How do you professionally receive guests in your company?

Visitors are the salt in the soup of every company - be it an important customer, an applicant for a new job or a supplier for the next production series. They all have one thing in common: they form an impression of your company in the first few moments. And that should be as positive as possible, shouldn't it?

This is exactly where visitor management comes into play. But what exactly does it mean? In short, visitor management encompasses all processes and activities related to planning, receiving, and taking care of guests at your company. From registration to follow-up, professional visitor management ensures a smooth process and satisfied guests.

Sounds complicated? Don't worry, with the right preparation and a few clever tools, you'll breeze through this task. We'll tell you what's important and how to take your visitor management to the next level.

The basics: define and communicate processes

The cornerstone of successful visitor management lies in clearly defined processes. Take the time to sketch out the ideal process for a visit to your company. You should answer the following questions:

• How do visitors register? Is there a central booking system or does the registration take place via the respective host?
• What information do you need from your guests in advance? Name, company, contact details, reason for the visit?
  
• How does on-site registration work? Is there a reception or a self-service check-in?
• What security measures are necessary? Do visitors have to present identification or sign a non-disclosure agreement?
• How are guests accompanied and looked after on the premises? Who is responsible for them?
• What happens after the visit? Is there a follow-up or feedback loop?
  

Once you have answered these questions, you can define the ideal visitor process step by step. It is important that you communicate these standards clearly, both internally to your employees and externally to your guests. The better informed everyone involved is, the smoother the process will run.

The trailblazer: clever use of visitor management software

Clearly defined processes are one thing, but in practice, it often takes more than pen and paper to stay on top of things. This is where specialized visitor management software comes into play. It helps you digitize, automate, and optimize all guest reception processes.

For example, with such software, you can:

• Plan visits in advance and send invitations
  
• Register guests digitally in advance and request information
• Create access cards and visitor badges
• Integrate security requirements such as non-disclosure agreements
• Check guests in on site and track who is where in the building
• Record and evaluate visitor feedback and satisfaction
  

Best of all, most solutions integrate seamlessly with your existing IT landscape, be it your calendar system, your HR database or your access control. This means you have all the relevant information in one place and can manage your visitor management centrally.

The personal touch: creating the wow effect for guests

Digital processes and automated workflows are important – but at the end of the day, it's the people and the personal contact that make the difference. Take the opportunity to inspire your guests with small gestures and excellent service. Here are a few ideas:

• Welcome your visitors with a personalized welcome sign or an individual greeting.
  
• Offer drinks, snacks or small gifts that show you have put some thought into it.
• Make the reception area inviting and representative, it is your company's calling card.
• Take time for personal conversations and build a relationship with your guests.
• Actively seek feedback and use it to continuously improve your visitor experience.
  

It's often the little things that are remembered and turn an ordinary visit into a special experience. So be creative and find ways to surprise and delight your guests!

The goal: to receive guests professionally and efficiently

Well-thought-out visitor management is not rocket science – but it does take time, planning and the right tools. With clearly defined processes, clever software support and a focus on the personal touch, you can lay the foundation for a professional and efficient guest reception.

And the advantages are clear: satisfied visitors are the best ambassadors for your company. They spread the word about their positive experiences, recommend you to others and are happy to come back. It's a win-win situation for everyone involved!