The badge for all your appointments and visits

We've all lost our way somewhere, whether in the smallest of spaces, or in the largest of offices, which are clearly not built on a human scale. In the professional environment in which we work, this doesn't look very serious and puts us under unnecessary stress. What's more, it's not necessarily our fault that we've lost our bearings and direction. So imagine if it was your premises we were talking about! Would you like your visitors to be disoriented, or worse, to enter areas where you wouldn't want them to set foot? Let's talk about it in greater depth...

Why do you need to better manage your appointments and visits?

An appointment is a meeting between two or more people. Appointments are commonplace in the professional world, but not always organized in the best possible way, which is why intelligent tools exist to help reception professionals. These tools are true "accessors", a sort of second assistant to reception teams. With them, visit management is more fluid and organized.

However, these tools and your staff don't have eyes everywhere either, and mistakes happen very quickly. Fortunately, most of the time when a visitor arrives, one of your staff will be there to welcome them and direct them to your meeting point, reducing to zero the risk of them getting lost or wandering off to places not authorized for them.

This process takes up a lot of your staff's time, when you'd probably rather see them working on essential matters. So in the few cases where your staff are not available to welcome a visitor, what can you do?

The badge, a tool of trust and security

Some intelligent reception tools like Hamilton Apps offer a very useful option in this kind of situation, or even for more common visits: the opportunity to issue a badge to each visitor in addition to pre-registering that visit, enabling the reception professional to prepare the visit. The primary function of the badge is to indicate the visitor's status during the appointment, differentiating him/her from other employees around him/her who are not wearing a badge of the same color, for example. The badge indicates to your security teams that this is indeed a visitor who must not enter certain parts of your premises, unless accompanied by a dedicated employee.

A badge is not only an indicator of the visitor's identity, but also a guarantee of security, enabling you to track the movements of your visitors and indicate them as such to your staff.

The simple creation of a badge can reinforce the security of your premises and your teams, as well as facilitating the visit process. The clarity achieved by simply creating a badge opens up new doors and possibilities for managing your premises, your flow of visitors and making appointments on your site.

Professionalism through badges

Each appointment must therefore be prepared as well as possible, to show respect for the visitor, but also to allocate the fewest resources to achieve the best result. Issuing a badge is just one of the actions required to get an appointment off to a good start, in addition to pre-registration by the employee designated to welcome your visitor.

It's important to put both your visitor and your reception team at ease, by sending all the right information in advance to avoid any communication problems. An e-mail sent to the future visitor with the company's rules can be an intelligent maneuver, as can filling in the visitor's card as fully as possible, clearly indicating the necessary information and adding additional messages to ensure that the visit is understood as well as possible by the reception teams. They can also pre-print the visitor's badge, to save time and avoid any last-minute problems.

The reception team and the visitor should not be the only ones to be warned of the arrival of this famous visitor. Security teams and your employees can also be warned, so that they are not surprised to see a guest accessing the site without any information. The preparation of a visit, however small, must be meticulous to ensure that the visitor feels as welcome as possible and, above all, esteemed, because even for a short visit, knowing that a badge with his or her name has been printed proves that the company respects and considers every employee and visitor.

Conclusion

To ensure that a visit goes off without a hitch, it's a good idea to prepare well. Even the smallest appointment can be key to your company's future, so it's essential to take them all seriously, for the sake of your corporate image. This seriousness is embodied by the allocation of a personalized badge for your visitors, to differentiate them from your employees and prevent them from reaching certain parts of your premises that are not intended for them. Visitors appreciate your professionalism when they understand that they were expected. Respect is the mother of many virtues and future fruitful collaboration, and you respect a visitor when you've planned their visit carefully!