6 minutes read time
Updated: March 2020
What’s the best way to go about getting staff buy-in when you implement a new visitor management software?
Whether you start with no visitor management, a paper-based visitor management book, or switch your visitor management software from one product to another, you’re going to need everyone on board to make it worthwhile to see a return on investment.
Implementing a visitor management system can be quite a significant change for an organization, particularly for staff who have to change some aspect of their routine (by having to sign-in, or change the way they currently do tasks like inviting someone to a meeting).
Visitor management software like WhosOnLocation replaces a business’s paper sign-in book and does any number of other processes which improve the general safety and security. When you deploy a visitor management solution, there will be many different roles and uses for the product within the organization, and the people visiting. From helping to run safe and effective evacuations to managing the insurance validity of contractors and service providers coming on-site, through to sending out health and safety hazard alerts in real-time. The point is that when you deploy a new system, there is a lot involved.
As with the success of any new company tool, it relies on trust and enthusiasm to make it work. New tools don’t get taken up when people see them as another hassle to add to their working day, so it’s key to introduce the system in the right way and get the internal buy-in early on.
Here are some ideas to use when you are setting up a new visitor management system:
Relationship management is essential when introducing your new system. Make sure everyone who needs to know about the changes does and explain the reasons as to why you chose the system you did. If you don’t have any in place already, now is a good time to create some policies for your staff around visitor management. This can seem a little over the top, but there’s no harm in having documentation to support a new system and give a level of clarity to everyone who will be using it, from as early on as possible.
If you want to be the best in your industry, have the safest workplace, and have the best customer service, visitor management software is going to get you there.
Use a Lone Worker Procedure or Policy – with a new level of tracking possible for employees. There will likely be an emphasis on the health and safety of lone workers and employees or contractors in your duty of care. Create a policy specifically around how their data will be managed and responsibilities that will need to be met using the tool (for example, being responsible for sending a hazard alert, or signing in every 2 hrs if working off-site).
Other policies can come in handy such as a new or updated HR policy that includes aspects related to your visitor management system (e.g. updating your Health and Safety policy to include new evacuation procedures).
It doesn’t take long for people to get used to new systems and making small changes in their individual routine. After everyone is using the parts of visitor management that will help them in their roles, the only problem you should have is too many requests for extra training (and on-boarding your new employees).