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7 Steps To Gain Internal Buy-In For Visitor Management Software


4 minutes read time

June 12, 2017

You have done some research and decided that implementing visitor management software would vastly improve your company’s on-site sign-in process. But now, you’re faced with the hurdles of getting the appropriate people on-board with the software.

Unfortunately, many businesses are resistant to change, particularly when it comes to technology.

If you’re determined to bring your contractor and visitor management process into the digital age, follow our step-by-step plan for getting internal buy-in.

Step 1. Determine which people are crucial to get on-side

Decide who is responsible for getting internal buy-in and driving employee and contractor engagement. This often varies from business to business. You need to discern who are the most influential people with your business and the most capable of getting everyone else on board with the software – it could be the COO, the CEO, or even the IT department. Will you need to go through a manager to escalate the discussion? Knowing who you’ll be pitching the software to will help you plan and build your case.

Step 2. Know the benefits inside and out!

Make sure you can articulate each of the benefits in a specific yet jargon-free way. Be sure to provide details about the challenges from your current system and how the visitor management software provides a solution for each.

For example, you might say:

“Our current system doesn’t allow us to quickly check in and see if anyone has been working alone and hasn’t returned. WhosOnLocation provides accurate live reporting to show who is on-site and where at any given time. This will reduce the risk of injury at our manufacturing facility as we will now be able to see when someone is working alone and we will be notified if they haven’t returned by the expected time.”

Step 3. Engage with internal stakeholders

Who will be responsible for integration, user assistance, maintenance and training? Be sure to include all internal stakeholders in this process; by including them, you counteract the fear of change and objection. When engaging with internal stakeholders, it’s important that you speak their language: How does the change affect their department? Will it make their job easier, save them time, increase their productivity or help them achieve their targets? Listen to all the stakeholder concerns and feedback, and keep them updated throughout the process with how you are working through these.

Download our full guide to getting buy-in from each department.

Step 4. Identify risks

Address any potential risks or concerns that may arise from implementing visitor management software and how these would be managed and/or allayed. For example, if you are concerned about low employee adoption, develop a thorough on-boarding process and have delegated people available to provide assistance for the first few weeks of implementation. Don’t be afraid to reach out to your vendor too – they’ve probably heard your concern before.

Step 5. Develop your “elevator pitch”

In the context of your business goals and success metrics, what is the overall benefit of implementing the software? This is the “elevator pitch” of getting internal buy-in. It should be a clear, concise rationale for implementing the visitor management software. For example, this may be related to improving the Health & Safety procedures on-site and reducing the risk of injury to contractors, visitors and employees.

Step 6. Start discussions

By now, you’ve done extensive research, you’ve talked to all the internal stakeholders, and you’ve addressed concerns and risks. It’s time to start discussions with all the people you identified in Step 1. Be prepared and be persistent. If you simply drop a report or proposal on a desk and don’t follow up, you won’t get very far.

Step 7. It doesn’t end after buy-in

You’ve now (hopefully) had approval from all the right people and you’ve started implementing the visitor management software. But it doesn’t end here. Make sure you regularly report on results and get feedback on how the software is working across the business. Updating internal users on the software and validating its benefits will ensure everyone can see the visitor management software is working. Make sure internal users know how to navigate the helpdesk, and where to go if they have any concerns or questions.

If you’re looking at implementing visitor management software in your business, sign up for the WhosOnLocation free 30-day trial. Our support team is happy to answer any questions you have along the way so you can experience the scope of the software and get an idea of how it would work for you.