Various offices have a reliable and regularly updated Digital Visitor Management system. Visitors feel welcomed and experience comfort while check-in. This also enhances the brand image of an organization. But in the case of VIP arrival, things need to be more developed and high-level. These may include digital receptionist iPad sign-in; pre-register them on a priority basis and lots more. Therefore, here we are giving you details or ways to manage VIPs with a Visitor Management solution efficiently.
- Pre-Arrival Planning and Personalised Invitations
Before the arrival of the VIPs, you should plan accordingly to offer a smooth check-in experience to them. There are some techniques that a modern Visitor Management solution can implement for providing organizations and VIPs with a professional user experience. This also includes Personalised Invitations so that companies can make sure VIPs embark on a positive journey. This mainly comprises meeting details, meeting attendee bios, parking options, WiFi passwords, transportation options, and many more. Hence, this will surely enhance the professional image of your organization.
- Expectation of Needs
It is very essential to have accurate personnel on-hand to assure any last-minute inquiries are catered to, prior to the arrival of VIP guests. For example, if the location of the meeting is far from the place of arrival, then it would be sensible to offer some refreshment or snacks. Also, in a personalized invitation if a map of the facilities is not given, then you should give information related to the restroom, smoking areas, and others.
- Room Preparation
It’s also very important to set-up the meeting room before the VIP guest arrives. After all, a meeting room is the main place where a VIP will sit or work. Hence, prepare a checklist to make sure that technology or any equipment is set-up and ready for the guests.
- Check-In Notifications
As a host, you must ensure that you get the check-in notifications related to the arrival of VIP Guests. There are various methods available to select from such as Email, SMS, push notifications, and many more. So, it’s good that you get the notification and your guests don’t have to wait at the reception.
- Unique Badges
Unique badge printing is used when a visitor starts the process of reception check in. It allows them to print their own guest badge that includes their name, photograph, and in some cases access rights. Furthermore, when Visitor Management and Access Control are integrated, printed badges can be configured for access port authorization.
- VIP Alerts
To cater the VIP arrival, the back-office staff can prepare the notes and attach them to unique user profiles to alert receptionists. VIP Alerts will help in boosting the communication throughout sites. It will also assist certain departments to operate more professionally as they accommodate special conditions.
# Final Words:
Moreover, after reading the post, we hope that you will find ways to manage VIP guests with a Visitor Management solution. In addition to the reception check in welcome, you can also send a thank you after the departure of the VIP guests as a courtesy.