Stärken Sie das Besuchermanagement in Ihrem Bürogebäude mit der Schreibtischplanungssoftware

Office buildings house not only employees, but also clients, guests, couriers, and many others. Therefore, it’s important to provide an efficient scheduling system for people entering and exiting the premises. Whether they’re consultants or clients, it’s important to provide them with a seamless experience.

This makes hotel software integrated with visitor management a critical tool in any business’s technological arsenal. While visitor management can be challenging, seamless scheduling and minimal disruption to meetings must be a priority.

But what exactly is a visitor management feature?

What is visitor management and how does it help your office?

Visitor management is essentially any process that allows businesses to track people who visit their location.

Companies need to prioritize visitor protocols not only for customers and partners, but also for anyone who isn’t considered a full-time employee. While scheduling meetings with them is the first step, the next step is providing a positive experience.

Here are some reasons why visitor management is important for your office:

Keep records of visitors

Record-keeping is the fundamental purpose of a visitor management system. You know who has checked in, where, and for what purpose. The best part is, you don’t need a file—the check-in process can be automated! 

• Managing pedestrian traffic within your facility

First-time visitors need simple directions, especially because conference rooms aren’t always easy to find. Knowing where they are and how to get to different areas within your facility will improve their experience.

• Improving visitor trust

Entering a new building can be incredibly intimidating, as can talking to people you’ve never met and navigating unfamiliar spaces. By addressing this, you’ll improve visitor confidence and make them more likely to return.

How room booking software optimizes visitor management

Despite the challenges of an office environment, technological advances offer innovative solutions and workarounds that enable better visitor management.

Hotel software enables businesses to manage more than just space, but also the entire guest experience. Many are now transitioning from paper-and-pencil check-in forms to digital systems that automate the entire process.

How a hoteling app optimizes the visitor management process for your company:

3D floor maps allow visitors to orient themselves

A key feature of desk reservation software is the 3D floor map, which can be updated in real time. This is because layouts can change, especially when managers and executives want to renovate to meet different needs.

When visitors check in, they can see the floor plans and get their bearings. Once they know where they are and where the meeting rooms are located, they can easily find their way around. 

This results in the following advantages: 

• Visitors spend less time getting to meetings —visitors don’t have to spend as much time asking for directions. Meetings start earlier, and everyone can discuss their agendas immediately.

• Companies can meet compliance requirements – As more people slowly return to the physical workplace, administrators must adhere to social distancing guidelines.

• Overall on-site comfort is improved — When facilities prioritize visitor safety and comfort, they create a positive ambiance and a solid first impression. This is especially important for potential customers.
• A hotel app allows managers to view reservation schedules.

Proper planning plays a major role in visitor management and office productivity. Hotel software enables both, especially since managers can see which rooms are scheduled for which meetings and which aren’t.

 It minimizes any potential disruptions to everyone’s schedules. Having just one room for meetings or conferences allows attendees to complete their agenda on time. Other attendees or even employees can then use the space for their needs.

The hotel software informs administrators at all times about the location of visitors.

Managers and administrators must continue to enforce social distancing guidelines, and the right hotel app enables just that. It also enables better contact tracing.

The hotel software tracks visitors‘ movements using Bluetooth sensors and beacons. If someone tests positive for Covid-19, everyone they come into contact with is automatically notified via email. 

Meetings, planning and room management

Visitor management and space management go hand in hand, often for the same reasons. In addition to streamlining visitor management, scheduling software enables companies to manage their office space more effectively.

This is a huge advantage, allowing them to leverage empty spaces. Since many companies are adopting a hybrid work model, employees are working remotely or from home. With data from hotel software, managers can make important decisions faster.

For example, meetings can be scheduled to minimize overlaps. Managers can assign different rooms for seminars or schedule them at different times. The latter can allow them to create windows during which maintenance can clean these rooms for the next meeting.

In addition, hotel software offers other benefits that help you manage your space more effectively:

App integration

App integration for hotel software is a necessity for many offices to minimize the number of apps used. In addition, scheduled meetings in tools like Outlook can also be automatically reflected in the hotel system.

• Protection of aborted discussions

Meetings are interrupted, canceled, or transferred to different rooms. However, the scheduling software can automatically delete the reservation after a set time if a no-show occurs. Other employees can then reserve the space if needed.

• Reservation of equipment

Employees don’t just want to reserve rooms. They may also want to book specific office equipment, such as projectors, copiers, or even computers. Desk reservation software can also be customized to keep track of these bookings.

The takeaway

Allowing visitors to come to your office can be a challenge, and it’s up to you to make them feel welcome.

With the right desk hoteling software, visitor management is an opportunity to deliver great service to clients, consultants, and partners. It’s also a peace of mind that your office space is fully optimized and productive at all times.

This is due to the inherent flexibility of hotel software. Beyond simple room blocking and allocation, various features can be provided that benefit staff at all levels. These can range from status board displays to contact tracing, depending on your business’s needs.