Top 10 Features Every Modern Reception Should Have

Do you as an entrepreneur get the most out of your reception area? As you may know, this space serves as the face of your business. If you want to make a great and lasting first impression on customers and other visitors, it’s crucial that your reception meets the standards.

In this article, we will explain why your reception area is so important, and give some tips to improve it. As businesses evolve and adopt new technologies, the modern reception area must adapt too. To provide an efficient, welcoming, and secure environment, it will need the following features:

• The perfect receptionist
• A streamlined check-in process
• A visitor management system
• A welcoming atmosphere
• A comfortable waiting area
• Connectivity features
• Security measures
• Real-time visitor notifications
• Clear signage
• Reflection of your brand

Why is your reception area so important?

A reception area is more than just an entrance hall. It’s the first point of contact for visitors and sets the tone for the overall visitor experience.

Therefore, it’s crucial that it reflects the company’s values, professionalism, and attitude towards its visitors. An optimized reception design can influence business relationships, employee morale, and even sales and revenues.

Essential features for a modern reception area

1. The perfect receptionist

Technology plays a vital role in a modern office reception. But before we delve deeper into that, it’s worth noting that the human touch remains irreplaceable.

A receptionist is not just a person behind a desk. They are the embodiment of your company’s values, the first human interaction a visitor has with your organization. A receptionist who is warm, efficient, and knowledgeable can significantly enhance the visitor experience.

For more information on the essential competencies of a top-notch receptionist, check out our article on the top 10 skills every receptionist needs.

2. A streamlined check-in process

A digital check-in system modernizes the reception experience. In the digital era, businesses are continually seeking methods to increase efficiency and enhance user experiences. Automated visitor registration reduces waiting times, leaves a professional impression, and sets the tone for the entire visit.

These are just some advantages of a digital check-in process in comparison to the traditional pen and paper method:

3. A visitor management system

The functionalities of a digital visitor management system (VMS) extend far beyond registering visitors. A VMS is an integrated platform designed to centralize, manage and analyze visitor data for a variety of operational needs. Moreover, a VMS can ensure that businesses stay compliant with regulations like GDPR.

A visitor management system also enhances security, as it provides real-time alerts, captures photos, scans IDs, and even runs instant background checks where necessary. This ensures that any potential threats can be identified and addressed promptly.

How do you prevent unwanted visitors from entering your building? How do you protect your visitors’ data? And how do you keep everyone safe if, for example, a fire breaks out? You can read all about it in our article on improving safety with a VMS.

4. A welcoming atmosphere

A well-thought-out environment can instantly make your guests feel valued, comfortable, and at ease. Good lighting, a well organized reception area without clutter, and comfortable furniture will make them feel welcome in your company. Add some greenery, soft music and provide them with a refreshment for a splendid first impression.

Attention to details enhances the overall visitor experience. Consider providing a selection of books, a box of tissues, a coat rack, or a hand sanitizer dispenser. These little touches, while seemingly minor, collectively contribute to crafting a welcoming atmosphere that resonates positively with everyone who walks through the door.

5. A comfortable waiting area

When talking about first impressions, the waiting area of a reception holds significant weight. Ensuring comfort in this space isn’t just a luxury – it’s a necessity that speaks volumes about a company’s values and its approach to stakeholder relationships.

The cornerstone of any waiting area is the seating arrangement. Opting for ergonomically designed chairs or sofas ensures that visitors remain comfortable even if they have to wait for extended periods. The layout matters too; while maximizing seating is practical, it’s essential to ensure that it doesn’t feel cramped. Providing adequate space between seats can uphold privacy and offer a sense of ease.

6. Connectivity features

Of course, comfort isn’t limited to just physical ease. Practical amenities like power outlets for charging devices, free Wi-Fi, or even a quiet zone for those looking to work or make calls, address modern-day needs and showcase a company’s adaptability and forward-thinking nature.

To cater to your guests’ tech needs efficiently, you may consider creating a designated area where the Wi-Fi signal is strongest, and instructions for connection are clear and accessible. This could be paired with a sleek workstation, complete with charging docks and USB ports, allowing visitors to recharge their devices and stay productive.

To elevate the technological engagement even further, you could integrate smart technology. Interactive screens that facilitate checking in, accessing company information, or even controlling the lighting and sound in the area, can provide a distinctly modern and interactive experience.

7. Security measures

A welcoming reception area isn’t just about comfort. Equally important is safety and security. Integrating advanced security measures not only fortifies your property, but also instills a sense of safety among visitors and staff.

Some security features that fit in the reception area are:

• Surveillance cameras act as a deterrent against unauthorized activities and provide a recorded log of all happenings within the reception area
• Secure access points control entry to the facility, ensuring that only authorized personnel and registered visitors can enter sensitive areas
• Visitor badges provide a visual means of identifying guests and their access privileges. They can be further enhanced when integrated with a visitor management system
• Emergency protocols displayed in the reception area ensure everyone knows how to act quickly and safely in the event of a crisis

8. Real-time visitor notifications

As comfortable and welcoming your reception area may be, nobody likes to wait long. This is where real-time visitor notifications come into play. As soon as a visitor checks in at the digital kiosk, the visitor registration system automatically sends an alert to the host through their preferred communication channel, be it text, email, or a dedicated app.

This immediate alert system does more than just cut down wait times – for the visitor as well as your staff. It also enhances security by ensuring that guests are accounted for as soon as they arrive and supports administrative efficiency by enabling staff to manage their time and resources effectively. The result is a reception area that operates like clockwork, impressing visitors and setting the tone for a smooth and hassle-free visit.

9. Clear signage

Navigating an unfamiliar building can be challenging for many visitors. The clarity and visibility of signage in the reception area play a crucial role in providing a seamless experience. Well-designed, concise signage not only helps in guiding visitors through your space, but can also reduce any feelings of confusion or frustration.

There’s more than just directional signs. Signage includes labels for different areas, instructions for check-in processes, and even emergency exit information. By ensuring that these signs are easily readable and aesthetically pleasing, you create an environment where visitors feel respected and cared for.

10. Reflection of your brand

If you follow the above tips, you’ll create for your company a reception that is welcoming, comfortable, modern and functional. But how do you design a reception area that really stands out? The answer is easy: make it personal. Incorporate elements that reflect your brand. Whether it is the art on the walls, a bouquet in your company colors or other signature statements, your reception area should echo your brand’s identity.

Conclusion

Your reception is more than just a space in your building – it’s the first thing that guests see when they enter your business. It sets the stage for the entire visitor experience and is a direct reflection of your company’s values, culture, and attention to detail.

By incorporating elements like a streamlined check-in process, robust security measures, and thoughtful branding, you transform this area into a dynamic, welcoming environment. Each aspect, from comfortable furnishing to clear signage, plays a part in telling your brand’s story and ensuring every visit is smooth and memorable.

A well-designed reception area is not just about aesthetics; it’s a strategic tool in building lasting impressions, positive relationships, and an outstanding reputation.

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