Visitor Management System for Multi-Tenanted Buildings.
In this blog post, we demonstrate multiple ways that a multi-tenanted building would benefit from a visitor management system.
Multi-tenanted buildings are commercial structures that house numerous organisations, providing them with rented office spaces. These buildings have a unique characteristic in that they typically receive higher traffic compared to single-tenancy ones due to the presence of multiple companies. As a result, it is imperative for such establishments to prioritise the implementation of a robust visitor management system at their front desk to streamline visitor handling processes. This article seeks to provide an overview of the potential advantages that multi-tenanted buildings can derive from adopting such a system.
Section 1: Reduces Receptionist Workload
Section 2: Ensures Safety and Security
Section 3: Comply with GDPR Regulations
1) Reduces Receptionist Workload
In multi-tenant buildings, the number of businesses housed can vary widely, but the commonality among them is the higher volume of visitors compared to single-tenant buildings. This presents a significant challenge for receptionists who are responsible for processing visitor check-ins, leading to long queues and wait times for visitors.
To address this challenge, reception areas must adopt a swift and efficient procedure that enhances the visitor experience and creates a positive first impression while keeping the entrance clear. A VMS can provide a solution to this challenge by streamlining the check-in process. With the implementation of a visitor management system, visitors can quickly and effortlessly input their personal details, reducing wait times and allowing receptionists to focus on assisting visitors requiring aid and fulfilling other responsibilities.
By introducing a self-check-in system, receptionists can allocate more time to other duties, and visitors can complete the check-in process independently. This not only saves time but also enhances the visitor experience, leaving a positive impression of the organisation. Additionally, a visitor management system provides a heightened level of security, ensuring that only authorised visitors are allowed access to the building.
In conclusion, the implementation of a visitor management system is imperative for multi-tenant buildings to manage visitor traffic efficiently, reduce wait times, improve the visitor experience, and ensure a secure environment. With a self-check-in system, receptionists can focus on other responsibilities, while visitors can quickly and easily input their personal details, enhancing the efficiency and security of the entire check-in process.
2) Enhances Safety and Security
A visitor management system offers a wide range of benefits, including improved safety and security measures, which is a significant advantage regardless of whether you operate in a single-tenant or multi-tenanted building. However, the advantages of implementing such a system are particularly advantageous for businesses that have a higher volume of visitors, as it can help screen out unauthorised guests and ensure the safety of tenants and other visitors.
With the ability to conduct background checks, a visitor management system can help verify the identity of visitors and ensure they are authorised to be on the premises. The system can also request photo identification to further verify the identity of visitors. This provides a heightened level of security, especially for multi-tenanted buildings where there are often many visitors present.
In light of the Covid-19 pandemic, many businesses have prioritised implementing systems that prioritise the health and safety of tenants and visitors. This is especially important for multi-tenanted buildings that often have a large number of visitors and tenants present. By implementing a visitor management system with a stringent policy, businesses can help minimise the transmission of germs from one person to another.
A visitor management system can screen visitors upon entry, requiring them to complete a questionnaire that covers essential health and Covid-19-related questions. This can help identify potential risks and ensure that visitors who may pose a risk to the health and safety of others are denied access to the building. Additionally, some visitor management systems can also provide a touchless check-in process, reducing the need for physical contact and minimising the spread of germs.
In conclusion, implementing a visitor management system can offer numerous benefits, including improved safety and security measures, heightened control over visitor access, and enhanced health and safety protocols. By utilising a visitor management system, businesses can streamline the check-in process, reduce wait times, and provide a more positive experience for tenants and visitors alike. Additionally, with the ability to screen visitors and implement health and safety protocols, businesses can ensure that they are doing their part to help prevent the spread of Covid-19 and other illnesses.
3) Comply with GDPR Regulations
The GDPR (General Data Protection Regulation), which came into effect in 2018, aims to safeguard the privacy rights of individuals by mandating stringent processes for the collection, handling, and storage of personal data. Companies that fail to comply with the GDPR risk significant fines and reputational damage.
In the context of visitor management, complying with GDPR is critical. Visitor management systems offer an efficient and secure way to manage visitor data while complying with the GDPR's requirements. The system allows you to delete and archive visitor information upon request, eliminating the need to manually shred paper logbooks. This ensures that visitor data is removed securely and irretrievably, preventing unauthorised access.
Moreover, visitor management systems enable you to securely store visitor data, so it is not visible to unauthorised personnel. Only authorised personnel with the necessary clearance can access visitors' personal information and which tenant they've visited if required. By contrast, paper logbooks present a significant data protection risk as they allow visitors to see the details of visitors who checked in before them, which is a violation of GDPR requirements.
Therefore, implementing a visitor management system that is compliant with GDPR is essential for multi-tenanted buildings that want to maintain data protection compliance and protect visitors' privacy rights.
