Why You Should Keep a Record of Visitors at Your Premises
Every company has a goal to ensure that their premises are secure and safe – for many, it’s the most important aspect. However, the reality is that many office and corporate spaces are not meeting these security levels because they are still using a paper based system.
You should keep a digital visitor log book because it improves security, helps you to remain vigilant, is integral to emergency evacuation procedures, and also improves data-driven approaches for the company.
In this guide, we will take you through more of what a digital visitor logbook is and how it works, showing you how beneficial it can be to the growth and development of your company. If you don’t already have digital procedures implemented, now is the time.
Key Takeaways:
● Keep a record of visitors at your premises in order to safeguard against unauthorised access using a digital visitor logbook.
● Visitor logs can provide valuable information about who is entering the building and when which can help you detect any suspicious activity quickly.
● Make sure you have appropriate procedures in place for logging visitors into your site so that all personnel is aware of what to do if someone enters without permission or behaves suspiciously.
● Ensure visitor logs are kept secure and up-to-date, as this will make it easier to identify any irregularities or security threats quickly.
What is a Visitor Log Book?
A visitor log book is an important tool for businesses to document the arrival and departure of visitors entering their premises.
It records information such as the visitor’s full name, contact details, the reason for their visit, the date and time of arrival, and the date and time of departure. The importance of such a book lies in its ability to provide an audit trail in the event of any questions or incidents.
Pro Tip: This can also come in the form of a digital visitor management system that keeps track of visitor information and visitor records.
Why Companies Need a Visitor Management System
You might be wondering why you’d need a visitor log book or if it’s even necessary in the first place. There are actually several reasons why it could benefit your business, and it’s not just in reference to making life easier for you.
Additional Vigilance Using Visitor Records
Keeping a record of who comes into your premises is an important part of staying vigilant. It will help you monitor if any suspicious activities take place and, if needed, allow you to provide information about the visitor to the proper authorities.
Security and Safety
A visitor log book is an essential security measure that can help to protect your company’s data and assets. By keeping track of the visitors, you’ll be able to make sure that no one enters who shouldn’t be there—especially if you’re dealing with confidential information.
Pro Tip: NSW health contact tracers can be implemented and enable rapid detection – ensuring workplace safety in addition to public health.
Evacuation Management
In the event of an emergency, a visitor log book can help you to evacuate your premises safely and ensure that no one is left behind. It also ensures that everyone who enters your premises is accounted for in case there are any incidents or injuries.
Data-Driven Approaches
Additionally, keeping a log book gives you valuable data that can be used to improve the efficiency of your organisation.
You can use the information logged in the visitor book to help you analyse and better understand who is coming into your offices and why, which could help you develop more effecitive growth strategies.
Retaining Visitor Contact Details
Having a digital system for logging visitors also makes it easier to contact them in the future, whether it’s for feedback on their visit or further information about an upcoming meeting.
By using a professional-looking visitor log book, you are able to make sure that visitors have a positive experience and view your business more positively as a result.
What is the Future of the Digital Visitor Logbook?
Now that you know the benefits of using a digital visitor log book, it’s time to look into what the future holds.
With more businesses switching to cloud-based solutions, such as automated check-in systems and mobile apps, there is going to be an increase in demand for digital visitor log books.
This will make it easier for monitor visitors and allow companies to store and access data more efficiently.
Pro Tip: While some visitor logs are available on a mobile device, the future should see them become fully mobile – carrying vital information for those on-premises.
Moreover, digital visitor log books will be able to incorporate advanced features such as facial recognition technology for even greater security.
Fast and Simple to Sign in and Check Out
A digital visitor log book makes it quick and easy for visitors to check in and out of your premises. Using biometric authentication, such as facial recognition or fingerprints, they can be in and out within seconds.
This saves time for both the visitor and receptionist, ensuring that all sides have a pleasant experience.
Better Security and Safety
Digital visitor log books provide greater security and safety for all those in the building. By having a RECORD of each visitor on file, you can quickly check who’s coming into your premises and make sure that no unauthorised visitors or suspicious activities take place.
Cloud-Based Solutions
The greatest benefit of a digital visitor log book is its cloud-based capabilities. This means that you can access your visitors’ information from any computer, tablet or smartphone with an internet connection.
It’s also easier to update and maintain the visitor log book as it can be updated in real-time with no need for manual inputting.
To Conclude
A visitor log book is an invaluable tool for any business in creating a safer workplace. It not only keeps track of who enters and leaves the premises but also provides data-driven insights into visitor activity that can be used to improve the efficiency of the organisation.
Digital visitor log books like VisitUs Reception are even more effective as they offer increased security, better safety and simpler sign-in and checkout processes. With the growth of cloud-based solutions, digital visitor log books are set to revolutionize how we manage visitors on our premises.
Written by: Alister Wood – 9th March 2023
