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First impressions happen within the first seven seconds of interaction, and a tattered logbook is not a good first impression. Instead, your lobby should be a representation of your brand and your product, and a paper system is not welcoming, secure, or efficient
Paper logbooks can collect very basic but personal information about your visitors, like name, phone number, and the company they represent. Any visitor who signs in after them is able to flip back through all of their personal information. Not only are you showing your visitors that their information is readily available to others, it could reveal proprietary or competitive information. Visitors often fail to complete the logbook entry correctly or sign out. These gaps in logbooks are extremely common but do highlight misses in the execution of your company visitor procedures.
Keeping your employees' information safe is important too. Displaying your employees’ full names and phone numbers on a list hanging in the lobby for anyone to see exposes them to unwanted solicitation and potentially ill-intentioned people. A visitor management kiosk prevents displaying visitor's and employee's information.
Your brand is everything and your company has invested heavily in it. Whether the people who enter your lobby are your clients, potential job applications, business colleagues, contractors or someone else, they all have one thing in common: They’re important to the success of your business. Think about your favorite restaurant or coffee shop. They have a hostess at the front with a smiling face in uniform and probably have created a natural ambiance reflecting their service. A paper pad and a ‘ring for service’ bell are not nearly as inviting.
A visitor management kiosk can be branded to display your logo, pictures/videos of your facility, and your brand colors (your marketing team will thank you.) More importantly, you can customize the video that each visitor receives. A job applicant could learn about your amazing benefits and culture, a contractor could view a safety orientation video, a client could learn about your state of the art technology and award winning technology. You don’t want the first impression of your company to be outdated when we are in the digital age. We encourage you to look around your lobby and think about the impression a person would have during their first visit.
Studies show that digital signage reduces perceived wait time by 33%. While your visitor is being educated with a video, completing forms and completing their check in process, the kiosk is notifying the host. Once the visitor is checked-in, personalized text messages are sent to the visitor acknowledging their arrival by the host. The host is able to communicate with that visitor via Slack, TEAMS integration, text message or phone. Most importantly, your visitor didn’t have to navigate a tricky internal phone system, ring a doorbell, wave or jump in front of a camera, knock on a window or stop a passing employee to alert the host of their arrival. Not only does this reduce the actual amount of time a visitor waits, it makes their experience a valuable one.
Paper logs, documentation, and safety materials can be hard to keep organized, especially when the ‘system’ being used is a logbook and a signed safety pamphlet hopefully stored in a filing cabinet. Besides the simple organizational issues, more pressing issues like language barriers, the inaccuracy of details, and unreadable handwriting can cause problems for both visitors and staff. It complicates auditing and exposes your company to regulatory compliance issues and potential legal concerns. Even more important, visitors who fail to receive or comprehend the appropriate safety information can put themselves, your employees, and your company at risk.
It’s no secret when you’re in the zone, working hard, the last thing you want to happen is unexpected interruptions like vendor arrivals, solicitors or constant food delivery drivers. Show your staff you care about and respect their time by giving them the proper tools to prevent distractions and to keep them out of uncomfortable situations dismissing unwanted visitors.
Even if your sign-in workflow is relatively streamlined using paper logbooks, you still have to rely on staff to give visitors their safety orientations and verify that all required documentation, certifications, insurance, licenses, etc., have been collected and retained. Eliminate that pressure from your staff with a kiosk that can be customized to have visitors fill out different legal forms and watch different safety videos depending on their reason for visiting. Human error may be inevitable but is more likely to occur when completing repetitive tasks.
Sarah is the Communications Coordinator for LobbyFox, and loves collaborating with the sales and marketing team to enhance the LobbyFox brand. When she's not at work Sarah can be found listening to podcasts, traveling, or playing games on her Nintendo Switch.
LobbyFox can solve all your problems by helping you take advantage of those first seven seconds by removing paper methods. Keep your visitors and employees safe, promote your brand and eliminate human error with an easy switch. We don’t stop there. Uncover all of what LobbyFox can do for you by scheduling a discovery call today.
Sarah is the Communications Coordinator for LobbyFox, and loves collaborating with the sales and marketing team to enhance the LobbyFox brand. When she's not at work Sarah can be found listening to podcasts, traveling, or playing games on her Nintendo Switch.
LobbyFox solves all of the problems that using a sign-in sheet has and more! Overall, replacing traditional sign-in sheets with a kiosk system offers a number of benefits, including increased efficiency, security, and prioritizing effective spending. You can create an environment that is welcoming and efficient with LobbyFox. However, we don’t solve just these problems. Schedule a Demo with us today and take the next steps to secure your facility.
Sarah is the Communications Coordinator for LobbyFox, and loves collaborating with the sales and marketing team to enhance the LobbyFox brand. When she's not at work Sarah can be found listening to podcasts, traveling, or playing games on her Nintendo Switch.
Sarah is the Communications Coordinator for LobbyFox, and loves collaborating with the sales and marketing team to enhance the LobbyFox brand. When she's not at work Sarah can be found listening to podcasts, traveling, or playing games on her Nintendo Switch.
Sarah is the Communications Coordinator for LobbyFox, and loves collaborating with the sales and marketing team to enhance the LobbyFox brand. When she's not at work Sarah can be found listening to podcasts, traveling, or playing games on her Nintendo Switch.
Sarah is the Communications Coordinator for LobbyFox, and loves collaborating with the sales and marketing team to enhance the LobbyFox brand. When she's not at work Sarah can be found listening to podcasts, traveling, or playing games on her Nintendo Switch.
Sarah is the Communications Coordinator for LobbyFox, and loves collaborating with the sales and marketing team to enhance the LobbyFox brand. When she's not at work Sarah can be found listening to podcasts, traveling, or playing games on her Nintendo Switch.
