When contemplating new technology for your business, it’s reasonable to wonder up front how much it costs and what will be your return on that investment.
A visitor management system is designed to streamline the process of checking in and out visitors as well as monitoring them on site so that businesses can continue to run smoothly as people come and go. Visitor management software also gives site managers an easy way to see who is on a worksite in order to ensure safety, security, and compliance.
But how does this benefit your bottom line? Here are some specifics on the ROI of a visitor management system:
Modern visitor management features make a valuable first impression
Whether you’re a visitor arriving for a meeting or a contractor checking into a work site, we’ve all had the experience of long waits and tedious paperwork when we arrive at a facility. No doubt you’ve been handed the dreaded clip-board to write down private information on paper as well. It requires a lot of trust in the company you’re dealing with – and reception staff often have other duties.
Having a visitor management solution like Sine ensures not just check-in, but your entire visit, goes much more smoothly. You’re able to pre-fill forms in advance of your arrival and simply scan an ID or custom QR code to let employees know you’ve arrived. Ideally, you’ll even be handed a visitor badge at check-in if a facility has the right visitor management software.
This makes all the difference when it comes to first impressions and overall brand perception. Having a modern tool for visitor and workplace management makes it clear that a company invests in the time, convenience, and privacy of its visitors and employees and strives to save time and make life easier – which helps businesses attract and retain talent.
Streamlined front desk processes save money on administrative costs
the average salary for a receptionist in the United States, not counting payroll taxes, benefits, etc.
Having an automated check-in process takes a lot of pressure off of reception and security staff and allows them to do their jobs more efficiently without having to shuffle paperwork and answer the same questions over and over again.
A VMS lets visitors download an app, check in electronically, and get notified of any plan changes or other important information via their smartphones while they’re on site. And they can consult their electronic devices for information rather than having to track down the nearest employee.
This can really take a load off of your administrative staff and ensure that you don’t have to hire more during busy seasons.
Improved security and compliance procedures satisfy legal and cut costs
Across the globe, companies are facing ever-changing compliance concerns around visitor management, and need to be able to update and track these new processes at a moment’s notice. With a digital visitor management system like Sine, users always know who is in their facility at all times. ID checks can be done electronically and with watchlists, you can bar certain people from checking into secure areas if you have raised concerns.
Do employees or specific types of visitors need safety credentials to enter a secure area? Visitor management software can make sure that only properly credentialed people can swipe in. Knowing that they’ve been identified and can be tracked by geofencing technology can even deter people with nefarious intentions from trying to thwart security on site.
When you need visitors to sign legal documents, have certain credentials to enter work sites, or submit digital signatures, a visitor management system can handle all of this with ease. This makes keeping up with compliance much easier by sending managers immediate notifications when a visitor is not adhering to legal requirements. And compliance reporting becomes as simple as asking the system to run a report based on historical data.
The cost of non-compliance:
International Traffic in Arms Regulations (ITAR)
Civil fines as high as $500,000 per violation
Criminal fines of up to $1,000,000 and 10 years imprisonment per violation
Payment Card Industry Data Security Standard (PCI DSS)
$5,000 to $100,000 per month
Occupational Safety and Health Administration (OSHA)
a maximum penalty for repeated and willful violations rules at $136,532,
with a minimum penalty of $9,753
General Data Protection Regulation (GDPR)
has fines of up to €4 million or 20% of annual turnover, whichever is higher
Optimize people flow, increase operational efficiencies
Visitor and employee bottlenecking is a more serious problem in light of the COVID-19 pandemic. When things like low-touch surfaces and social distancing can help save lives, you need to find a way to monitor and manage people effectively. With contactless check-in/out processes via mobile device and total visibility of all people flows across sites, workplace efficiency will skyrocket.
Guests and employees alike will also feel (and be!) safer thanks to a VMS.
Even in the best of times, it’s important to manage people flow to ease frustration. And knowing what parts of a building are scheduled to be in operation (or entirely empty) can let you manage other buildings systems like HVAC for maximum efficiency.
Buy peace of mind during emergencies
Global Average cost of a data breach in 2021
If there’s an accident on site, a natural disaster, or even a theft, with a modern visitor management solution you can easily notify each person on site with the most up-to-date information. This can include shelter-in-place or evacuation instructions, a notification to be on the lookout for people neglecting security protocols, and even allows you to alert first responders to the names and locations of people who need their assistance in your facility.
Having a bird’s-eye view of your entire facility, the people in it, and their movements is only possible with a sophisticated VMS like Sine. It can also eliminate the human error that comes along with manual, paper-based check-ins, potentially reducing liability as well.
A visitor management system can directly save you money by reducing reception staff, fines for non-compliance, and the cost of maintaining legacy systems. It can also attract clients and customers eager to work with (and in) a facility that knows how to manage its space and security and invests in making sure people flow through a building or worksite in a way that’s expedient and safe for everyone involved.