How to improve your office visitor experience

You never get a second chance to make a first impression. When engaging with your visitors you want to make sure that they leave with a good feeling that your company is a professional and organized one to work with. Every seemingly small interaction they have with your organization can make or break the relationship.

That initial first impression can go a long way when you are looking to develop long-term relationships. Your team needs to be ruthlessly professional and focused on client engagement.

In busy corporate offices, integrated technology can have a vital role to play in ensuring that your team treats every guest with the same level of care and attention while ensuring that the office visitor experience is first class.

When guests visit your office for the first time, the ideal is for them to have as frictionless an experience as possible. From arriving in the car park to signing in to reception to arriving in the meeting room – and all points in-between and after – everything needs to run like a well-oiled machine.

As a recent article from Allwork suggests – the office visitor experience needs to be more like an iPhone – it just works.

The key areas to look at when crafting this frictionless experience are:

• The information which visitors receive before stepping foot in your office
• How easily visitors can enter the building
• Making check-in process clear and easy to understand
• Make it easy to navigate the office
• Ensuring staff know if their guests have arrived

Having a dedicated visitor management system tightly integrated with meeting room booking software is going to assist in creating this seamless office visitor experience.

Like an iPhone – the office should not require a user manual. Technology should enable the office visitor experience unobtrusively.

A solution such as the integrated Rendezvous Workspace meeting room and visitor management solution is ideal for those looking to improve the office visitor experience.

A seamless experience is enabled by this integrated technology in a number of ways:

Meeting automation – as soon as a meeting is entered into the Rendezvous booking system then all attendees and hosts are notified by email. Important information such as directions and emergency procedures can be included in the email.

Car parking management – you can easily get oversight over car parking capacity and ensure that your guests get a great experience before they even set foot in the building. A car parking space can easily be allocated and booked for them.

Pre-registration – to aid their entry into your building, the visitor management solution comes with pre-registration features. They can pre-register on their phone, and they can even pre-register with a selfie. Returning guests are recognized immediately.

Kiosk check in – if you prefer, you can also offer guests the option to check-in using an easy-to-use self-service kiosk. No more queuing at the front desk – just a few taps on the screen are required.

Reduced waiting times – the system will automatically notify the meeting host that the guest has arrived so they can meet them in reception, or they can have them ushered into the meeting room. The visitor management system will even display a photo so you know who to greet.

Creating a personalized experience – thanks to Rendezvous Workspace your reception team are armed with information on all your guests so they can warmly welcome them. As the solution takes care of all the admin your team can calmly devote more time to making your guests feel special and at ease.

Visitor badges – a necessity in most corporate offices. Badges can be printed and assembled quickly ahead of time straight from Rendezvous Workspace. RFID-based passes can also be produced if required for fast building access.

Digital signage – for added convenience, meeting room booking solutions such as Rendezvous Workspace integrate with digital signage solutions to ensure the easiest transition for guests. All relevant meeting details are displayed on the screen and thanks to simple color-coding visitors can see if the room is vacant or occupied.

Outlook integration – Rendezvous Workspace integrates seamlessly with Outlook, allowing you to schedule meeting rooms via full Microsoft Outlook connectivity. Any last-minute changes to the room or meeting overruns are immediately communicated to your guests.

A perfect meeting experience – of course you want to ensure that your guests have a great meeting experience. Rendezvous Workspace makes it easy to ensure that your guests are well catered for and that all the AV and equipment is set up and ready to go. Integration with the Utelogy building management solution ensures that equipment is always fully operational before the meeting starts. Valuable time spent on fixing equipment is eliminated. Watch this video to see how it all works together.

How to improve the office visitor experience? Like most questions these days – the answer is integrated technology.

Implementing a robust room booking software system like Rendezvous Workspace with an integrated visitor management system and integrations to other solutions such as digital signage and building management solutions enables organizations to create a highly polished visitor experience.

Communication is key to making guests feel special so integrations with Outlook, for example, ensure that visitors are always kept in the loop and that everything runs smoothly.

We would love to discuss how we can help you to create a seamless office visitor experience. Contact us today to discuss the options.

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