Shot of a young businesswoman using a digital tablet in the office

6 Ways Visitor Management Systems Can Boost Your Workplace Productivity

Visitor management systems are cloud software that help you manage the flow of employees and visitors in your workplace, boosting your employees’ productivity.

Many workplaces tend to be busy with the flow of outside people within the space as various activities happen simultaneously at different locations. Due to that, organisations must be vigilant when it comes to the safety and productivity of the people within it.

There are primarily 6 elements of visitor management solutions that can boost your workplace productivity in real-time.  

Streamline Traffic

The visitor sign-in process is often cumbersome and creates a negative experience among the employees and visitors. One of the main reasons is not having a computerised process of visitor sign-ins.

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Screenshot of Teamgo Visitor Management System: The dashboard shows the list of all the visitors currently signed in to the workplace.

The correct implementation and use of a digital visitor management solution can dramatically improve the arrival and sign-in process for visitors. The system can easily manage a large volume of people, improving the workplace’s efficiency and giving visitors a positive experience.

Improve Efficiency

If you have ever managed people visiting your workplace, then you are aware of all the hassles involved with it. Getting data permissions or security clearance for your guests can take a lot of time, creating a huge backlog. Manual efforts would have to be involved to guide the visitor through the location and help them when needed.

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Teamgo’s iPad terminal where visitors can digitally sign electronic contract documents.

Visitor management can do all that and more, allowing all the operations to be centralised in a cloud based software and accessible through all devices – from detecting regular visitors who have already been inducted, to raising an alarm when unauthorised persons arrive.

Real-Time Analytics

When a visitor enters your premise, are you always aware of their whereabouts? It is important to keep track of all your visitors for their safety and the security of your workplace. Visitor management solutions can help you track people and space usage, both locally and globally, across multiple locations with the touch of a button.

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Screenshot of Teamgo’s Visitor Analytics Module

As a result, organisations can access real-time data from the visitor’s movement within the workplace and this can lead to an increase of efficiencies across many areas of operations.

Safety and Security

Communicating with people in case of an emergency can be difficult. Therefore, notifying visitors and employees of emergency situations can be time-consuming, potentially threatening their well-being. Making note of all the contact details of the visitors and calling them one by one is not an efficient way of handling the crisis.

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Good quality visitor management systems keep track of all visitors and employees onsite and send emergency SMS and email notifications instantly at the press of a button.

Performance and Evaluation

Predicting and preparing for an overflow of visitors is impossible without the use of technology. For this, you need a system that collects all the visitors’ data and understands the pattern and performance of your team and space.

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Screenshot of Teamgo’s Visitor Management: Using Teamgo you can have a bird’s eye view of all the locations and their sign in terminals.

Most visitor management systems are well equipped with recording accurate visitor data and providing all the insights that can help the organisation make decisions in the future. This can be done at the time of arrival or pre-registration with similar aspects of a self-checking – like purchasing and issuing airline boarding passes.

Reduce Operating Costs

Visitor management solutions can reduce operating costs across all office locations by optimising and automating workplaces. Within large organisations with offices spread around the globe, a single dashboard can be used to get a larger view of your business operations.

GDPR

Is your visitor management system GDPR compliant?

GDPR (General Data Protection Regulation) is the most important change in data privacy regulation in the EU since 1995. The new changes have a huge impact on businesses that gather and process personal data, like visitor management system. Therefore, you are legally obliged to ensure that your visitor management system is GDPR compliant.

The new regulation primarily affects all the businesses across the globe which provide goods and services in the EU, irrespective of where the data are being stored and processed. The penalties for non-compliance are up to €10 million, or 2% annual global turnover – whichever is higher.  

What does GDPR compliance mean?

GDPR is a step towards protecting personal data and privacy of users. Users need to know how and why organisations are using their personal data.

In this article, we are going to break down the core aspects of GDPR, however, we suggest you do a further reading for a more detailed understanding (2018 reform of EU data protection rules).

What are GDPR requirements for visitor management systems?

The fundamentals of GDPR which are relevant for visitor management systems are:

  1. Request your visitor’s consent in order to gather their personal data,
  2. Be transparent about how and why the visitor’s personal data is processed,
  3. Visitor’s data cannot be used for the purpose other than for which it was collected.
  4. Visitors have a complete right to request for their data to be deleted,
  5. Guarantee the security of personal data against external threats.

The above 5 points are the core principles of GDPR which apply to visitor management systems. If you are in the process of selecting a new visitor management system or already have one in place, you need to ensure that your system complies with all the above principles.

What is the GDPR compliance checklist for visitor management system(VMS)?

The official GDPR documents have detailed explanations around various laws and their implications. But for the purpose of brevity, we will only explore the key items in the GDPR compliance checklist that are relevant for your visitor management system.

Visitor Consent

The most important aspect of GDPR is that you should not collect visitor’s data without their consent. Therefore, a visitor management system should have a feature which allows users to go through the privacy policy contract and opt-in process before they submit their personal data.

What to except in VMS?

The visitor management systems should display a mandatory check-box before visitors can submit their personal data. They can also use digital contract documents where visitors can sign before submitting their details.

Transparency

You need to provide detailed reasons why you are collecting visitor’s personal data and how you are planning to process and use them. This transparency is important to gain the trust of visitors and also to make them aware of how their data are being used.

What to except in VMS?

The interface of the visitor management systems should be customisable to communicate important information with your visitors during sign in. The system also should be able to display and send additional documents via email for later consumption.

Defined Purpose  

You should not overwhelm visitors by asking too much personal information. This creates a poor experience and also violates the GDPR principles. You are required to collect only minimum personal data that are useful for your business, and nothing more.

What to except in VMS?

For instance, you cannot ask details like passport number, birthdate, driving license number and credit card number of your visitor without providing valid reasons.

Therefore, the visitor management systems should have a customisable form that allows you to define user inputs. In addition, it should have a process to design custom check-in process based on the type of visitor, so that you don’t ask for same information multiple times.

Data Access

Visitors have full right to access their information stored in your visitor management system and request to delete them. This principle implies that no data should be collected for longer than the desired length of time.

What to except in VMS?

One of the ways of complying with this principle is by having an automated process which deletes the data after a defined interval of time. You should be able to define the time period as a rule within your visitor management system.

In addition to deletion, you should be able to set anonymisation rules which will anonymise the personal data of the visitor but keep their sign-in details. This will allow you to comply with GDPR and at the same time access the performance of your workplace in future.

Data Security

Just like all the other web systems, visitor management systems should have a robust and state-of-art data security frameworks. The system should be able to protect your data against theft and accidental loss, destruction or damage.

What to except in VMS?

Therefore, you need to make sure that your visitor management system provides guarantee data security through a contractual agreement so that you are protected. You can ensure this by asking details about where your visitor management system is hosted and which data centre technology is being used.

What more you need to know about GDPR

We recommend you to visit the official website of GDPR to understand more about how you can protect your business and customers and become GDPR compliants.

However, the fundamental aspect of GDPR is to ensure that your employees’ and visitors’ data are secured and not used for any illegal purpose. Hence, you should always make sure that the digital solutions or any other technology do not violate user’s privacy and security.

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5 Signs You Should Invest In Workplace Safety

We spend about 90,000 hours across our lifetime working. That’s 1/3 of our adult lives, according to the World Health Organisation. Therefore, having a positive workplace is extremely important to our well being, since we spend so much time in them.

So how can we ensure a positive workplace? There is a lot of discussion about workplace happiness and health benefits people, but little is attention is paid to workplace safety. It should be clear that workplace safety is an important topic and helps build a positive workplace, but we just don’t talk about it enough. We are rarely aware of all the hazards that exist around the workplace.

Safe Work Australia has a dedicate government statutory body towards a safe workplace which lists all the laws and regulations that workplaces need to comply with.  They also present all the latest casualty research reports to give you a better understanding of the hazards that take place in the workplace and how to avoid them.

So how do we check if your workplace is safe for your employees and visitors? In this article, we go through 5 important signs to look out for.

1. Do you remember the last time you went through the government’s code of practice for the safe workplace?

It is important to keep up-to-date with the latest safety rules and regulations published by the government. If you are not aware of such rules or have no idea that it even exists, you are putting your employees and visitors at risk.

2. When was the last time you carried out a workshop with your employees to understand the various exit strategies during an emergency?

Safety drills are not designed for convenience or box-ticking. They are designed to make people aware of accidents which can happen at any time and safety procedures in those situations. Keep your staff updated with regular drills. Consider whether there have been any recent changes around the office and external to the premises, which may impact safety procedures. Encourage and activate your employees and visitors to participate in the program for everyone’s safety.

3. Are there enough signs around your office to guide people to safety exits?

Simply put, do you know where the emergency exit doors are at your workplace? You might, but do all your employees? If not, then that is a problem which needs fixing. Just like road safety signs and symbols, your workplace also needs to have all the relevant warning signs to guide people towards safety.

4. Have you invited third-party agencies to carry out your workplace safety audit?

Over a period of time, as we get more familiar with our workplace environment,  we tend to take things for granted. Hence, bringing trained experts is necessary to discover threats and risks existing in the environment.

5. Are you aware of all the monitoring technologies that need to be placed at a workplace?

Not every workplace is the same. Compared to manufacturing workplaces, fewer hazards can be present in the regular corporate office. Hence, we often ignore the importance of the security system that is necessary for our office. Firstly, you have to understand what kind of workplace category you fall under, as labelled by the government. Then, follow their respective rules and regulations accordingly.

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Does Your iPad Visitor Management App Have These 5 Key Security Features?

Visitor management system is a key workplace security management solution that can help businesses safeguard their offices and increase efficiency. However, not all visitor management systems comply with workplace security policies and some of them don’t even have enough features to ensure safety.

Unlike other productivity or office applications, visitor management systems have to comply with many security and privacy policies issued by the government.

Instead of requiring the age-old logbook, a large desktop system or specialised hardware that is expensive and hard to find, a simple iPad with a table stand or kiosk floor stand can be used to set-up a visitor management system.

Let us look into the 5 key features that iPad visitor management system need to have:

1. Visitor Screening

Visitor screening is an important security feature which helps you keep track of all incoming visitors and sends alerts to the system administrator based on your security settings. For instance, if you have had a bad experience with a visitor before – say they violated company policies or performed an illegal act – you can block them from entering the premise or keep them on your watchlist. Hence, when that visitor tries to sign in you are immediately alerted and the person is not allowed to enter.

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Screenshot of visitor screening feature in Teamgo.

Also, you might want to keep watch on some visitors when they arrive at your workplace. Let’s say they are a VIP person or someone who is very fussy. For those visitors, you should be able to set up an easy watch features so that concerned personnel is alerted when they arrive.

2. Taking a photo of a visitor

Gathering some information about your visitors is important to ensure the safety of your workplace and employees. In addition to information like name, phone numbers and email address, it is important to have a photo-taking feature to verify the identity of your visitors. 

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Demo of Teamgo’s visitor photo-taking feature

When visitors sign in, their photos are securely stored in the system, which allows security personnel to easily identify them in case of an emergency, threat or offence.

3. Electronic Documents

It is important to keep your visitors aware of workplace ethics and security regulations. Hence, it is crucial for them to abide by the rules and agree to follow them. For this to happen, you need visitors to sign a contractual document before they enter the workplace.

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Electronic Documents Contract feature of Teamgo

This process can be cumbersome, if not set up properly. Your iPad visitor management system should have an easy way to access those non-disclosure documents and sign them digitally without any hassle. Failing to provide such a system can put your workplace at risk.

4. Visitor tracking and reporting

From the time a visitor enters your workplace to when they exit, it is your responsibility to make sure that they are safe within your office and they don’t pose a threat to your employees. In order to ensure this, the visitor management system should be able to keep track of all the locations your visitors entered and their respective date and time.

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Screenshot of Teamgo’s Visitor Analytics Module

It is important for visitor management system to have a full dashboard and reporting capability that can show all the relevant details about your visitor’s movements in your workplace.

5. Sending emergency alerts

Lastly, it is vital for visitor management systems to provide you with a way of communicating with your visitors in case of an emergency. For instance: in case of fire, the system administrator should be able to send an emergency alert via email, SMS or in-app notification, so that visitors are quickly guided to the route to safety.

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Teamgo’s visitor and employee messaging module

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The Paperless Office

The notion that paper and businesses need one and another is outdated. Today, organisations are shifting their businesses into paperless zones.

There are a number of reasons why paperless businesses are great – it’s environmentally friendly, cheaper and clutter-free.

But like most things, it’s easier said than done. Technology is paramount when transitioning into a paperless business. However, it can be difficult to get rid of paper all at once.

The transition doesn’t have to be immediate – strategic planning and putting a timeline forth can help ease your employees and partners into your paperless initiative. Once everybody has adapted to a paperless environment, they’ll never go back.

Here are some easy steps you could take to achieve a paperless business.

1. Who’s printing?

Use software to record every document that has been printed in your office. This will help show your staff the excessive use of paper and can be used to drive everyone to use less paper.

 

2. Count the costs

Paper alone is cheap. However, most forget to calculate other costs that come along with an office that uses paper. Extra costs include items such as printers, ink, toner, storage and maintenance. Go through your spending records and see for yourself. Measure how much you’ll save if you were to shift to digital alternatives. You’d be surprised.

 

3. Introduce cloud

Cloud applications will become your best friend. It’s never been so easy to store, share, access and collaborate with colleagues. As cloud applications are stored online in one location, accessibility becomes really easy. You can access documents using a computer mobile phone or any internet enabled device! Plus, you’ll never need to fret about different document formats.

 

4. Train your staff

Be aware that not every staff member will feel comfortable using technology. Make sure you go through the various digital processes to correctly store, use and find documents – it’s vital for your staff to be familiar with cloud ­based document solutions. Once your staff’s feeling confident using online applications, they will understand the full benefits of going paperless. If you need a hand, here’s a guide we wrote with 8 steps to getting employees on board with new technology. 

 

5. Reward your staff

Motivating your staff to reduce their paper usage will help you speed up your paperless office goals, and rewards are a great motivation driver. Offer small prizes to those employees who reduce their paper usage and praise them in public.  With everybody working together to achieve the paperless office goal, you’ll also see an improvement in teamwork and employee relationships.

 

6. Scan and store

Vital documents that are in paper form can always be scanned and stored using cloud applications. You can use Google Drive or Dropbox, for example.

 

7. Digital signatures

Document signing is one of the reasons why paper is predominately used. More, and more countries and organisations are allowing digitally signed documents to become legally binding. Adobe Acrobat, which is commonly used across organisations to open PDF files, already has a digital signature feature.

 

8. Online banking

Every bank now has an online banking presence, whether it’s accessible through a website or mobile app. Online banking has never been so easy and instantly reduces excess paperwork. You can request to receive statements through email and invoice notifications. You can also cloud based accounting software, such as Xero, to organise your accounts.

 

9. A new office

Without paperwork taking up so much space, it’s your chance to reshuffle and give your office a good spring clean. The printing, or paperwork storage room could now become a new office, meeting room or lounge.

 

10. Say goodbye to old technology

Fax machines are outdated and unnecessary – they use too much paper. Either shift to paperless faxes or get rid of it altogether. Anything that can be replaced by technology or practical paperless systems should be gotten rid of.

 

11. Replace your visitor log book with a digital visitor management system

It’s time for the age old visitor log book to be replaced by a more modern system. Instead of having visitors who come to your office sign a piece of paper (which you then have to decipher and store for ages), impress them with a digital visitor management system such as Teamgo. They will sign in on an iPad screen and their information will be safely stored in the cloud.

 

POWER TO A PAPERLESS OFFICE!

Getting rid of paperwork systems couldn’t be easier with cloud based applications. There’s no reason why anyone should be clinging to paper. Digital documents, not only save your business money by improving efficiency and freeing up space but also reduces the demand for logging trees. A paperless business gives you the flexibility to work from anywhere, and on anything while awesome doing something good for the planet.

Start reducing paper usage now!