VCM Check In

Best ways to prepare and welcome first-time visitors and contractors to your site

By Maddy GlynnDigital Marketing Specialist
Published on August 21, 2023

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First impressions matter, especially when it comes to welcoming first-time visitors and contractors to your site. Providing a seamless and well-organized introduction experience not only sets the right tone, but can also help you enhance the safety, compliance, and efficiency of your business.

Below, we'll look at some best practices, tips, and tools that can help businesses prepare and welcome new visitors and contractors to their site and how a visitor management system (VMS) can help facilitate this.

Tip 1: Communication is key

Clear and effective communication can be the foundation of a successful welcoming or onboarding process. Before visitors or contractors arrive at your site, it is often crucial to verify they are well-informed about the site policies, procedures, and safety guidelines. It may be beneficial to provide them with important information such as site policies, fire evacuation diagrams, health and safety procedures, and site maps. These resources can help familiarize them with the site layout, emergency protocols, and any specific regulations or company standards they need to adhere to.

It's also beneficial to provide check-in and arrival instructions. This may include clearly communicating the designated entrance or area for them to report to upon arrival. If there are any access control measures in place, such as site keys or swipe cards, you should generally make sure they are aware of the process for obtaining these authorizations. By setting clear expectations from the beginning, you can help avoid confusion and allow for a smoother start to their visit or work on-site.

Tip 2: Collect Important Documents and Information in Advance

To streamline the arrival of visitors and contractors to your site, it may be beneficial to collect important documents and information from them in advance. Depending on the nature of their visit or work, these documents may include vendors'/suppliers' insurance certificates, compliance documents, permits to work, licenses, and any other relevant certifications.

This proactive approach allows you to review and assess the necessary documentation in advance, helping you make sure any necessary requirements are met before the visitors or contractors arrive on-site. It also gives you an opportunity to address any issues or concerns in advance, saving time and reducing the chance of delays when they arrive on-site for the first time.

Tip 3: Have Contractors Complete Inductions Prior to Entering Your Site

For contractors who will be working on your site, having inductions completed before their arrival is a valuable step. Inductions can help provide contractors with essential information about your site-specific requirements, safety protocols, and potential hazards. These sessions can help familiarize contractors with the necessary workplace procedures, equipment usage rules, emergency response plans, and other site-specific guidelines.

Inductions can be conducted through various means, such as in-person sessions, online training modules, or a combination of both. Inductions can also help you verify that your contractors have a clear understanding of the expectations and responsibilities associated with their work on-site. By completing the induction process beforehand, you can save valuable time and more seamlessly integrate contractors into your site operations.

Providing contractors with a thorough induction process helps set clear expectations and empowers them to work safely and efficiently.

Tip 4: Provide Key Points of Contact

Establishing clear lines of communication is beneficial for both visitors and contractors. A visitor management system can help you provide them with contact information for key individuals who can address their queries, provide navigational guidance, and offer assistance during their time on-site. This may include site supervisors, facility managers, project managers, receptionists, or designated site representatives.

Offering readily available points of contact and encouraging visitors and contractors to reach out to these individuals for any concerns, questions, or assistance they may require instills confidence and promotes a sense of support throughout their visit or project duration.

Tip 5: Provide Check-in and Check-out Instructions

Efficient check-in and check-out procedures can help contribute to a seamless onboarding experience. A visitor management system can empower you to clearly communicate the steps that visitors and contractors need to follow upon entering and leaving your site. For entry, you may provide specific instructions on where they should go - whether it be a reception area, a designated entrance, or a meeting point. You may also inform them about the process of obtaining access credentials, such as check-in at an iPad kiosk or obtaining a visitor's badge.

Likewise, a visitor management system can help you establish and communicate clear protocols for checking-out. For instance, contractors may be required to complete check-out forms to report any site incidents or provide relevant information for documentation purposes. Visitors, on the other hand, can be encouraged to participate in an exit survey to provide feedback on their experience or return site access keys to a designated area or person. These procedures not only help facilitate a smooth departure but also allow you to gather valuable insights and establish more accountability.

Seamlessly welcoming visitors and contractors

Preparing and welcoming first-time visitors and contractors to your site is often a crucial aspect of managing business operations effectively. By following these best practices and utilizing the appropriate tools, you can create a positive and organized onboarding experience.

Clear communication, collecting important documents in advance, utilizing the completion of site inductions, providing key points of contact, and implementing streamlined check-in and check-out procedures can all contribute to a seamless and welcoming environment.

A well-prepared and efficient welcoming process sets the stage for productive collaborations, fosters safety and compliance, and leaves a lasting positive impression on your visitors and contractors.

Welcome visitors and contractors with ease and streamline your site’s inductions and check-in process by embracing the capabilities of a visitor and contractor management system. With a focus on simplicity, efficiency, and a commitment to creating a welcoming environment, Honeywell Forge Visitor and Contractor Management is the ideal solution for preparing and welcoming visitors and contractors to your site.