Managing Visitors: Balancing Tradition with Technology

“Managing Visitors: Balancing Tradition with Technology” explores traditional sign-in sheets vs. digital systems, emphasizing the need to balance familiarity and innovation for efficient and secure visitor management.

In the past, businesses used visitor sign-in sheets. Visitors would write down who they were visiting, their name, and why they were there. Now, many offices use digital visitor management systems. Visitors enter their details into a tablet, offering a quicker alternative.

Which is better: the traditional sign-in sheet or the digital system?

Cost

Visitor Sign-in Sheet

A paper visitor logbook seems cheap at first, but using it regularly means paying someone to manage it. What if there’s no one at reception? Visitors may wander, disrupting and risking security.

Digital Visitor Management

With a virtual receptionist, such as Visitdesk, any-sized company can use an electronic sign-in sheet inexpensively each month. The digital system operates continuously without breaks or sick days, ensuring safe and secure visitor check-ins.

Security and Efficiency

Sheet:
Paper sheets can be lost or stolen, and handwriting is hard to read. Everyone’s information is visible to anyone who signs the sheet, which can pose privacy concerns.

Digital:
Digital visitor management avoids handwriting issues as visitors type their names. It’s private since there’s no public record, enhancing security by eliminating the risk of paper loss or theft.

Productivity

Traditional Sign-In Sheet:
Using a paper sign-in sheet can cause chaos at the front desk. For example, when there’s a package delivery or someone specific needs to be found, nearby offices are often disrupted until the right person is located.

Digital Visitor Management:
A virtual receptionist app simplifies visitor logging by entering their name and purpose, instantly alerting the right personnel via text, email, or messaging apps like Slack. This eliminates disruptions to nearby offices and allows receptionists to focus on more productive tasks.

Company size

Sheet:
Many businesses need a receptionist or admin for reception. This means paying for salary, benefits, office space, and equipment.

Digital:
Any size business can use a cheap digital check-in system. You don’t need your own space; even if you share space or work in a coworking setup, a system like Visitdesk works well.

Summary

Do paper visitor sign-in sheets have a real purpose or are they just a pointless procedure?

A digital visitor management system like Visitdesk is superior to traditional sign-in sheets due to reasons like cost, security, efficiency, productivity, and data usefulness. Using a visitor check-in app can impress customers, showcase your company’s innovation, provide a competitive edge, and aid in recruiting top talent.