First Impressions Matter: How visitor management is improving the sign-in experience.

Let’s do a thought experiment. Think of all the companies you have visited in your career. Visualize the kinds of experiences you have had when you walk into the building. Did you feel welcomed? Was there a receptionist there to greet you? How often were you in a position of waiting while the receptionist was multitasking? Now visualize yourself as a visitor to your own company. Imagine being a customer, client, panelist, delivery person, temporary worker, or consultant. You walk in the front door. What happens next? Is your company delivering the ideal check-in experience?

The reception area is the gateway where first impressions are made. It is the point of entry where access is controlled and traffic directed. In other words, a well-managed visitor experience should be of vital concern for a lot of reasons.

Visitor management is a technological solution that systematizes the tracking of every person coming into your company.  In the old days, visitor management would be managed by means of a receptionist and simple sign-in sheet at the front desk. Maybe those sign-ins would wind up being tracked in a manually edited spreadsheet. These old school methods aren’t very efficient, however. It is hard to search the back logs, and assigning a front desk receptionist to be there for any visitors who may show up could be inefficient in a couple of ways. The receptionist might not be busy enough (too much downtime), or too preoccupied with other tasks that pull them away from the frontline duty of reception. Visitor management presents a more robust, consistent, and professional process for greeting visitors.

Tablet computers such as the iPad were the enabling technology that allowed visitor management systems to take off around 2013. Every year has seen increasing functionality. A visitor management system goes way beyond traditional sign-in functions. It can log visitors, make photo ID badges, handle NDA signatures, accept deliveries from couriers, send notifications when an expected visitor arrives, and permit employees to communicate with visitors.

Key benefits and advantages of visitor management

  • Better point of entry experience. Visitors feel more welcomed, better oriented, and safer.
  • Less haphazard, more professional and consistent.
  • Easier to track visitors for auditing and reporting purposes.
  • Affords more flexibility and productivity for front desk personnel.
  • Gives a “better look” to your company’s brand image.

Analyzing the need for better visitor management

We can break down the visitor experience and see how your current processes measure up against a digital visitor management experience. Ask yourself these questions:

When a visitor arrives, how long does it take to greet them?

Is the credentialing process handled in a consistent way? How easy is it to create visitor badges? Are the credentials customizable and clear?

Could the handling of legal requirements such as NDA’s be better handled? Are NDA signatures maintained in a secure fashion?

When a courier arrives, how long does it take to accept and record receipt of deliveries?

How practical and efficient is it to audit and track visitor logs?

Are site safety requirements accessible for visitors, especially contractors?

How efficiently are company personnel notified of visitor arrivals?  Would visitors have a better experience if they had the opportunity to perform check-in at a self-serve kiosk?

For all of the questions above, visitor management systems usually offer better answers. They can save time, increase flexibility, and enhance security and privacy, not to mention giving your company a “better look”.

Safe and Secure. Visitor management systems can provide improved access control too. They help to secure the facility from unwelcome intrusions, protect visitor and company privacy, and ensure regulatory compliance. Visitors can be matched against watch lists to keep criminals and black listed persons from gaining access. The system can also keep visitors and employees notified about evacuation plans and emergency notifications.

The most popular features of visitor management systems

  • Customizable check-in
  • Automated notifications
  • Two-way digital communication between employees and visitors
  • Streamlined legal and NDA agreements
  • Searchable and trackable visitor logs
  • Badge printing to enhance security

Olà

Marketing Systems Group recognizes the importance of visitor management, and we are excited to introduce you to our latest enhancement to the ARCS platform. It is called Olà powered by ARCS.

Now you can get the key features companies seek in a visitor management solution without having to maintain a separate system. The visitor management piece is integrated with the ARCS platform.

Olà supports customized branding, self-serve kiosk sign-ins, visitor badging with personalized data, NDA signatures at point of sign-in, tracking of arrivals, cancellations, and no shows. Quotas can be monitored in real time. A dashboard feature allows you to view visitor activity and access evacuation lists in case of emergency. Visitor logging is of course built-in, and it can include visitor demographics, contact information, and activity charts. Visitor activity can be accessed remotely 24/7 from mobile devices and web browsers through a centralized web-based management system.

For more information about Olà, contact your MSG representative today.

MSG’s Geo-Demographic Services are Critical Resources in Natural Disaster Preparation

Marketing Systems Group’s deep understanding of surveying and market research, coupled with our innovative products and services, have proven to be an invaluable resource to the survey research industry since 1987. 

MSG’s team, particularly our GeoDemographers, offer an array of services such as: Demographic Data, Reports, Maps, Geocoding, Spatial Analytics, Custom Geographic Frame Designs, and Census Information. Our GEO-DEM clients range from market researchers, public safety and emergency management, utilities and communications companies, health and human services, and transportation providers.   Continue reading “MSG’s Geo-Demographic Services are Critical Resources in Natural Disaster Preparation”

The Arrival of Social Media Analytics: What Took So Long?

Social media has been one of the hottest trends in technology over the last decade. It has changed the way we talk to one another. We meet online. We converse online. We share online. And we complain together, online. Market researchers were quick to seize upon the opportunities provided by mass adoption of social media. Social media and “listening in” on the social chatter helps us better understand how brands are perceived, which points the way forward towards better campaigns and better targeting. Continue reading “The Arrival of Social Media Analytics: What Took So Long?”

“Game On!”: How Virtual Reality is Transforming Market Research

When the term Virtual Reality (VR) comes up, many people will immediately conjure visions of kids with goggles, hands gesturing into thin air. The stereotypical VR kid is using the technology for gaming and immersive role playing. VR is certainly a high-profile, high-octane market. Estimates say it will be worth tens of billions of dollars by the early 2020’s. What is maybe less visible but no less important is the fact that market researchers are using VR to take their work to unforeseen levels.

Continue reading ““Game On!”: How Virtual Reality is Transforming Market Research”

The Power of Conversation

Observers of the market research industry have been noticing a trend of late: researchers are acknowledging the limitations of large-scale surveys and are rediscovering the value of qualitative research, namely, real conversations with real people. Why?

That’s precisely the question, and also, the answer. “Why.” Quantitative research often has difficulty answering the “why?” questions. While it is true that much insight can be gained by analyzing big data, why not go directly to the source and talk to them? By interviewing and hearing people’s stories and insights, you can understand data better. Why do products sell? Why is growth not taking off? Why do preferences emerge for one brand and not another? Some answers are more readily gained by simply talking to people, then interpreting the results.

Continue reading “The Power of Conversation”

Why Location Continues to be a Difference Maker

Last Christmas I wanted to buy a turntable for my daughter. Thanks to an online message forum, I discovered that Target was selling a new brand of turntable at an affordable price point with features typically seen on higher-end models. It was early in the Christmas buying season, and I had a hunch that a product like this might sell out quickly. So I researched the Target.com website, checked their inventory and used the store locator to find the nearest Target with the turntable in stock. At this point many would click the “buy now” button and have the product shipped. Instead, I hopped in the car and drove to the store. Why, you ask? I wanted to see the product for myself before buying it. Once inside the store, my smart phone told me which aisle to go to. With a little help from my friend the store clerk, I located the turntable, looked it over, bought it, and wrapped it up for Christmas. What this very short story teaches us is that while technology has become a key component in the way we consume, we aren’t quite willing to let go of location-based purchasing decisions. Continue reading “Why Location Continues to be a Difference Maker”

Tell Me a Story: How MR Can Leverage the Power of Narrative

Sometimes old habits die hard. Take market researchers, for instance. They used to take comfort in the assumption that they were in control of their brands and the stories told around them. It was driven and steered by MR, with an assured direction for which to navigate. Brand messaging would be beamed to audiences, and follow-up surveys would tell researchers what was working and what wasn’t. That was then, but this is now. The world has changed. Continue reading “Tell Me a Story: How MR Can Leverage the Power of Narrative”

Why Won’t They Return My Call?

I’m sure you’ll recognize the following scenario.  A customer chooses a new company to do business with and begins receiving service(s) from them. They forge a relationship. Promises are made. Maybe the first time or two or three, they are satisfied with the results. Time passes. They come back once more with a question, a special need, a complex task in need of expert advice. They call the salesperson or the project manager. And wait. No reply. What went wrong? Was it something they said? Why the cold shoulder? Is there anybody out there? Continue reading “Why Won’t They Return My Call?”

Stay in compliance with ever-changing governmental regulations.

Alert! Alert! Alert!

In this new age of “always on” technology and communication, it seems like something is always vying for our attention. We get so may alerts. Weather alerts, traffic alerts, health alerts, vehicle recall alerts, food safety alerts. I could go on and on.  Our first tendency might be to get a little irritated about all of these alerts, as they interrupt our daily flow and can produce anxiety. But then again, think of why we are receiving the alerts in the first place. They are there for our benefit—the safety and security of ourselves, our family and our neighbors. By getting that important information out to us quickly, we can act immediately and take the necessary steps to either be prepared or be protected. Continue reading “Stay in compliance with ever-changing governmental regulations.”