Make visitors feel welcome again
July 27, 2020 0

How to make visitors feel welcome (and safe) again

Posted by:Rhian Greener onJuly 27, 2020

When COVID-19 hit the headlines earlier this year, businesses slowly started to change their operations. Travel plans were the first to be abandoned – as conferences and industry events were postponed or cancelled. Next, it was the turn of visitors, as external meetings were carried out over the phone rather than in person. Finally, we saw facilities closing their doors altogether, taking their business online wherever possible. 

Visitors haven’t been welcomed into facilities for a very long time, and the general consensus is that opening doors to guests again puts everyone in a vulnerable position.

However, as we return to the workplace, we must eventually invite our clients, customers and business partners inside again. The question is – how do we make them feel welcome? How do we make them feel safe? 

Start with employee and service provider safety

For many countries, including much of the US and the UK, the majority of organizations are yet to open up their facilities to employees and service providers again. 

Before we can think about visitors, it’s important to get things up and running as safely as possible for our employees and contractors. There are a number of steps to ensure the safety and wellbeing of those in your duty of care during a pandemic, including: 

  • Ensuring physical distancing is possible
  • Preventing those who pose a risk from entering
  • Implementing contact tracing 
  • Accommodating flexible work schedules
  • Giving staff the time and space to get back up to speed
  • Being mindful of individual circumstances – ensuring employees aren’t putting themselves, or those they care for, at risk

You can read more tips for getting back to work post COVID-19 in our latest white paper.

Opening your doors to visitors

When it comes to welcoming visitors, there are a number of ways you can minimize risk and reassure guests and employees that their safety is a priority. 

Reach out in advance

Taking the time to send visitors an email in advance of their visit can provide some much needed peace of mind. Use this opportunity to lay out your pandemic policy, ask they rearrange their meeting if they begin to feel unwell and explain the measures you’re taking to ensure their safety whilst on-site.

WolPass can completely automate this process for you. When employees send calendar invites to external guests, WhosOnLocation’s calendar integration can pre-register the visitor in the system and automatically generate a customizable email. This WolPass contains all your arrival instructions, including a QR or barcode that can be used for fast-track sign in. 

Make your sign in process safe

If you’re signing visitors in with your front of house team, you’ll need to ensure your staff are protected, and visitors are adhering to physical distancing during the sign in process.

If you’re using a self-serve kiosk to sign guests in, it’s worth noting the average sign-in process involves touching the screen around 35 times. Considering COVID-19 is spread through contact with contaminated surfaces, this isn’t ideal. You’ll need to ensure you keep a bottle of hand sanitizer next to the kiosk and remember to clean the screen frequently.

There is an easier way: our enhanced touchless sign in feature makes the process much safer.

Sign in from your smartphone's browser

We already supported touchless sign in for pre-registered visitors, but our most recent product update means even walk-in visitors are able to register themselves on-site safely. Visitors simply scan the QR code on the kiosk and complete sign in using their own smartphone.  

By making the sign in process touchless and compliant with your pandemic policy, your visitors will feel reassured that you’ve taken steps to protect their health during the visit. 

Tailor your welcome message

If you’re using a self serve kiosk or touchless solution, a few simple tweaks to your summary screen message can go a long way towards making your visitors feel welcome. Try something like: 

“Welcome back. We’ve asked our employees to maintain a 2 meter distance from visitors for your safety, and provided hand sanitizer throughout the facility – please help yourself. It’s good to see you again.”

Create a comfortable waiting environment

If your reception waiting area is scruffy, cluttered and anything short of spotlessly clean, your visitors are likely to feel uncomfortable as they wait. Regular cleaning is always important, but your visitors are more likely than ever to pick up on dirt and dust in the wake of COVID-19. 

A sparkling clean facility shows you’re taking the pandemic, and the health of your people, seriously. Similarly, if you’re using a touchless sign in solution, continue to send the right message by removing any shared reading materials or drink stations – which leads us on to… 

Contactless refreshments

Offering your guests a drink is visitor etiquette 101. However, this simple act requires some extra thought in light of COVID-19. Arranging a contactless method for serving drinks and ensuring your front of house team wash their hands between cups of tea and coffee will mean your safe sign in procedures weren’t carried out in vain.  

Already a customer?

The features discussed in this blog post are available with all subscriptions. Get started with touchless sign in today. 

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