Pre-registering visitors using a visitor management app can save a significant amount of time for both the visitor and host. Its benefits don’t just end at the front desk, as an automated visitor management system improves the entire working day of both your visitors and employees.
Ever booked the wrong-sized meeting room? Forgot to send an internal invite to a co-host? Or forgot to arrange the required equipment for your presentation? With the information provided by an automated front desk, you can avoid all these problems. It also enables you to introduce your business and send the meeting details (such as location and meeting notes) to offer a great first impression. Check out five ways that using an automated front desk management system can improve the productivity of your meetings.
1. Manage Invites and Meeting Locations
How many times have you navigated the dilemmas of not having enough chairs in the meeting room or being unable to find a power socket for a dying laptop battery? You can easily overcome the little obstacles that stand between you and an entirely successful meeting by using a visitor management app as the pre-registration of visitors will help you book the right-sized meeting room and notify any co-hosts of meeting details in good time. The host can share key information (like meeting specific notes for the visitor) and venue details, so the visitor avoids the unfortunate experience of ending up at the wrong address or leaving key documents at home.
2. Get the Right Meeting Equipment
Most modern workplaces boast state-of-the-art equipment for greater productivity. However, it can be frustrating when you can’t access this equipment when you need it most. Whether you need access to your corporate telephony or a projector for a presentation, pre-registering visitors so you know your audience can help you arrange the equipment you’ll need for a successful meeting.
3. Professional and Detailed Invitation.
Sending visitor invites through your visitor management app creates a great first impression for your business as a company-branded email with detailed information will automatically enhance the visitor experience.
4. Meeting Agenda – Never Forget Anything!
A solid meeting agenda is the backbone of any successful meeting. The host and visitor should be on the same page before they enter the room as this helps both shorten the meeting and facilitates a more focused discussion (for example, an agenda that addresses the questions of your client and clarifies the nature of the services you offer). Visitor management apps, like VizBook, enable the meeting notes to be shared via the invite – the perfect way to avoid forgetting any important points.
5. No Meeting! No Waiting!
Last-minute meeting cancellations are unavoidable. So, sending visitor invites via a visitor management app can save an enormous amount of time as attendees can either confirm or withdraw their attendance in advance. In the case of a cancellation, hosts can re-arrange their meeting, other people can make use of the vacant meeting room, visitors can notify the host about their future availability, and any equipment booked for the meeting can be used elsewhere if needed.