VISITOR MANAGEMENT SOLUTION TIPS ON HOW TO MANAGE VIPS BY DR IBEMBE PATRICK
There is a certain standard of care expected of organizations when visitors arrive on-site. Visitors should feel welcomed and experience a level of comfort, this is often the case with organizations that prioritize the user experience. With important guests or VIPs however, there is an expectation that staff raises their performance levels to ensure the VIP interacts with a positively
seamless experience. Today, we share how to manage VIPs with a modern Visitor Management solution.
Important Pre-Arrival Planning tips
The vast majority of VIP-orientated decisions are made in the preparation stage of visitor planning. Whether your organization wants to personalize pre-registration forms, streamline check-in experiences or configure VIP alerts, there are quite a few techniques modern Visitor Management solutions can implement to provide organizations and VIPs with a professional and
unique user experience.
1) Ensure Personalized Invitations
Super Enterprises can ensure their visitors embark on a positive journey by sending introductory personalized meeting invitations. With a digital Visitor Management solution, invitations can be personalized to include; meeting details, meeting attendee bios, directions to meeting location, parking options, nearby hotels, transportation options, pre-registration links, Wi-Fi passwords and so much more. By tailoring invitations with fine detail, organizations can take comfort in knowing they are projecting an attentive, professional appearance.
2) Always have high anticipation of Needs
Prior to a VIP’s arrival, it’s important to have the correct personnel on hand to ensure any last-minute inquiries are catered to. If the meeting location is some distance away from where the VIP arrives, it would be wise to anticipate that they may want a refreshment when they arrive. Additionally, if a map of the facilities hasn’t been provided in the personalized invitation,
some information on where res6trooms, canteens, and smoking areas are located may also be useful.
3) Ensure effective and standard room preparation
If the meeting room isn’t fully set up and ready, every effort that has been made up to that point can be considered as consolation for the visitor’s experience. Partaking in the meeting is the primary reason the VIP has come on-site, and this particular oversight can cause quite the disruption to the event if a degree of time-consuming troubleshooting is involved. To ensure this doesn’t occur, checklists can be created with a list of requirements to ensure any equipment or technology is set up and ready.
Important tips during the Arrival
1) Check-In Notifications
Notably, with modern Visitor Management solutions, check-in notifications can be configured to automatically alert hosts and other relevant personnel of the visitor’s arrival. With multiple notification methods available to choose from (SMS, Email, Slack, and more) hosts can ensure VIPs aren’t left waiting, spending unnecessary time at reception waiting on their host to collect
them.
2) Unique Badges
Perhaps one of the most popular features of modern Visitor Management solutions, unique badge printing allows visitors to print their own guest badge with their name, photo, and access right in some cases. Additionally, when Access Control and Visitor Management are integrated, printed badges can be configured for access port authorization, should the organization wish.
3) VIP Alerts
By accessing the solutions back-office, notes can be attached to unique user profiles to alert receptionists, and security teams and cater to the VIP’s arrival. Once an alert is sent out, employees can ensure they balance their daily role with the unique VIP requirements. VIP Alerts not only help boost communication throughout sites but also helps certain departments operate
more efficiently as they accommodate special circumstances.
The Departure
The visitor’s experience doesn’t end when they leave the meeting room, but rather when they check out and depart the premises. To ensure your organization doesn’t fall before the final hurdle, take care when walking the visitor back to reception and make sure they know how to get to their next point, be it their hotel or the easiest way back to the main road.
After the visitor departs, it is common courtesy to follow up with a note thanking them for their visit. It’s a probable assumption to think your VIP will return again one day, so to improve on the experience notes can be input into the VIP’s user profile to offer insight for their next visit.