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We write articles mainly about visitor management, which helps you to know who is (or has been) in your facility. It is just part of an organization’s physical security processes that protect people and property within and around a building or campus.



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6 ways an electronic visitor management system will help your bottom line

by Paul Kazlauskas

electronic visitor management system, visitor badges, track visitors

Electronic visitor management systems (VMS) are used to sign in and track visitors who come to visit a facility. They are the electronic version of the traditional visitor sign-in book. There are numerous benefits to having an electronic VMS over a manual visitor sign-in book, such as increased data accuracy, better reporting, faster speed of sign-in, and the ability to add a photo to a visitor badge. One other HUGE benefit that is often overlooked: electronic visitor management systems save money in the long term.

Here are 6 specific ways an electronic visitor management system can save your facility money.

1. More efficient management of visitors and better overall facility security
With an electronic visitor management system, you can quickly print visitor badges that include photos, which helps verify an individual’s identity. In addition, the system retains the information on every visitor ever processed so you can track visitors. Searching visitor history and printing reports is easy, and you never have to read and store manual log books. The system immediately improves your security and helps protect you against theft and other costly risks.

2. Lower operating costs by eliminating staff
According to Glassdoor (the jobs and recruiting web site), the average salary for a receptionist in the United States is $32,000, not counting payroll taxes, benefits, etc. Many visitor management systems are built to be self-serving, similar to check-in kiosks at airports. Having visible signs directing visitors to your VMS will help guide people to your system, where they will be able to register themselves with their driver’s license. There is no need to have a receptionist just to handle your visitors.

3. Electronic documentation of contractors cuts down dishonest billing
When managing a building, many times working with contractors comes with an element of trust. If you don't have an electronic visitor management system, you essentially trust your contractors to bill you correctly. However, using your visitor management system, you can track exactly when your contractors began and ended work because you know when they arrived and departed. Depending on how many contractors your facility sees, it’s possible to save enough money in the first year of verifying bills to recoup the investment made in the VMS. That’s solid ROI!

4. “Go Green” and cut down on the use of paper
Electronic visitor management systems eliminate the need for visitor sign-in sheets and logbooks. The manual system costs money in supplies and also in the time it takes to update and archive them, not to mention searching through past records because of an incident in your building. By going digital, you improve efficiency by eliminating the time it takes to do searches.

5. Stop visitor interruptions from hurting office productivity
If you think interruptions aren’t a problem in your office, ask your receptionist or the person who just sits closest to the front door. Even if that person is interrupted only once a day, it could impact their productivity. Research has shown that it takes about 25 minutes to get back into a task after being interrupted, which means that a once-a-day interruption of even five minutes translates into about 2.5 hours of lost productivity each week. Eliminating visitor interruptions can instantly boost your employees’ quality of work.

6. Never miss an expected visitor or important delivery
Inevitably, the only time your expected appointment arrives early is when you are running late. Waiting for a critical delivery that you have to sign for? It’s bound to happen when you are in the bathroom or out for a cup of coffee. With an electronic visitor management system, if your appointment arrives and you aren’t ready or there yet, you can respond to the notification by email or text to let them know you’re on your way. Plus, you can forward any delivery notifications to a co-worker if you have to be away from your desk.

So, electronic visitor management systems, while they seem expensive up front, can be a good investment in the security AND efficiency of your operation.

What other ways can an electronic visitor management system save a facility money? Please add your thoughts in the “Comments” section below.

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Posted on 10/14/2016