Implementing a visitor management system will necessitate buy-in from many different stakeholders in your company. This can be challenging if you aren’t exactly sure who should be included in the process.
Visitor management platforms require a coordinated effort from all the people at your organization who will use the new system. For these reasons it’s best to communicate with the relevant internal stakeholders in advance to ensure that the industrial visitor management software you choose will have features that will make a substantial positive impact on the daily functions of their jobs.
In this article we discuss some of the most common types of internal stakeholders that should be consulted as you consider implementing a new visitor management system at your organization.
One of the biggest reasons for implementing a cutting-edge visitor management system is to protect against potential threats and safeguard your visitors and your facilities. By consulting with your security personnel, they can share their insights into the software features that would make their jobs efficient and effective. Moreover, your security team may already have certain safety tools in place at your facilities. Your security personnel can tell you how effective the current tools are and whether a new visitor management platform will be a great compliment or even replacement to these tools.
Your legal team and risk management professionals will have a tremendous amount of insight into how your visitor management system should manage the compliance requirements placed on visitors. These stakeholders can shed light on areas of your facilities that must be kept off-limits to visitors. Moreover, these professionals offer essential insights into the type of documentation that will need to be managed for visitors, as well as how visitor data should be handled to maintain compliance standards.
For most legal and risk management professionals, a cutting-edge visitor management platform will most likely be seen as a welcomed change to make their jobs easier. The reason for this is that putting software in place to obtain waivers, screen visitors, execute non-disclosure agreements, and more important functions will bring a welcomed element of automation and digital security that they may not have experienced before.
Your information technology (IT) leaders should naturally be involved in discussions regarding investments in technology because their team will play an integral role in implementing the new software and working with the vendor’s technical support team. Your IT leaders will also have helpful insight into how the new visitor management platform will integrate with any current technologies in use at your company. Moreover, your IT team will most likely have questions for the vendor regarding the information on security certifications, permissions management, cloud environments, and more.
Many industrial facilities regularly have visitors who are there to meet with members of your sales and account representative teams. For these stakeholders, the visitor management system must put the best foot forward for the company. Sales and account representatives want a manufacturing kiosk that will enable a world-class entrance and professionally branded reception for visitors. It’s vital to ensure that the account representatives who most commonly receive guests give their approval to a visitor management platform that they believe will enhance their guests’ experiences by reducing paperwork and making their check-in process as frictionless as possible.
For many industrial facilities, a visitor management platform doesn’t completely replace the reception staff—instead, it complements it. As visitor management systems take most of the burden off your reception staff, they are freed up to greet your visitors and make them feel comfortable upon arrival. As a valuable part of the arrival process, the reception staff will want to know how they can best integrate their process with the functions of the visitor management software to give visitors are truly seamless and professional experience.
It’s often the case that the motivation for a cutting-edge visitor management platform starts with executive leadership. However, if the idea originates outside of the executive team, it’s obviously crucial to get their full buy-in before going further in the process. Executive leadership will most likely want to know how the platform will impact company financial performance over time, and how the software will enhance the company’s reputation. Ideally, you want executive leadership to become advocates of a potential new visitor management system if they are not already. That is why taking the time to show how the platform will help achieve long term business goals is vitally important.
It can also be helpful to show executive leadership how a new visitor management system will make their facilities much safer and compliant with regulations. Increasing regulations, compliance policies, and safety standards are all putting pressure on executive leadership, and they need to find effective and efficient solutions to manage these challenges. This is one of the biggest ways the industry leading LobbyFox platform can come in and bring immediate solutions to these challenges.