Whether you have a visitor management kiosk and/or a receptionist at your place of business, it is important to make visitors feel welcome. If you are using a visitor management system then start by ensuring that individuals understand how you operate, and take the following steps to ensure their comfort:
- Arrange an arrival time – if visitors are set to arrive on a job site or another place of business, make sure there is a planned arrival time. That way, even if you don’t greet them right at the entrance, you can ensure that they are greeted at some point during their visit. Particularly when individuals visiting are integral to your company, it is important to treat them respectfully when they are present.
- Ensure they know what type of visitor system you use – don’t surprise people when a visit is planned in advance. You can ensure that you inform them of the type of system you use so that when they arrive, they know exactly what to expect and how to work it. If you use a kiosk or electronic system, it can feel less inviting to those that haven’t been told to expect it. When they know what’s going to greet them, they won’t take it as a personal affront.
- Explain the system to visitors – if they need to go through a visitor management kiosk, explain to them how it works and what they need to do ahead of time. That aligns their expectations and will ensure there is no frustration due to confusion if they are not clear on what they need to do to gain entry to the premises.
- Roll out the red carpet – once individuals gain access to your place of business, ensure that they feel welcome. Rolling out the red carpet means different things for different businesses, but simply take measures to ensure they feel as though their visit is not just on any other day. That could mean catering lunch, or putting together a meeting. Whatever you do, make it clear that the change in routine is for their benefit.