Help your hostesses prioritize your visitors and make them VIPs

Prioritization is the first step in organization. Knowing which task will be dealt with first, which task is the most urgent, important, sometimes critical. Every problem deserves to be managed clearly and appropriately, so as to best meet the challenge it presents. Welcoming visitors is no exception to this rule. On sites where large numbers of visitors are expected every day, hostesses can easily find themselves overwhelmed and overloaded. Overload leads inexorably to mistakes, and a mistake never looks very professional in the eyes of a potential customer, especially if it's an important or VIP client.

Accompanying hostesses to manage visitors

The job of host or hostess is indispensable to any business, allowing staff to free up their time and concentrate fully on their work. Greeters are an important part of a visitor's image of the premises they are visiting, if not the most important, because the first impression, which lasts just 20 seconds, is the one that characterizes the rest of the interaction. If it's a bad first impression, the chances are it won't be any better. Here, it's the hosts and hostesses who are charged with this crucial role. If they fail, the visitor starts off on the wrong foot with you and your company.

To help this crucial position, we need serious tools that will guide reception staff in managing the visitors they will have to deal with.

Tools and options like VIP to support hostesses and visitors

The VIP statue is an option to be added to a visitor's file to differentiate him from the flow of visitors and better adapt his welcome.

To accompany hostesses in their hard work, you need to be up to date. A notebook is certainly an economical solution, but it lacks security and comes from another era. You get lost, you get tangled up even with the best will in the world and sometimes you lose said notebook... Really there's nothing less professional on the market than this false good solution and let's not talk about RGPD compliance. Today we need to be at the cutting edge of tools to help these collaborators, and for this tools like Hamilton Visitor exist, with on board numerous options created and made available to adapt to each situation such as :

• Pre-registration of visits by your staff, so that your hostesses are notified of future arrivals and can prepare for them.
• Visitor group entry, to save your hostesses time when it's a group you need to receive.
• Manual or electronic registration of your visitors' credentials to avoid security problems.
• Visitor and resident parking management.

The aim here is to help your front office run smoothly, with a tool that centralizes all the tasks that today can be scattered and lead to disorganization. From now on, with the right solutions, your teams will have a clear, easy-to-use tool enabling them to :

• Centralize your employees' visit requests
• Check the identity of visitors to avoid problems on your sites.
• Distribute badges to visitors, allowing them to access only those parts of the site where they are authorized to go.
• Personalize visitor files to carefully manage their visit and guide them in the right direction.

Ideal for more intelligent management of your visitor flow, but these solutions also need to be adapted to your more specific needs.

The need to differentiate visitors with the VIP option

Visitor prioritization is a classic measure in the professional world. Indeed, every visit is important, but each one must be handled with particular care and be different from another.

For small structures, managing the number of visitors and their needs is still manageable, though sometimes poorly monitored given the diversity of profiles that hostesses may encounter. For larger structures, even if the number of hostesses is multiplied, it remains no less complicated to manage all requests with care.

In both cases, for greater efficiency, you need to use a tailor-made tool, with user options to best welcome each visitor. The VIP option is one of these, allowing you to differentiate between a more "lambda" visitor and a more important one, with potential special requests for their reception. These can be specified by your staff on the pre-registration form. These modifications can be found on the visit form, via the tool's internal messaging system, which your hostesses can consult to adapt to each visitor.

Help your hostesses manage your visitors for greater professionalism

The reception area is the first part of your company that a visitor will see. A visible lack of professionalism will reflect poorly on your teams as a whole, especially if mistakes are made due to the overload of work and demands placed on your hostess.

It's time to take the next step in your development, and step into the future. Your visitor management should no longer be the responsibility of just one person. Intelligent solutions need to accompany your teams with options tailored to their visitor management and likely visitor demands.

With the right solution, all these questions can be answered with an intelligent, flexible and easy-to-use Visitor tool. Real support for your reception teams. Thanks to its multitude of functions and options, your staff will find themselves supported in their daily tasks, via prioritization as with the VIP tool, or automation as with ID card or permit registration, or the simultaneous reception of groups of visitors.

Hospitality is often the foundation of service, so make yours the most efficient with Hamilton Visitor!