5 Visitor Types and the Best Ways to Leave a Lasting Impression

Do you know that the secret to a great visitor experience is personalization? When each visitor’s experience is customized, as per their need, they feel valued and welcomed. There are different visitor types in general, and each one would like and remember personalized touches rather than standard interactions.  

And, of course, not every visitor is the same because you won’t greet an interview candidate the way you greet a delivery person.    

However, the main thing is that every visitor’s journey starts well before they step into your office premises. And that is why having a good visitor management system in place is important. A good visitor management system or software can move the visitor identification process further and create a nice, tailored experience for every visitor who visits your office.  

Secondly, it helps in maintaining security, optimizing productivity, and ensuring a welcoming environment.  In this blog we will discuss various visitor types and how we can make their visiting experiences memorable.

Five Types of Visitors and Ways to Make a Lasting Impression  

1. Your Partners in Business

You should give VIP treatment to your business partners. Whether they are investors, clients, or prospects, they play a big role in driving the growth and revenue of your business. Although they are not royalty, yes, they are the next big thing.  

Using different types of visitor management systems will strengthen relationships and inbuild trust, further, it will leave a great impression of your business brand, team, and culture. For these busy professionals, speed and comfort is everything that they look for.   

Make their visit to your office easier by using visitor management systems like piLOBI and notify hosts as soon as they visit your office because no one likes waiting for a long time.  

2. Job Seekers

Generally, corporate interviews are nerve-wracking enough without added stress. And therefore, you need to create an experience for job candidates that puts them at ease.

Candidates, however, try to impress their interviewers but it’s on their part whether they like to choose and stay with your company depending on the place. 

So, start by tailoring your interviewers’ invite email with interview details like with whom they will be meeting, the building, the floor, etc., and by what time. A visitor management system that works with well-known recruiting tools can help automate this process, ensuring every candidate gets a customized email.

When candidates come for an interview, they welcome them in a nice manner. Make their visitor badges and interviews scheduled so they feel like they are prepared and confident. A polished first impression shows positively about your company culture and makes well-suited candidates join your company.

3. Contractors

Contractors, as well as freelancers, are an important part of numerous organizations; they bring their skills and expertise to the table to support your full-time employees. While there are employees who work remotely, others regularly come to the office either to attend meetings or to handle team projects.

To make these persons’ experience smooth and productive, you need to set them up with a designated workstation. A visitor management tool that easily integrates with a workspace management platform makes it easy. It helps contractors and freelancers quickly register, check in and check out, book a desk, etc., all from one system.

These visitor management systems or various types of visitor management systems also enable you to recognize returning visitors’ settings. This helps the system to easily identify repeat visitors when they register themselves in the kiosk.

4. Snacks and Meals Suppliers

Believe it or not, in most corporate offices, free snacks and hot coffee are a major reason why people love coming to these offices. But have you ever wondered, who’s making sure that your office’s snack tray is full, the coffee stays fresh, and the lunch buffet is ready?  Your food vendors are those unsung heroes who keep everything ready and make sure food items are supplied smoothly.

However, don’t forget about visitor access management! With a system like piLOBI, you can give your snack and meal vendors access to key areas in your office; like the supply closets or stockrooms. Because nobody wants their snack re-stocker to be locked out. The right visitor management tools make it easy for vendors to do their jobs so that you can enjoy a stocked, tasty snack at your workplace.

5. Friends and Family Members

Inviting your friends and family members to your office is always exciting, it can be either for meals or just for a quick tour of your office location. While these are types of visitors who are not a threat to your office security, you still want them to follow your office visitor policy and keep a record of them so that everyone is safe.

Therefore, a simple identity check would be the best thing to start with. You can use a visitor management system that comes with identity screening capabilities that let guests upload their government-issued ID Cards ahead of time. This will make it easy for HR or workplace teams to approve them quickly and get the visit rolling smoothly.

Preregistration of your guests is always a wise and good move too. It helps your team members know how many people are expected to come, and thus, helps smartly to prepare food and seating accordingly. By using the right visitor management tools, hosting personal guests can be fun, smooth, and stress-free for everyone involved!

Making Tracking of Visitor Data Easier Than Ever

Nowadays, gathering visitor data is much easier than it used to be. As long as you are using an advanced, up-to-date visitor check-in system or visitor management system, your visitor data is collected completely accurately, without any error. Thus, no extra effort, work, or record maintenance or management tasks are required for your employees.

Although before the arrival of COVID-19, tracking and managing visitor data had a lot of benefits.    Just consider the following points.    

With good visitor management at the place, we get a better understanding of who is coming and leaving the office regularly and when does one need help to better plan for front desk staffing and lobby space.   

Keeping visitor data or data on the types of visitors can be very important from a legal and compliance point of view, as there are a few laws, industry standards, and insurance policies that may limit the ways that people can access your company.

Knowing who is in your office and that too at any time of the day can be very important for you at a time when there is an emergency evacuation. Keeping data of real–time visitors will be helpful for emergency personnel when it comes to safety and preventing dangerous rescue missions.

Ending Note

It doesn’t matter who is visiting your office or company, it’s all about creating an individual experience. And yes, for sure, your visitor management experience can handle the visitor check-in process in a better way, and that is too quick and efficient, but it’s only the individual touches that really count.   

When you give a warm smile and a friendly greeting to your visitors, it goes a long way in helping them and makes them feel like they are part of your workplace community.