However, managing those visitors ‘ appointments and keeping a record of them is very difficult. A visitor management system helps record visitor information that helps keep a security vigil. Below are a few of the best visitor management practices.
#1 Start rendezvous-based visits An appointment-based system helps to ensure tremendous security. The main advantage is that the person at the security gate is aware that they expect a visitor. In an appointment-based system, a security person would normally call the person concerned from the reception and confirm that he / she is expecting a guest. There are many disadvantages to that procedure. It wastes a lot of time in the first place. If the person concerned is not at his / her place, then the guest will wait at the reception. enterprise visitor management is an excellent resource for this.
#2 Design a neat badge The badge should prominently display the visitor’s name. The name of the organisation should be shown below. Specifying the host name can help security guards distinguish the visitors that are strolling in non-designated areas.
#3 Put Visitor photograph on the badge The picture is said to be worth a thousand words. This is especially true in the management of visitors including a photograph of a person on the badge prevents multiple problems that might otherwise arise. The host himself can confirm he’s been visited by the same person for whom the badge was made.
#4 Place a Color band on the Visitor Type badge. Visitors can be categorized as Vendors, Trainees, and Temp Employees etc. and assigned to each type a color. Putting a visitor type color band makes it relatively easy for security guards to identify the visitors.
#5 Collecting Government issued ID Details It is a good practice to collect details on government issued IDs such as Drivers License, Passport No, Social Security No. etc. This is normally more appropriate for government buildings since individuals in corporate buildings may refuse to disclose this information.
#6 NDA or limited liability statement The organization shall be responsible for any injury to the visitor unless the organization declares to the visitor a limited liability clause prior to entering the premise. Write a section or sentence about the degree to which the company would be responsible for the losses on the emblem itself is critical. If the material is long, one can even compose “Subject to Limited Liability Provision of Security Policy.”
#7 Contacts for emergencies and other safety instructions The visitor’s badge should have important emergency telephone number. This is the most handy place to keep contact details informed. Also the safety instructions such as “Ignore the siren at 11 am which is for a drill” should be included.
#8 Collect the used Visitor badge Upon leaving the organization, visitor badges should be collected back. That can avoid badges being misused.