When it comes to office visitors, deliveries are a common type that you should be tracking. These can range from routine deliveries of office supplies to lunch or coffee orders. Sometimes employees even have personal packages shipped to their office location for convenience or safety reasons. Keeping track of when these deliveries happen can help assess contractor relationships and guide official policy changes, such as making personal package delivery an official employee perk. Plus, accounting for when packages tend to arrive can help managers keep the front desk well-staffed when it’s most important.
To make the delivery process as smooth as possible, it's important to make it easy for delivery people to check-in. That's why you should keep a large button labeled “delivery” on the home screen of the check-in system, allowing delivery people to select what type of delivery they’re making based on the most common types for the office.
Another type of visitor to track is contractors, who are specialized service providers such as cleaning staff, catering services, or office equipment repair personnel. It's important to keep track of when these contractors arrive and leave for contract tracing purposes, providing records of services provided, and assessing contractor relationships. This information can also be useful for emergency purposes, as employees may not have personal contact information for these visitors. To make it easy for them to check in, it may be simpler to add a button for the most common types of contractors, such as “building maintenance” or “catering,” and then have an “other” button for those visits that don’t neatly fall into a common category.
Tracking job interview candidates is another important task for any office. Collecting their personal information for emergency purposes and assessing their on-site behavior, such as how early they arrived, can be helpful for future interview planning. It's important to make a good impression on job candidates, so setting up a visitor management system to alert all employees involved with the job interview process, and ensure everyone knows where to be and when can be helpful.
- Appointments, Meetings, Events, and Personal Visits:
Appointments, meetings, events, and personal visits are special visits that require extra care. Keeping track of these visits can help allocate staffing and office resources in the future. For example, you can use the data to plan how many meeting spaces you actually need or to schedule your front desk staff properly based on peak visitor times. It's also important to make sure that all employees are alerted to the presence of any visitor who isn't normally in the office, to promote a culture of safety and security.
To ensure a great visitor experience in your space, it's important to make your office app a great host! Make your office easy to navigate from finding the meeting room to showing visitors the way to coffee or the restrooms - even better if you can remember their coffee preferences and order for them.
In addition to tracking visitor check-ins, some offices may also choose to track employee check-ins. This is especially helpful for remote or visiting employees who may benefit from the visitor experience. With the right tools, you can easily automate the assignment of entry badges, workspaces, and parking spots. You can even offer navigation assistance or help them order lunch. For in-office staff, it's important to be alerted to the presence of visiting employees so they can take advantage of in-person face time.