Boost Security: 9 Essential Visitor Policy Tactics!

Workplace safety matters more than ever. A strong visitor policy is one of the best ways to keep your company secure. In this post, we cover the top 9 visitor policy best practices.

This article will provide you with all the information you need to know about:

• What is a visitor policy?
• Creating a workplace visitor policy
• Top 9 visitor policy best practices for workplace safety and security
• Adapting a workplace visitor policy to unique needs and challenges

So keep reading to gain valuable insights about creating and implementing a robust visitor policy that protects your employees, assets, and reputation.

What is a Visitor Policy?

A visitor policy is a set of guidelines and procedures for managing visitors within a workplace. Its main purpose is to ensure the safety of employees and company assets while keeping a welcoming environment for guests.

The policy outlines expectations for visitors: who can enter, what they can and cannot do on the premises, and how to verify their identity and purpose. It also covers how to monitor visitor movements throughout the facility.

A good visitor policy balances security with a positive guest experience. Poor visitor management can lead to theft, data breaches, or even violence. But an overly strict policy can put off partners and clients. That’s why your policy needs to fit your organization’s specific needs.

Creating a Workplace Visitor Policy

An effective workplace visitor policy should include the following components:

• Purpose and scope
  The policy should clearly define its purpose and scope, including the types of visitors allowed in the workplace and the areas they are permitted to access.

• Identification and access The policy should establish procedures for verifying the identity of visitors, such as requiring identification or pre-registration, and granting access to the premises.

• Security and safety The policy should outline the measures in place to ensure the safety and security of both employees and visitors, such as security screenings, restrictions on bringing in certain items, and protocols for emergency situations.

• Conduct and behavior The policy should set expectations for visitors’ conduct and behavior, including guidelines for appropriate behavior, language, and dress, and consequences for violating these guidelines.

• Privacy and confidentiality The policy should address how the workplace will handle visitors’ personal information and confidential information they may encounter while on the premises. This may include the use of visitor NDAs.

• Liability and insurance The policy should clarify the workplace’s liability and insurance coverage for visitors, including any waivers or agreements that visitors may be required to sign.

• Enforcement The policy should outline the consequences for violating the policy and who is responsible for enforcing it.

• Communication and Training The policy should be communicated to all employees and visitors, and training should be provided on the policy’s requirements and procedures.

When creating your visitor policy, consult security experts and review examples of workplace security policies. Key factors to consider:

• Your industry and what information needs protecting
• The volume and types of visitors you receive
• Legal and regulatory requirements that apply

It’s also essential to regularly update your policy to adapt to evolving security threats and organizational changes. With these steps in mind, your company can create a safer, more secure, and welcoming environment for everyone.

Top 9 Visitor Policy Best Practices

1. Define Who Has Authority to Approve Visitors

Your visitor policy should clearly state who has authority to approve visitors - whether department heads, supervisors, or designated security personnel. This maintains a clear chain of responsibility for granting facility access.

Consider the following when defining your visitor approval process:

• Establish a hierarchy for granting visitor approval, starting with the lowest level of authority and escalating to higher levels as needed based on the visitor’s purpose and clearance requirements.
• Clearly define the criteria for approving visitors, such as the nature of their visit, their relationship with the organization, and any potential security risks they may pose.
• Implement a standardized request process for visitor approvals, including the submission of necessary information, such as the visitor’s name, company, contact details, and purpose of the visit.
• Set up a system for tracking visitor approvals and denials to maintain a clear record of authorized guests and identify potential patterns or issues that may need to be addressed.

2. Implement Access Control Measures

Decide who can go where in your facility, and set up clear access control measures. This prevents unauthorized access, reduces the risk of theft or data breaches, and helps you stay compliant. Here are some effective ways to control visitor access:

• Visitor access cards grant entry only to designated areas of your facility. These cards can be programmed to expire after a specific time or be deactivated remotely by security personnel.
• Keypads and biometric readers at entrances to restricted areas ensure that only individuals with the correct access codes or biometric credentials can enter these zones.
• Use a visitor management system to streamline the visitor registration process, control access to restricted areas, and monitor visitor movements throughout your facility. These systems can integrate with your access control infrastructure, allowing you to grant temporary access to visitors based on their clearance level and purpose of visit.
• Implement physical barriers such as turnstiles, gates, and locked doors to control the flow of visitors within your facility.
• Post clear signage throughout your facility indicating restricted areas, access requirements, and visitor routes.
  
  

3. Make sure visitors are always escorted

Visitors should never wander through your premises alone. Having an authorized employee accompany them at all times prevents access to sensitive areas or information.

An effective escort policy assigns specific employees as escorts based on their role, department, or expertise. Train these employees in escort responsibilities and make sure they understand your visitor policy and access control procedures.

Also set up a communication system so escorts can quickly reach security personnel or reception staff if issues arise during a visitor’s stay.

4. Conduct Thorough Visitor Screening and Identification

Visitor screening keeps unauthorized people out of your premises. A solid process protects sensitive information, reduces security risks, and helps you stay compliant with regulations.

Some key elements to include in your visitor screening and identification process are: background checks, visitor NDAs, verification of visitor identification, visitor registration, and security screenings.

5. Implement a Digital Visitor Management System

A visitor management system (VMS) is a software solution that helps organizations manage and track visitors entering their premises. It replaces paper-based visitor logs with a digital system that automates registration, maintains visitor records, and helps enforce access control policies.

A VMS streamlines the registration process and provides valuable insights into visitor trends. It can also significantly improve workplace safety and security:

• Automating the visitor registration process reduces the potential for human error and ensures that all visitors are properly accounted for.
• Integration with access control systems allows for better enforcement of visitor access policies and the ability to revoke access quickly if needed.
• Visitor information is stored securely and can be easily accessed by authorized personnel in case of emergencies or security incidents.
• Real-time insights into visitor trends and activities can help organizations identify potential security risks and make informed decisions about access control policies.
• Compliance with data privacy regulations such as GDPR ensures that visitor information is handled responsibly and in accordance with legal requirements.

If you want to experience the benefits of a modern visitor management system for your business, take advantage of Vizito’s 14-day trial today.

6. Issue Clear and Informative Visitor Badges

Visitor badges should display essential information, such as the visitor’s name, company, and clearance level. This helps employees easily identify visitors and ensure they have the appropriate authorization.

Visitor badges help employees quickly identify visitors and confirm their authorization. When designing badges, include essential information: the visitor’s name, company, clearance level, arrival time, visit duration, and a photograph. You can also include a QR code that security personnel can scan or integrate with your access control system.

Most visitor management systems allow you to easily take a photograph of your visitor and efficiently create and issue a visitor badge that contains all the necessary information.

7. Display Visitor Policies and Procedures

Display your visitor policies and procedures in prominent locations so visitors know what’s expected. Easy access to this information helps guests understand their responsibilities and follow your security protocols.

Place clear signage or informational displays in your reception area - posters, digital screens, or printed handouts that outline the key aspects of your visitor policy.

You can also build your policies into the check-in process on your self-service kiosk or tablet. Print a summary or generate a QR code linking to the full policy on visitor badges.

Publishing your policies on your company website lets visitors review the information before arriving, which helps ensure compliance.

8. Plan for Emergencies

Establishing emergency response plans and protocols is essential for ensuring the safety of both employees and visitors in your workplace. Your visitor policy should include provisions for visitor safety during emergencies:

• Clearly outline the evacuation routes and procedures for visitors in case of emergencies.
• Develop a plan for visitor communication during an emergency. This can include sending alerts via text message, email, or through your visitor management system.
• Use your visitor management system to maintain an up-to-date record of all visitors on your premises. In the event of an emergency, this information can be used to quickly account for all visitors and ensure their safety.
• Train your employees on how to assist visitors during emergencies.
• Conduct regular emergency drills that include visitor scenarios.

A visitor management system can be an invaluable tool in managing and coordinating these situations effectively. By incorporating emergency response plans and protocols into your VMS, you can ensure that your organization is prepared to handle emergencies effectively.

9. Train and Educate Employees on Visitor Policy Compliance

Regular training keeps employees informed and your workplace secure. Staff play a key role in following security protocols and spotting suspicious behavior. Training builds a culture of safety and awareness.

Adapting a Workplace Visitor Policy to Unique Needs and Challenges

Every industry has its own visitor management challenges. A healthcare facility may focus on infection control, while a food company may prioritize hygiene standards.

To build a policy that works for you, consider:

• Your business type and the sensitivity of your assets
• How many visitors you receive and what types (clients, contractors, vendors)
• Legal and regulatory requirements
• Your building layout, including access points and restricted areas

By assessing these factors, you can create a policy that fits your organization’s unique needs.

An effective workplace visitor policy is essential for maintaining safety and security. By following these 9 best practices, using digital visitor management systems, and adapting your policy to your organization’s unique needs, you can ensure a secure and welcoming environment for employees and visitors alike.

For more tips on improving your workplace security, explore our articles on improving safety with a VMS, safety in food companies, GDPR, workplace security tips, and visitor NDAs.

To get a feel of how a modern visitor management system can help your business, try out Vizito during a 14-day trial. Chat with us or book a demo to discuss how Vizito can help you improve your reception.