Adapting Visitor Management Systems to Hybrid and Remote Workforce

As the world goes digital, workspaces are no longer limited to four walls. The pandemic pushed businesses to rethink how they operate. Many have now embraced hybrid and remote work models.

Visitor management systems (VMS) have evolved along with this shift. They now go far beyond simple check-ins and check-outs. But the road to this change comes with challenges.

This article covers the latest technologies, tools, and best practices for fitting visitor management systems into a hybrid and remote work setup.

Understanding Hybrid and Remote Workforces

A remote workforce operates entirely outside a traditional office. These employees can work from anywhere - their home, a coffee shop, or across the globe. This model offers great flexibility. It improves work-life balance and often boosts productivity. Businesses need to adapt systems like visitor management to support this new way of working.

Research shows that 83% of workers prefer a hybrid work model. A hybrid workforce combines traditional in-office work with remote work. One key benefit is that it gives employees more control over their work environment and schedule.

For example, a graphic designer at an ad agency might work remotely on some days to focus on designs without office distractions. On other days, they come into the office for team meetings and brainstorming sessions.

The Importance of Adapting Visitor Management Systems

The digital era has changed how businesses operate. Visitor management systems have evolved from simple paper logbooks into full management solutions that support modern workforces. With the global shift towards remote and hybrid work models, these systems now play new and important roles.

Electronic filing software was the first step in moving from paper-based visitor management to digital systems. Adding digital filing to a VMS makes visitor management and data storage more efficient. Organizations save space, reduce clutter, and keep visitor records for longer.

Digital document management within a VMS also improves security and compliance. Advanced encryption and user-specific access controls help digital filing software protect sensitive visitor data - a top concern in today’s cyber-threat landscape.

Modern visitor management systems now maintain security, streamline communication, save time, and improve overall efficiency by connecting with multiple digital tools.

Here are some of the best features that modern VMS offer.

Modern Visitor Management System’s Features

Digital Check-In Systems: Replace traditional logbooks with digital systems. Visitors enter their details into a tablet or kiosk when they arrive. This improves the check-in process and boosts data accuracy and security.

Pre-Registration of Visitors: Visitors provide their details through an online portal before they arrive. This speeds up check-in. It also helps the business prepare meetings and workspace ahead of time.

Visitor Badges: An automated system generates visitor badges right after check-in. This helps identify and track visitors on-site, improving security and access control.

Notifications: Automated notifications alert staff when their visitors arrive. These can be sent via email or text message, reducing wait times and improving the visitor experience.

Health and Safety Protocols: In hybrid and post-pandemic workplaces, add health and safety checks to your VMS. These might include symptom questionnaires that help protect both visitors and employees.

Visitor Analytics: Use the data you collect to study visitor trends and patterns. These insights help you plan events, manage peak visitor times, and strengthen security.

Integration with Digital Tools: A digital visitor registration system connects easily with other software in your organization. For example, no-code automation tools let you use VMS data to create custom reports, dashboards, and analytics.

This kind of integration gives project managers valuable insights. They can make better decisions, spot bottlenecks, and improve project performance.

Adapting VMS Features to Different Type of Visitors

In hybrid work settings, visitor management systems serve different types of visitors.

Remote employees

Remote employees mostly work off-site, but they may visit the office from time to time. A good visitor management system handles these visits smoothly. It offers a quick check-in process, easy access to resources, and a suitable workspace.

Third-Party visitors

Third-party visitors - such as clients, vendors, or contractors - need careful management. A QR code feature makes their check-in fast and simple. They scan the code, enter their information, and get directed to their contact person. This feature comes standard with digital visitor management solutions.

The system can also notify the relevant staff about the visitor’s arrival. This ensures visitors are received promptly and professionally, creating a smooth experience.

Focus on Legal and Security Implications

Using a visitor management system for a hybrid workforce raises legal and security concerns. A key issue is privacy around digital sign-ins. A VMS collects and stores personal information from visitors, including names, contact details, company information, and sometimes photos.

Organizations must handle this data with care. They need to tell visitors what data they collect and why. The data must be stored securely, never shared without consent, and deleted when no longer needed. This aligns with data privacy rules like GDPR.

Securing data from virtual visitors is also important. Virtual visits have become more common in the hybrid model. These involve sharing information through digital channels. You need to make sure these interactions are secure and safe from cyber threats. Strong encryption and secure conferencing tools are essential.

Businesses must also follow local and international regulations when setting up a VMS. These may include data protection, health and safety, and anti-discrimination laws. It is wise to seek legal advice when designing and rolling out a VMS to ensure full compliance.

Practical Implementation: Visitor Management Systems in Different Industries

Manufacturing Plants

A VMS can be a game-changer for manufacturing plants that coordinate workers, contractors, and visitors. These facilities often see a high number of people coming and going each day, making effective visitor management essential.

Digital visitor management systems help manufacturing plants track and monitor everyone on the premises. They record contractor and visitor details - contact information, purpose of visit, and duration - digitally. This cuts down on paperwork and administrative work.

In emergencies like fires or chemical leaks, a solid VMS provides an instant, accurate list of everyone on-site. This is critical for evacuation plans and emergency response.

An advanced VMS can also meet compliance needs specific to manufacturing. For example, visitors can digitally sign safety protocols or watch safety briefings during check-in. This ensures they understand the site’s risks and their responsibilities.

Hospitals

Hospitals and the wider healthcare sector benefit greatly from a VMS. Patient information is sensitive and confidential, and infection control is strict. This makes visitor management essential in a hospital setting.

A digital visitor registration solution helps hospitals monitor and control visitor flow. This reduces overcrowding and lowers infection risks. Hospitals can pre-register visitors, schedule visit times, limit visitors per patient, and create zones where visitors are allowed.

Hospitals also welcome many types of professionals - pharmaceutical reps, equipment suppliers, contractors, and medical students. A VMS keeps a clear record of these visitors, their visit purpose, and the departments they visit. This ensures stronger security and accountability.

A VMS with touchless check-in reduces contact-based infection risks. It can also screen visitors for symptoms or vaccination status, matching the hospital’s infection control protocols.

Marketing Agencies

In a hybrid and remote setting, project management is critical for marketing agencies. It provides structure, keeps tasks on schedule, and coordinates team members. Project management tools help organize tasks and track progress.

The connection between visitor management solutions and project management tools is especially valuable here. Imagine a marketing agency hosting a client for a project kick-off meeting. Project management tools streamline the agency workflow by assigning tasks - preparing the agenda, gathering data, setting deadlines, and choosing a presenter. Meanwhile, the VMS synced with the project management tool handles pre-registration of the client visit and notifies the right team members.

How To Grow a Digital Marketing Agency is an important guide for agencies looking to expand. After the meeting, any client feedback or new requirements can be updated in the project management tool in real time. This keeps the workflow organized and ensures all team members stay on the same page.

Modern Visitor Management Systems Enhance the Hybrid Work Model

Adapting VMS to hybrid and remote workforces is no longer optional - it is a necessity. The shift from traditional offices to flexible work models brings challenges, but also many opportunities.

In this article, we explored why adapting visitor management solutions matters. We looked at the features that make a VMS effective and the importance of tailoring these systems to different visitor types.

By using technology and smart digital visitor management features, businesses can transition smoothly, boost efficiency, and maintain a secure, productive work environment. The future is flexible - and with an adaptable visitor management system, your business can be too.

Want to know if modern visitor management systems will benefit your company? Try out Vizito with a 14-day free trial. For more information, chat with us or book a demo!