With the resurgence of workplace visitors, the number of individuals entering workplaces has observed a significant increase of 43%. This surge in visitor traffic brings forth positive implications for businesses as it presents numerous opportunities to effectively showcase their brand and display a thriving workplace community.

The rise in visitor numbers also requires proactive planning and preparation from workplace and facility managers. It becomes essential to equip them with the right tools and strategies to efficiently welcome and accommodate the surged visitor traffic. The process of welcoming visitors into the office holds importance, efficiency, and personalisation.

Now, you might be wondering, "How can you effectively handle the influx of visitors while meeting their expectations?" The answer lies in leveraging data. Irrespective of whether you utilise a VMS or a manual visitor book, it is crucial to consistently review the data it provides.

The utilisation of visitor analytics offers real-time insights that can greatly enhance your workplace environment. By analysing data, you can optimise your visitor management process and pinpoint areas that require improvement, thereby ensuring that every visitor receives a professional experience when arriving at your workplace.

In this blog post, we will discuss:

Five questions to ask when analysing visitor data.
How you can use analytics to improve your visitor management process and more.

1) Who are the most frequent visitors?

By utilising visitor management systems, you can ask visitors targeted questions when they check in, helping you understand the reason for their visit to your workplace. This information is valuable because it reveals the most frequent types of visitors you receive. For instance, you might have contractors visiting regularly or cleaners coming in every day. Knowing the most common visitor type allows you to plan ahead and offer a better experience tailored to their needs.

In addition, a visitor management tool helps you analyse visitor patterns and behaviours in a simple manner. By studying the collected data over time, you can gain a comprehensive understanding of different visitor demographics. This knowledge can uncover interesting trends, such as seasonal variations or peak hours for specific visitor categories. With this information, you can allocate resources more effectively and streamline operations. For example, if you notice an increase in client visits during a particular day, you can assign extra staff or resources to ensure their needs are met efficiently.

2) Which teams invite the most visitors?

Different departments within your business have varying levels of visitor interaction. For example, sales teams often invite potential clients for meetings, while the marketing team regularly hosts online calls. Keeping track of this information allows you to offer targeted support and training to the teams that frequently invite visitors. They can learn how to streamline the guest management process by pre-registering visitors.

3) When do visitors typically arrive?

Knowing the anticipated arrival times of your visitors is essential for effectively managing your front reception and security teams. By having this information, you can ensure that you have an adequate number of staff members available to handle the surge of visitors and provide the best possible experience to your guests. This knowledge enables you to optimise your resources and create a smooth and welcoming environment for visitors.

By leveraging this data, you can create a positive and seamless experience for visitors while maximising the productivity of your staff.

4) How long do visitors stay?

In addition to check-in data, it's important to track when visitors check out. This information can give you insights into how long, on average, visitors stay onsite. Some visitor types may stay for a short time, while others may spend hours or even the entire workday. Depending on the length of their visit, different considerations may arise. For example, a short, unrecognised visit may be a security concern, while a visitor staying for an extended period may need a dedicated workspace. This data is valuable for assessing security threats, emergencies, and capacity planning.

5) Did visitors enjoy their experience?

Once visitors have completed their visit, they can submit their feedback on their visit in real-time. This feedback allows you to gather insights into their experience, the check-in process, and any recommendations for improvement. Analysing this feedback can help you identify areas that are working well and areas where you can enhance the visitor experience. You may discover patterns in the data, such as positive experiences for candidates but negative ones for clients, which can guide your focus on different visitor types.

Using analytics to improve your visitor management process:

Now that you've asked the important questions and gathered the data, it's time to take action. Visitor analytics can inform improvements to your overall visitor management process and enhance the workplace experience.

Here are two action items to consider:

1) Audit your resources

Review your current staffing, budgeting, and facility plans based on the visitor data you have. Determine if you have sufficient resources and staff to support effective visitor management. Pay attention to areas such as front desk and security staffing, capacity planning, workplace compliance, and recruiting. Adjust your plans accordingly to align with the data insights.

2) Set up custom check-in questions

Collecting visitor information before their arrival provides valuable data to customise their experience. Use check-in questions to understand their goals for the visit and any specific needs they may have while onsite. For example, you can ask if they require lunch or if they have any further requests. This information allows you to prepare in advance and compare their answers with post-visit feedback to gauge your performance.

In summary, visitor analytics help you create a visitor experience based on data-driven insights. This data not only enhances your visitor management process but also supports other areas of the business such as resource management, capacity planning, and security. By combining these elements, you can build a stronger workplace environment.

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Leveraging Data for a Better Visitor Experience.