Home What’s new Visitor management and safety inductions as part of safety strategy Visitor management and safety inductions as part of safety strategy 26.08.2024 Blog Jaa: Emmi Kurru Marketing Manager at Systam Visitor management and safety inductions significantly enhance the safety of premises and people. Standardized processes also boost productivity and create excellent experiences for staff and visitors. When discussing risk management, the handling of visitors and inductions rarely comes up, even though they should be a central part of every organization’s security strategy. But what kinds of risks can inadequate visitor management cause, and how can they be managed? Visitors – threat or opportunity? People are the greatest asset of any organization. Whether it’s employees, partners, or customers visiting the premises, each plays a crucial role in the organization’s growth story. However, people also constitute one of the largest risk factors. Each visitor can be a potential safety or information security risk – either unintentionally or deliberately. Organizations should always know in real-time who is present on their premises and be mindful of the experience visitors have. Especially in case of emergency, it is crucial to know the exact number and details of people present at the facilities. This applies to both high-risk industrial environments and traditional office spaces where awareness of safety protocols may not be adequately conveyed. Additionally, ensuring that safety protocols are understood can be challenging due to incomplete or manual processes. How can these risk factors be addressed as subtly, effectively, and safely as possible? Visitor management protects information and people In today’s fast-paced world, where traffic on premises is constant and diverse, managing the flow of visitors is essential. Digital visitor management offers a solution for this. The service automates tasks no one has time for – including inviting, instructing, and signing’ guests in and out. The workdays flow much more efficiently when automatic notifications and smart access control independently ensure that visitors arrive on time for their meetings. By automating front desk functions, staffs’ time can be allocated to more productive tasks – or the entire reception can be handled automatically without front desk personnel. The service not only streamlines internal processes but also ensures the best possible visitor experience with guided arrivals, quick sign-ins, and excellent brand experience. Explore visitor management Safety inductions increase awareness Safety is not a given; it requires a deep understanding of ever-evolving threats and processes. Safety inductions are a tool that helps in developing awareness and competence. They provide employees and visitors with the necessary information to act safely and respond correctly in potentially disruptive situations. Safety inductions can be tailored to different groups of employees and visitors, ensuring that everyone receives timely information relevant to them. With a digital induction service, safety inductions can be conducted regardless of time, place, or device. Standardizing the process improves overall productivity and the quality of the inductions. In the end, safety inductions can be tested to ensure the protocols are understood. Records of the completed performances are documented in a secure cloud service, where the development can be monitored and analyzed. Learn more about safety inductions Achieve synergy and efficiency with one service The best solution for organizational safety and efficiency is achieved when visitor management and safety inductions work seamlessly and automatically together. With a digital visitor management service, safety inductions can be automated so that everyone visiting the premises will receive an induction invitation automatically. The induction can be completed before arrival using the materials provided in the pre-arrival message. All materials can be reviewed, and the test can be completed on a mobile device. The same pre-arrival message provides the visitor with comprehensive navigation and arrival instructions, making it easier to find the correct location. Alternatively, safety inductions can be completed on-site if the self-service kiosk detects that the guest has not completed the necessary materials. Once the induction and sign-in are completed, the device guides the visitor to the correct floor and space. Smart visitor access control enables passage through locked doors, gates, and elevators. The same service can also be used for internal inductions and onboarding within the organization. Grouping ensures that the inductees always receive timely and targeted information. The standardized process builds a strong brand image even before stepping through the door, guaranteeing the best possible first impression. Leave visitor and safety induction management to us An automated and standardized process for managing the safety of facilities and people is not a given and often requires external help. Still too many rely on manual and time-consuming processes that are prone to errors. Visitor information listed in Excel sheets or paper forms is not accurate or real-time, and inductions cannot be considered completed or understood if the safety instruction materials are merely attached to an email. Smartly designed and implemented visitor management and safety inductions form an essential part of every organization’s security strategy. If you need assistance with planning or implementing these aspects, our experts are happy to help. 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