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Making visitor management cost-effective has been a challenge in recent years. Traffic to physical offices has decreased, but the expectations for a professional visitor experience are as high as ever. Providing consistent, high-quality, and accurate instructions can be challenging with receptionist turnover. Automating these processes has played a significant role in helping organizations address these problems. But are these tools cost-effective?

Choosing A Cost-Effective Visitor Management Solution

Using only live receptionist does not make Visitor Management Cost-Effective.

There are three major approaches to lobby solutions that don’t compromise professionalism. 

The first is the traditional approach of maintaining your existing lobby staff. According to ZipRecruiter, the average Receptionist salary for 2024 is over $36,000. However, depending on your organization’s size and hours, multiple Receptionists may be needed to fill this role, easily doubling or tripling costs per office. That doesn’t include additional costs, such as training and onboarding.

The second option is partially automating your lobby using a simple tablet-based visitor management system. These systems can typically automate check-in-related processes. They are great tools for reducing pressure on front-desk staff and potentially even reducing the number of hires needed. However, the cost savings are restricted as simple tablet-based visitor management systems require at least one person to maintain a professional lobby with visitor greetings, provide guidance, and connect visitors with team members.

The third option is to utilize a fully automated visitor management system. These large-scale kiosks operate independently in your lobby, reducing or eliminating the need for lobby staff. An on-screen virtual receptionist greets visitors as they enter the building and provides consistent guidance on your visitor processes. These systems automate check-in and can quickly connect visitors to on-site or remote team members using face-to-face video calls. While these systems have a higher up-front cost than simple tablet-based visitor management systems, they offer the highest savings potential and value. Even if your team chooses to continue with dedicated front staff, your costs can be reduced significantly by allowing remote receptionists to service multiple locations.

Prioritizing Your Visitor Experience 

Ultimately, the solution you choose needs to offer a professional lobby. Underserving your clients and understaffing your lobby can significantly impact their trust in your business, resulting in revenue loss.

Choosing the right solution is key to making visitor management cost-effective without compromise. Ensure your organization chooses a solution that prioritizes the visitor experience.

Learn more about what a visitor management system can do on our features page.

Visitor management systems for manufacturing facilities automate processes to enhance operations and reduce risk. In a rapidly evolving industry, automation lets teams focus on producing world-class products. These systems reliably process and inform visitors while ensuring compliance with facility policies and safety standards.

Automate Registration and Compliance

An effective visitor management system (VMS) is user-friendly and cost-effective. It can automate the check-in experience, eliminate paper records, manage badges, and standardize screenings and document reviews. Some systems work best alongside your existing receptionist staff, while others can provide additional services, fully automating your lobby experience. 

There are two types of VMS: simple tablet-based systems and fully automated kiosk-based solutions.

Simple tablet-based systems typically use inexpensive consumer-grade devices, which makes them accessible entry-level systems for small businesses. These devices provide consistent visitor check-in processes with integrated forms, compliance documentation, and security screenings, freeing receptionist staff to focus on properly greeting and providing guidance. 

Greet, Assist, and Connect Visitors

In addition to the above benefits, fully automated kiosk-based visitor management systems resolve key lobby challenges. They’re installed on large-scale enterprise kiosk hardware but have the most value and cost-saving potential.

A fully automated VMS utilizes AI-generated virtual receptionists customized to your team’s messaging. They proactively greet visitors, making each feel welcome. They also provide clear and consistent information on your most up-to-date policies and procedures, reducing risks and offering guests friendly and accurate guidance.

When questions arise, the virtual receptionist can quickly connect visitors to staff using a face-to-face video call. An employee accepts the call from a secure location on-site or remote, including from different offices. Connected facilities allow for front desk staff consolidation and consistent visitor practices across all locations.

Maximizing Your Visitor Management System’s Value

Both types of  VMS reduce the burden on your team with consistent, automated visitor check-in. However, fully automated solutions solve common lobby staffing challenges, including understaffed locations, inconsistent messaging, and reducing or eliminating costs associated with front desk training and scheduling.

Simple visitor check-in systems are great for eliminating the cost of printing paper and freeing up your receptionist staff to focus on incoming clients. In contrast, fully automated kiosk-based solutions provide the most value and significantly reduce front desk staffing needs with a high-quality and consistent visitor experience.

Visitor management systems for manufacturing facilities automate and enhance operations, letting organizations focus on building world-class products for their clients.

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