Using pencil and paper to record visitors is like starting a race with a disadvantage in timing and distance. The manual logs for visitors may seem to be just fine; however, they could slowly reduce your productivity. In the office where you’re using paper, it is time to consider the extent to which your current system is hindering you from achieving them. Moreover, the following indicators can assist you in determining whether your organization is prepared for the transition to a new visitor control software. So, let’s explore the five signs that suggest your business needs to switch to visitor management systems

Your Team Is Wasting Time on Manual Data Entry

One of the first indications that your organization has grown beyond manual logs is the volume of time spent transcribing visitors’ information. If your employees have to go through pages of messy handwriting and input the data into spreadsheets, this process is not only slow but also error-prone.

• Time-consuming processes.
• Human error risks.
• Inaccurate visitor records.
• Staff energy wasted.
• Poor data handling.
• Outdated admin routines.

This process can slow down everyday routines and can increase the chance of inaccurate information, which could affect tracking visitors as well as reporting. Instead of wasting moments resolving errors, your team must focus on meaningful interactions with clients and customer support. 

Easing up the Entire Procedure

Visitors management software eliminates this stumbling block by automating the entire process. By automating data capture and safe storage, you will be able to ensure consistency and reduce the chance of human error.

• Free your personnel.
• Do more lucrative tasks.
• A disciplined approach.

Your Reception Area Gets Crowded During Peak Hours

The manual log of visitors slows things down. The visitors must enter the information manually, then wait for someone to confirm it, and wait for additional directions. This creates unnecessary delays and leads to a poor first impression, especially if the visitor is a potential client or business partner.

• Delayed guest check-ins.
• First impression fails.
• Long waiting lines.

Reduces the Amount of Traffic

Users can register online and scan a QR code on arrival, or perhaps utilize a kiosk for self-check-in. The small changes can go a long way to creating a workplace that is modern, efficient, and welcoming to visitors. With fewer interruptions and faster procedures, your reception space is now a place of efficiency rather than a source of stress.

• Staff are overwhelmed daily.
• Frustrated frequent visitors.
• Inefficient entry management.

You Can’t Track Visitors in Real Time

If your answer is a matter of flipping through pages or going through the multiple books that are signed in, the system you’re using is inefficient. Manual logs offer zero real-time visibility. 

• No instant tracking.
• Emergency delays increase.
• Missed safety checks.

It’s impossible to find a listing of guests in the present immediately, find guests who are overdue, or see the trends of visitors across dates or even departments.

Don’t Put Your Business in Danger!

Visitors management systems give you immediate access to all who have been present, when they’re with you, for how long they’ve stayed, as well as when they’ve left. 

• Manual report compiling.
• Audit stress rises.
• Outdated information trails.

It’s possible to obtain precise reports in a matter of seconds, making your company safe and in compliance with the workplace rules.

Security and Privacy Are Becoming a Concern

Visitors’ logs can reveal personal information to passers-by. Phone numbers, names, and the reasons behind visits can all be seen when you open a clipboard. In a time when the security of data is a top priority, it’s an alarm. 

In addition, anybody can record false information, and if there’s no verification, there’s no way to prove the identity of a person.

• Exposed personal data.
• Identity not verified.
• Privacy laws were violated.

The Best Authenticators

If you work in an industry that handles sensitive data, or you have to conform to privacy regulations such as GDPR or HIPAA, the use of a paper log can expose your company to serious liability.

• Sensitive details are visible.
• Risk of impersonation.
• Public access loopholes.

Digital visitor management solutions solve the problem by safely storing visitors’ information, checking identities, and shielding confidential data from scrutiny. Also, you have control over how long data is stored and the people who have access to it.

Scaling Locations Has Made Manual Logs Impossible to Manage

Expansion can be great for businesses. However, it’s a nightmare for logistics when each place handles visitors in different ways. When each location has its guest book for visitors, there’s no way to connect data or track trends across different websites.

• Inconsistent check-in policies.
• No centralized system.
• Missed visitor insights.

The result is problems with efficiency, missed communication, and inconsistent security procedures. A visitor management software centralizes every visitor’s information across all of the various locations. 

A Very Linear System

The system provides uniform processes, synced records, and a comprehensive picture of all visitor activities throughout your business. This means quicker decision-making, better security coordination, and a more efficient day-to-day operation in the event that your business expands.

• Growth without structure.
• Siloed location processes.
• Fragmented visitor records.

Time for a Smarter Visitor Experience

If you notice any of these indications, you should consider moving away from manual visitor logs that are no longer effective. By using Cloud-in-Hand® Solutions Platform, your visitor registration process is more secure, more professional, and effective.

• adjusts to your needs
• scales to meet
• compliance and security
• Decades of experience.
• Positive reviews.
• Total control over visitor experience.
• Save time and energy.

Cloud-in-Hand® Solutions Platform is a customizable guest management service that can streamline each step of the guest experience. You get registration and scanning QR codes to badge printing, as well as instant notifications to the host.

Conclusion

Implementing visitor management systems is a strategic approach to increasing the security of your business and boosting productivity. So, do not wait for inefficiencies or risk to catch up and change your approach now! 

Finally, learn how to upgrade the visitor tracking system and improve your work environment by making it more comfortable with Cloud-in-Hand® Solutions Platform.