Friday 14th February 2020
A guide to visitor management systems | Condeco

It’s bizarre to think that many companies still operate the same way they have for years when it comes to meeting room booking. Whether it’s people block-booking rooms weeks in advance, bosses waltzing in and claiming supremacy, or shared Google Calendars being tampered with (it happens), getting the right meeting room at the right time can be a dog-eat-dog experience.

A guide to visitor management systems | Condeco

All these issues can be easily resolved with a proper, professional visitor management system in place that prepares your business for flexible work. 

What is visitor management?

Certainty and control | Condeco

Visitor management provides certainty and control for everyone who spends time in your office. It organizes people and teams to ensure everyone has the desk space or meeting rooms they need to work productively. That means no double bookings, no chaos, and a smoothly-operating business.

What is a visitor management system? 

A visitor management system is the tool you use to deliver the right space at the right time to both your visitors and workforce. In the past, this would probably all have been done on paper, with guests signing in on a physical log and room bookings being recorded in a file.

While online calendars became an increasingly popular way to organize meetings and spaces, they often still lacked the functions to make visitor management truly effective. Now, technology has evolved and custom-built software and apps have taken over as the best way to deliver a visitor management system.

How do visitor management systems work? 

Different systems work in different ways, but let’s look at an example using Condeco’s Mobile Booking Management system. Through an easy-to-use app, individuals can quickly book a workplace or meeting room right on their phon

  1. Book the space

The app provides a floor plan with the ability to book both rooms and desks. One press of your finger and it’s done.

  1. Arrange to meet colleagues

You can search in the app to find where colleagues are working, book an available workspace nearby, and set up everything you need to start collaborating in minutes.

  1. Manage the schedule

All bookings can be seen in list form so the individual knows where they’re going and when. It’s simple to make changes or cancellations to bookings.

  1. Signing in

The Condeco app supports three ways to seamlessly check in: using interactive screens, QR codes, or automatic sign-in that recognises who you are through your phone.

How can a visitor management system help your business

Flexibility to work the way you work | Condeco

The best visitor management systems have the flexibility to work the way you work. So whether you want your colleagues to have the freedom to book directly, or you still want an admin to handle requests and allocate appropriate rooms, the choice is yours.

When you have your system up and running, why not add digital screens that display bookings by each meeting room door? Your business can look more organized, dynamic, and professional. And in a competitive world where the little things often matter, these extra touches give you a better chance of impressing clients, turning interest into leads, and maybe even converting leads into sales.

How a visitor management system benefits your employees

Having a visitor management system in place removes some of the stress that can often arise from the meeting room booking process. It can also give every single employee the simple, unified means to make bookings any time – and if the system incorporates a mobile app or Outlook integration like Condeco’s does, they can book from anywhere.

And it’s not just those employees who are booking the meetings that benefit — think about your administrative and front-of-house staff.

35% of people still use a receptionist or a PA to book meeting spaces, according to Condeco research.Haven’t they got enough to do without trying to squeeze meetings into times and places that suit everyone involved?

Book meeting spaces | Condeco

A visitor management system not only relieves them of this burden, but makes it far easier for them to check visitors in and out, print visitor passes, and oversee who is or isn’t in the building at any given time.

How a visitor management system benefits your meetings

A visitor management system removes the possibility of clashes or being bumped out of the way. That means you and your workforce can rest assured that if they need a meeting room at 10am, it will be ready for them at 10am. It can also allocate the right size of meeting room to suit the nature of the meeting and the number of people involved, so that big conference rooms don’t get wasted on two or three people.

The most integrated systems also incorporate the ability to book in special requirements for individual meetings. So, for example, if you need video conferencing to talk to remote colleagues, or catering for a lunchtime meeting, you can make those requests as part of your booking on the system.

The visitor management system features to look out for 

Visitor management system features | Condeco

As you shop for the right visitor management software, there are some essential features you’ll want to make sure are included:

  • Simple sign-in process
  • Digital visitor log
  • Host notifications
  • Digital legal documents
  • Badge printing
  • Custom branding
  • Integration with existing workflows.

Condeco offers all these tools and more to ensure your workplace is equipped with everything you need.

Smooth operations

Create a seamless experience when people visit your offices. An effective visitor management system can ensure that facilities are maximized through easier and more efficient management. This adds clarity to the booking and scheduling processes and makes visitors’ experiences run as smoothly as possible from arrival to departure.

Get in touch with Condeco to find out how easy all this is to achieve.

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