Visitor Management books could never give the information required to meet any compliance requirements due to the manual nature of the data collection and reporting. I have spoken to many customers who started an initial inquiry with the details of how they had to spend hours and days collating information from a visitor management sign in book only to discover they still did not comply with the compliance requirements they were asked to meet. Visitor Management books did allow a visitor after signing in to get a visitor pass that had date and time plus name of visitor and host, problem is no one ever read what was on the back of the visitor pass. I have been to businesses that not only gave me information on the visitor pass that i need to read but also gave me a 2-3 page document to read as well. Mostly these detailed visitor documents that talk about no smoking on site, stay within the yellow lines while in the factory and please wash your hands on entry to our site for example could easily be replaced with an excellent image and only a few words making the reading, understanding and acknowledging of the visitor compliance rules easier. Today with electronic visitor management systems you can easily give visitors an excellent self check in procedure that will fit in with your visitor compliance rules using a few well built images along with some very specific key words. I wrote an article recently that spoke about the visitor induction process, you can read more here
Speaking with hundreds of customers every month compliance issues from location to location can vary. The most common 6 ways electronic Visitor Management reporting can help your company with compliance are…
- Evacuation management compliance
- Health & safety compliance
- Reporting compliance
- Visitor compliance
- Contractor compliance
- Induction compliance
Some recent examples of compliance requirements include… 1/ Evacuation compliance is the number 1 reason customers start looking for Visitor management systems. Many customers need evacuation management compliance for employees, visitors and contractors, in fact any person who enters your location including courier drivers delivering parcels, parents entering schools the list is endless. We need every single one of these people captured for the purpose of producing an evacuation report in the event of an emergency. 2/ Health & Safety Compliance can start with visitors on site and can include a mini induction that includes statements like…
- No smoking on site
- Please wash your hands on entry
- Please report all hazards while on site
We can also ask questions when a visitor signs into your location for example….
- Did you injure yourself while on our location?
- have you been to an African country in the past 28 days?
- Did you give your security pass back to the security guard?
3/ Reporting Compliance – A construction site had to produce a compliance report showing the total head count on site breaking down visitors, employees and contractors each day. The data collected was over 15 months and included a spreadsheet that was 3mb in size with over 24,000 rows of data. Providing this information to the spreadsheet guru allowed the data to be extracted exactly as requested meeting daily head count compliance. How do you currently keep track of your compliance requirements? Manually? and let me walk you through how Visitor Management software can help you with your visitors or contractors or both improving your compliance obligations. Reporting on the data collected over time is what we need for compliance, graphical reports are excellent but the detail behind the report is crucial for compliance. Drill down to the detail, this is where compliance can be measured. How do you currently keep track of your compliance requirements? Manually? and let me walk you through how Visitor Management software can help you with your visitors or contractors or both improving your compliance obligations. Like what you see already – for 30 days