The hybrid work model has emerged as a game-changer for businesses looking to achieve more with less. Going hybrid enables businesses to build global teams across multiple locations without investing in extra space and infrastructure. Team members can occasionally drop in for physical visits for special events and meetings.
According to a 2021 Accenture survey, 83% of workers stated their preference for a hybrid work model. Even as things are back on track a couple of years later, employers and employees still like the model better because of its performance, productivity, and flexibility.
While everything about a hybrid workforce sounds great, business owners may struggle with the visitor management part. You may have to realign it to manage the inflow of hybrid workers who check in rarely. It can be challenging for large organizations with heavy daily foot traffic.
Fortunately, you can implement a few changes in your current system to accommodate the extra flow on the busiest days. Here are a few actionable visitor management tips for hybrid workplaces.
Adopt a Cloud-Based Solution
Did you know that the cloud applications market is valued at over $150 billion? Businesses spend big money on these solutions because they offer simplicity and flexibility by automating core functions. Cloud-based visitor management software is an excellent investment for hybrid companies. Cloud solutions give accessibility from anywhere, allowing you to handle data and protocols remotely.
According to Greetly, cloud-based solutions offer flexibility at a low cost as you do not require expensive hardware to get them up and running. With a digital check-in process, it is easy to track everyone’s entry and exit times, including hybrid workers. You know exactly who comes in and leaves and how much time they spend on-premises.
Implement Mobile-Friendly Features
When working with hybrid employees, you cannot expect them to be confined to their desks. Also, they may not have specified days and hours of office attendance. You cannot rely on traditional check-in processes to record their data. A mobile-friendly visitor management system is the best solution to handle the complexities of data for hybrid workers.
Mobile-friendly features create a seamless interface that lets employees register and check in from anywhere. You can opt for responsive web interfaces or mobile apps to manage the visitor workflow through smartphones. These features reduce physical touchpoints and improve overall efficiency.
Facilitate Pre-Registration and Remote Approval
Adapting your visitor management system for a hybrid workforce is also about implementing pre-registration and remote approval processes. With these features, hybrid workers can register in advance and provide the essential details and documentation online. A designated manager checks these documents and gives remote approval to the employee.
A pre-approval ensures smooth entry for these hybrid staff members. It saves time and enables them to get down to working sooner rather than later. Additionally, fewer contact points during check-in contribute to a safer process in a hybrid setting.
Integrate with Collaboration Tools
Seamless collaboration and communication between employees and teams are essential to the success of hybrid work models. Consider empowering your VMS by integrating it with collaboration tools such as Slack or Microsoft Teams. You can go the extra mile by adding an internal messaging platform to the system.
The combination keeps the employees informed with real-time notifications about visitor arrivals. In-office workers and remote employees can coordinate effectively when they are on the same page. They can also adjust visitor appointments, reducing the administrative burden on everyone.
Strengthen Security Protocols
According to FBI statistics, over 6.5 million instances of property crime were reported in 2022. Maintaining robust physical security is paramount for all businesses because it is the only way to secure their physical and digital assets. Security is even more critical in hybrid work environments where physical presence fluctuates.
Assess and update the security protocols of your visitor management system to ensure that it aligns with the evolving threat landscape. Features like facial recognition, two-factor authentication, and QR code scanning add extra layers of security to your identity verification process. You can also integrate your VMS with access control systems to prevent entry of unauthorized individuals.
The Bottom Line
Adapting your visitor management system to the demands of a hybrid work environment requires some effort. However, it is worthwhile because the right measures ensure flexibility, security, and efficiency of the entire system.
It enhances the overall experience of employees visiting your workplace and enables the in-office personnel to collaborate with them from the moment of arrival. An effortless process helps everyone focus on productivity and efficiency rather than worry about entering and exiting the premises.
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