Appointment scheduling is time-consuming and a hassle for visitors. The traditional methods require calling the receptionist, making an appointment, mentioning the purpose of the meeting, bargaining about the best available slot, estimating the duration of the meeting, and then mentioning the details of the visitors, along with the vehicle details.
The good news is that digital transformations have resolved the hassles of visitors and hosts with a simplified and secured Visitor Management System. VMS reduces the cost of the organization in multiple ways. It saves the manual hours spent on scheduling an appointment and enhances the productivity of the receptionist.
Startups or organizations on a cut-throat budget can also use a visitor access management platform instead of hiring a separate employee to streamline visitor management. It will prove beneficial in changing the organization’s image as a digitally advanced organization and enhancing the visitor experience. Let us dive deep into it.
3 Ways a Visitor Management System Can Save Organizational Costs
Lowers Labor Costs
The key role of the receptionist is to handle visitors at the front desk and on call. The role takes many hours because of the language barrier, particularly while adding visitor details to an Excel spreadsheet or logbook. A comprehensive Visitor Management System (VMS) can incorporate all the details and offer access to the organizational building with face recognition.
Such a system completely reduces the burden of the receptionist to only flight bookings, greeting visitors, and handling queries asked by walk-ins. The hours spent on phone calls also diminish, improving the receptionist’s productivity.
Hotels, hospitals, and other organizations that require more labor to handle daily call intake can reduce the flow, minimizing the need to hire multiple employees with the same job responsibilities. Additionally, hired employees can be used to meet the more productive goals of the organization.
Reduces the Use of Paper
Unlike logbooks or registers, which require manually entering details like the reason for visiting, the person to meet, the name of the organization wherein the person(s) are employed, etc., the Access Management System for Visitors streamlines it all digitally.
The Paperless Visitor Management System reduces the need for logbooks and pens (stationary), decreasing the miscellaneous expenditure of the organization. Simultaneously, it also reduces the need to hire a person to maintain the logbooks or registers, which becomes a cumbersome task in hotels, hospitals, and other enterprises with a high flow of visitors.
According to a source, logbooks and registers account for 60% of office supplies. Moreover, unlike physical paper-based systems for accounting year-long visitor details, information stored in digital systems is easier to store and find, once again reducing the hours spent tracking information for contacting a person.
Accounts for Billable Hours
Companies sometimes need to outsource contractors and merchants that frequently visit the organization. Many enterprises issue temporary RFID or chip cards or schedule appointments on a register or logbook. The visitors sign in, and the receptionist or other staff members inform the host of their arrival.
Unfortunately, the signed sheets might have inaccuracies due to multiple reasons. Such discrepancies have a significant impact on business capital expenditures. Digital visitor management accounts for the check-in and check-out timings with face recognition, ensuring the live presence of the worker within the premises. Access Management System for Visitor is also functional on a regular smartphone or tablet, making it available on a device that the workers regularly use. As a result, the hired contractors can mark attendance on their devices. Furthermore, the best contactless visitor management system generates timestamps and geolocation, making it impossible to state the wrong timings.
Organizations that use a comprehensive visitor management system have a deep impact on the visitor’s experience and a deeper impact on the cost incurred through rendered services. The visitor management solution reduces hours spent making appointments and makes employees more productive.
Visitor Access Systems, coupled with employee attendance through contactless biometrics, reduce the capex of enterprises under budget constraints. Such systems are multimodal; therefore, their installation doesn’t require specialized hardware.
But the most advantageous aspect is that they deliver accurate results and offer ease in accessing organizational privileges without waiting in queues or contacting the host after communicating with the receptionist.