management of a hostel or PG, which witnesses tourists and in-house guests, as well as in-house personnel and suppliers/service providers, demands the same efficiency.

Improves the experience for visitors

Giving guests and staff a quick and simple manner to register their information at the entry point is made possible by a visitor management system (VMS). Instead of touching an unfamiliar screen, users of a smart VMS can submit data using their smartphones and scan QR codes utilizing the contactless functionality. Additionally, the businesses can brand the sign-in screen with their screensaver and logos to increase brand recognition and solidify customer relationships. The visiting experience at any office can be enhanced by such attention to detail. The admin can provide the CXO suite staff a pre-invite admission code ahead of time, saving them time at the entry.

The most cost-effective method

Firms nowadays aim to reduce costs in all aspects of their management systems and operations. The visitor registration procedure can be streamlined and accelerated to save visitor processing costs. A full contactless QR-based Visitor Management System (VMS) automates the entire operation, allowing your receptionist to focus on other tasks while seamlessly managing check-ins and checkouts. Furthermore, less paper is used, lowering the organization’s stationery costs and saving the environment. Startups, MSMEs, and large enterprise firms can even save money on RFID cards by migrating to a single QR-based platform for controlling attendance.

Improves efficiency by replacing outdated techniques

It becomes very difficult and delicate to keep good track of visitors in Grade A and B corporate towers, where there is a high footfall of persons entering and exiting the premises. Another issue for building management is to perform a highly filtered search of a visitor’s record from a large pool of entries in the shortest and most accurate time possible. Not to mention the appropriate verification and track record.

A QR-based Visitor Management System (VMS) is competent at responding to the needs of corporate towers, hostels, hotels, and manufacturing units in the most efficient methods due to its user-friendly technology. Introducing new technology necessitates training receptionists, staff, and visitors on how to use the SaaS product. As a result, the fact that visitors, staff, and administrators may all use guest management software is a significant benefit. The initial purpose is to provide a consistent experience for all users and usability; Visitor movements are logged and tracked, reports are easily accessed with the press of a button, and administrators can see who is in the building and when. Both guests and employees can sign in promptly using their own devices, and the technology is also quite efficient.

Organizations that value security adopt visitor management systems that are smarter and more effective at lowering the danger of unauthorized entry while keeping a proper e-record of movement on the premises.



Views expressed above are the author’s own.



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