One of your primary aims in a coworking environment has to be the ability to manage visitors as efficiently and smoothly as possible. In order to achieve that aim, it would prove beneficial to make sure you have the best coworking software, as well as learn how to get the most out of it.
Here are some pointers on how best to implement a visitor management system that meets all of your needs and administrative requirements.
Understanding what a visitor management system can do
A good starting point would be to get a solid grasp of what a visitor management system is designed to do and how it can help you manage the flow of people throughout the day.
The first point to make is that anyone can be classed as a visitor. It is not just people who have turned off for work in their space. People such as delivery drivers and contractors working within the building are also classed as visitors.
Your visitor management system provides the technology that is able to track all of these people in the most accurate and efficient way possible. What it is doing is applying a technology that replaces the sign-in sheet and digitizes the process.
Make sure your system covers all the bases
There are a number of core tasks that you should expect your visitor management system to perform.
These include the ability to capture images of your visitors and then print visitor cards, which can even be customized with your business logo.
You also want to be able to capture visitor signatures. This is particularly important as a signature might be required for NDA purposes, or for other security or legal reasons.
The system should also be able to provide a way of seamlessly accepting visitors such as delivery drivers and couriers.
It also needs to be able to provide clear and concise instructions to visitors upon arrival.
Your visitor management system is designed to be a more cost-effective version of a receptionist and you need to be sure that it performs all of the tasks expected of a person in that position, plus a lot more besides.
Meet compliance requirements
Another key aspect to consider when implementing your visitor management system would be the need to tick all of the right boxes in terms of compliance and governance.
Compliance and safety are always going to be a top priority and critical when it comes to ensuring that you meet all of the required standards and every person in the building is accounted for and kept as safe as possible.
Your visitor management system needs to play a pivotal role and has to keep you on the right side of regulatory building compliance standards and laws.
Clear lines of communication
Another vital aspect of your visitor management system that needs to be implemented is the need for clear lines of communication.
From knowing who is in the building to identifying someone who should not be there, your visitor management system needs to deliver a way of communicating up-to-date information to everyone that needs it.
If you can check off all of these requirements when implementing your visitor management system it will help to make sure that your coworking space runs to a high level of efficiency and security.
