ALICE Receptionist helps organizations address Health and Safety concerns in response to the COVID-19 Coronavirus Click to learn more
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58 percent of the global population spends one-third of their adult life at work. Further, the American population has a life expectancy of 78 years. This means that most American employees spend at least 26 years of their life in the workplace.

Employees need to feel safe in the workplace. Businesses that don’t have reliable visitor management systems could expose their team to unintended risks. You need to consider reliable visitor management systems to help you keep track of the traffic into your business.  

Here’s what to consider when choosing a visitor management system. 

1. Speed Is of the Essence 

Granted, you want to be thorough when admitting visitors. Nonetheless, you also want to ensure that the process is seamless. 

Speed is a significant factor when selecting between multiple visitor management systems. It would help if you considered a visitor management software that will streamline the tracking of guests instead of slowing the process down.  

You don’t want to end up with a system that complicates the admission of guests. Some of the essential considerations should be a system that allows visitors to be pre-scheduled before they arrive. Working with a system that simplifies the entire check-in process can speed up the visitor log-in process and appease your guests. 

2. Consider Scalability

Your organization won’t be the same in size in the next five years. As your business expands, so will be the number of visitors frequenting your premise. You’ll need to consider the ability to carry out large-scale admissions in the future.  

Safety and security should be top of your list when thinking about the future. Even so, you also need to consider scalability.

Your visitor management system should be robust enough to grow in line with your business. You don’t want to end up having to change the VMS provider over time due to limitations in scalability. Businesses that are keen on future growth should consider scalability as a must-have feature when choosing a management system for guests.

3. Ease of Use 

User-friendliness should be a deal-breaker when considering a visitor management system. Your VMS should be easy to use to ensure full-utilization. You don’t want to spend valuable time trying to figure out how to navigate the system. 

Whether it’s the pre-booking of visitors’ interface or the self-check kiosk, you need to consider a VMS that provides easy navigation for you and your visitors. 

You might need to take your staff through essential user guides training before implementing the system. However, a reliable VMS shouldn’t also be overly technical. Avoid acquiring visitor management systems that slow down the processing of visitor information due to highly technical applications.

4. Focus on Affordability 

While you don’t want to compromise on quality, you also wouldn’t want to pay through the nose for a VSM. One of your main focuses when selecting a VMS should be on the cost of the system vis-à-vis the value it introduces to your organization’s management visitors.  You should consider a visitor management system that is cost-effective.

Affordability includes factors such as the cost of staffing and any other long-term cost needed to keep the system in operation.  It would help to consider the cost of installation and the running cost for the system prior to committing.

These additional costs should matter, and the potential service provider should be candid on any other hidden cost. Our pricing at Alice Receptionist is pocket friendly. We also don’t have any hidden charges when processing a quote. 

5. Does it give you the option to run either on the cloud or an on-premises configuration?

Technology is evolving at an alarming rate. By 2025, there’ll be an estimated 175 Zettabytes of digital data on earth. The biggest chunk of this data will be in virtual cloud storage.

Many businesses are taking advantage of the benefits a cloud-based system offers. Other businesses prefer to have data and applications reside on their private network. This can be a corporate policy, for security purposes or any number of reasons. Most Visitor Management Systems require you to choose one or the other. ALICE Receptionist allows the customer to choose either a cloud or local configuration, giving businesses the flexibility to choose a configuration that matches their needs.

6. Customizability Is a Deal Breaker  

With a visitor management system, there’s never such a thing as a “one size fits all model.” This is considering that businesses vary with the type and timing of visitors they manage. 

Are you looking for a visitor management software that’s reliable? 

Customizability should be essential when choosing a reliable VMS. A customizable system allows you to tailor-make your approach to visitors, depending on your organization’s unique needs. A unique visitor management system should be easy to update in line with the changing visitor trends. 

Customization also helps you incorporate other features such as special greetings when visitors arrive at your building.. Ensure that your potential VMS provider is open to further customization of the system. At Alice Receptionist, we allow you to customize your VSM with greetings and other features of choice to suit your needs.

Choose Your Visitor Management Systems Wisely  

Not all visitor management systems can meet all your expectations. However, your organization’s welfare, including your employees’ safety, depends on choosing a VSM that ensures comprehensive screening and tracking of every new individual visiting your premises.

It would help to consider each of these six factors before selecting a visitor management systems provider of choice. In the wake of Covid-19 a virtual receptionist will make all the difference.

At Alice Receptionist, you’ll get a virtual receptionist and a safe and secure visitor management protocol for your business.

Contact us today for comprehensive visitor management solutions.   

 

In the era of the coronavirus, businesses will need to rethink how exactly they interface with the general public, suppliers, and even their own employees.

A traditional receptionist role might not be compatible with current social distancing requirements. Continuing to greet guests with face to face interactions,  might be putting your employees and guest at unnecessary risk.

This is where an effective lobby management system can come in. This system works to ensure that most types of interactions can be done safely and remotely. 

There are many benefits and automatic responses that can be handled by an intelligent lobby management system. All of which help your business comply with regulations and social distancing rules.

Read on to find out exactly what this receptionist software system can add to your business. It’s much more than the average meet and greet!

The Registering of Visitors and Vendors

This is one of the main responsibilities of a traditional receptionist. To ensure that all vendors and visitors are appropriately logged and shown exactly where they need to go. It’s also important that the system can notify the employee they are visiting.

With a virtual receptionist, this process is all streamlined and achieved in a remote manner. Using a three-step method of detecting, greeting, and connecting a virtual receptionist is able to welcome any guest or vendor to the site and offer a point of contact for them.

You can personalize the virtual receptionist by choosing from 5 different English personalities. There are also 7 avatars in non-English personalities including Spanish and Japanese. 

You are also able to record your own personality for your business if you want an even more personalized touch.

Once the process of greeting is achieved, the visitor is able to select various options.  These include calling employees, self-check-in, fast-track check-in, ID scanning, and even printing of guest badges.

These are all customizable options that you can optimize for your business needs. A process which, if done manually, would be difficult to achieve while maintaining social distancing. 

All the check-in of guests and vendors data is information that can be extrapolated. This information can help your team understand trends and data about your visitors.

Employee Notifications

With manual reception methods, a receptionist would need to telephone the various employees the guest needs to see. This can be an unnecessary and lengthy process, which keeps the guest or vendor waiting.

With a virtual receptionist, the system can call the employee to establish communications between the guest and the employee. When the guest completes a self-check-in on the system, the system sends notifications to the employee phone or email to alert them of the guest’s arrival.

It saves time and energy of trying to get ahold of a certain employee, who might have stepped away from their desk or be on a break. 

The ALICE system also gives the option for guests or vendors to video call using the employee directory. The employee can then pick up this call on either their mobile phone or PC.

With the need for face to face interactions less prominent these days because of COVID-19, this can be a good substitute. 

It allows for communications to take place between visitors and employees without the need for direct contact.

Reviewal of Induction Documents 

Some places of work may need additional documentation for visitors or vendors to review and sign during the visitor registration process. 

This is especially the case with businesses that operate machinery or have components of health and safety that need to be adhered to.

Using the virtual receptionist program, visitors can review videos or documents of health and safety policies and procedures. They can also sign using their finger on the touchscreen to acknowledge that all the rules and regulations have been reviewed.

This is another benefit of the ALICE system. It can help limit the physical handling of items by your staff.

Coronavirus can be present on paper for up to four days after contact. A receptionist who is having to deal with these physical documents will be at risk, as well as the vendors and guests they come into contact with.

Digital signatures and acknowledgment of the documents can have a set time limit of days, weeks, months, or even years.

This is ideal for regular visitors that have reviewed the documents and are up to date with all the necessary information. Ensuring that they won’t have to complete the same process every time they visit. 

Interactive Information for Visitors

The ALICE system not only handles visitor management, but it can display helpful information that visitors can interact with.

Visitors can view induction videos that otherwise might have been relayed by a member of staff. This again reduces contact between employees and guests and complies with social distancing.

It can also display maps of the building, which before might have been in a paper format. This ensures that guests know the layout of the building and the emergency exits, without them having to come into contact with a physical map.

The same goes for interactive slideshows. If your business has certain promotional items, you can display them on the virtual receptionist screen.

Reducing physical paper handouts is not only better for the environment but can reduce cost for the business. Digital information is also easier to frequently update, which is important during a time when health and safety guidance is changing frequently.

Lobby Management Systems and COVID-19: Where Can I Find Out More?

We hope this article has given you a comprehensive guide on how a lobby management system can benefit your company in the climate of COVID-19. 

It is integral that this transitional period for your company is smooth and risk-free as possible. It is crucial that you get it right when it comes to managing your visitors and vendors in a business space and customer-facing environment.

Make sure that you are following the rules and regulations with social distancing and minimizing the risks involved. This is why a lobby management system might just be the answer for your business.

Why not contact us directly to find out more?