For real-estate scalability, you need technology that can take care of your growing business needs and one such technology is a Visitor Management System. In this blog, we will discuss the 15 benefits of the visitor management system for the real-estate business.
Are you using obsolete technology or manual processes to manage your real-estate business?
As an organization, you need to get out of the Stone Age and embrace innovative technology, or you may end up like dodos of the bygone era.
Regardless of the industry, every organization has to adopt new technology to sustain cut-throat competition and keep up with the changing times. The real-estate industry has always been accused of being sluggish in adopting new technology but not anymore.
Technologies like business intelligence, blockchain, virtual and augmented reality, AI, and algorithm assistance have made inroads into the real estate industry. Despite that, there is a lot to be desired as far as technology adoption is concerned.
As per a recent survey, the global visitor management system market is expected to reach USD 2 billion USD by 2026. Have a look at the current market share for visitor management systems.
The real-estate sector is nowhere to be seen in the pie-chart above, but the reason is not that visitor management systems are not beneficial. It is because of the lack of awareness and understanding of VMS’s innumerable benefits.
Fifteen top benefits of visitor management system for the real-estate
1. Safety and Security
The safety and security of the establishment and staff remain the topmost concern for all real-estate companies. The visitor management system software enables visual identification. Any visitor who enters the premises has their photo clicked, and their ID is registered in the system. Visitor badges are instantaneously printed to ensure verification of people on site.
Background checks help distinguish between unwanted and wanted guests. Not only this, but a visitor management system also identifies potential risks by accessing third-party databases and instantly notifies security personnel to avoid any untoward incidents.
2. Streamlined Operations
A visitor management system for real-estate can automate and streamline every crucial task. Activities like visitor registration, badging, implementing PPE instructions, and other safety protocols like signing NDA’s waivers or legal documents become computerized, saving thousands of dollars in the long run. Moreover, the time saved will help staff to focus on other productive tasks while increasing efficiency.
3. Customer Satisfaction
When the front office staff can welcome visitors quickly and efficiently, it conveys a sense of professionalism. It reduces the burden on your team as they have their responsibilities chalked out. The ease of working motivates employees and encourages them to perform better.
4. Pre- Registration
If the security personnel or front desk staff is aware of a particular meeting/event, they can pre-register the guests. All the details can be added before their arrival. Apart from this, crucial information like maps, change of schedule, safety instructions, and other details can be sent directly to the visitors. In this way, the visitor management system for real-estate can speed up processes and assist in organization and planning.
5. Scalability and Flexibility
The best thing about virtual management systems is that they can be customized to meet your organization’s growing needs. With quick updates and minor tweaks, you can also prepare for unconventional situations.
6. Go Paperless
Conventional visitor management systems are inefficient and uneconomical. Manual, paper-based visitor management systems require a lot of administrative work plus huge amounts to ensure that all the information is preserved safely. When your organization spends endless hours on such unproductive tasks, how will they execute their core duties to perfection?
With state-of-the-art visitor management systems, real-estate firms don’t have to rely on antiquated methods to register and store information. Moreover, if a third party or a specific visitor asks for his information to be erased or made anonymous (post-visit), that can also be done.
The process is quite simple. An administrator or the receptionist can easily search for the visitor using his name, reference number, and necessary.
7. Reporting
All the data gathered from visitor check-ins and third-party interactions can be used for a variety of purposes. By assigning rights to every department and individual, customized reports can be generated. These reports will shed light on performance aspects, which will help streamline operations and fix problems.
Apart from this, detailed reports will enable useful documentation of on-site arrivals, departures from secure zones, the purpose of visits, and which individual or department they interacted with. Such a transparent process will ensure streamlined operations and accountability of employees.
8. Seamless Integration
An enterprise visitor management system can be effectively integrated with advanced features like access control systems, evacuation control, etc., to facilitate ease of movement with minimal formalities.
With access control, each visitor’s movement can be tracked, and entry to sensitive zones can be restricted. When third-party contractors and visitors are required to enter certain areas of the premises without being accompanied by an employee, this feature comes in handy.
Back in the day, every visitor had to pay a visit to the security office to obtain the relevant credentials to enter certain sections of the establishment. Thanks to visitor management systems, the need to pay a visit to the security office has been eliminated.
A badge is automatically generated by entering information into the system. If visitors fail to log out properly at the time of exiting the premises, they will be denied permission to enter after a particular time. With the integration, virtual management systems will also consolidate data from various buildings to access the records.
9. Threat Management
With visitor management systems, every visitor detail would be entered into the system, facilitating identification in the future. With a feature like Watchlists, the presence of threats or troublemaking elements will be picked up instantly by the system, and security personnel will be notified about the same.
Most mischief-makers won’t dare to enter the premises due to the strict security protocols to avoid detection and bypass the security protocols; some unscrupulous individuals may resort to desperate measures. Either way, the visitor management system is well-equipped to handle such situations. Threats will be identified almost immediately due to the absence of badges.
10. Productivity and Efficiency
Large groups of visitors can preregister themselves before their arrival on-site. In this way, they only have to inform the host before entering the premises. Unlike paper-based visitor management systems, the check-in procedure will be quick and hassle-free. Along with visitors experiencing fewer formalities to enter the premises, front office staff will also heave a sigh of relief because they don’t have to devote their entire time towards check-ins.
11. Contractor Management
Considering the real estate industry’s dynamic nature, it is common knowledge that third-party contractors spend long hours at the premises. Sometimes, as much as full-time employees. In the absence of an automated visitor management system, third-party personnel is designated a particular space where they can work, and entry outside that space is restricted.
Modern visitor management systems are designed to accommodate the needs of contractors and repeat visitors. They are provided with relevant access to specific VMS features like real-time location, time and attendance, access authority, legal compliance, and others to fulfill their responsibilities and deliver optimal output. It also helps monitor the activities of these contractors and third-party workers while ensuring that they comply with the local laws.
12. Cost-Effectiveness
When the customer service and front office team no longer have to spend endless hours at the reception desk, they can focus on revenue-generating activities. Moreover, the need for multitasking reduces to a large extent, ensuring more productivity and fewer errors.
13. Health Compliance
As a part of the visitor management system’s checklist or pre-registration procedure, various documents like NDA’s need to be submitted or uploaded online before entering the premises; submitting the required documents will ensure that everyone within the premises adheres to the health and safety protocols.
Once the documents are signed and verified, digital copies of the Documents are sent to the system’s repository. All information about individual clients, visitors will be stored safely in the system for future reference.
14. Legal Compliance
Any untimely incident on the premises should be reported instantly, but sometimes things don’t go as planned. A visitor management system is useful when an incident has to be reported at a later date. With a VMS, you can check the records to see if the visitor was on the premises on the given date and time and also confirm the exact location where the incident occurred.
A visitor management system for real estate can also validate a report indicating a particular event in the previous month.
15. Brand image
The first impression is the last. It applies to all sectors, including real estate. Having a visitor management system assures a client and visitor that he is dealing with a reputed organization. Along with adopting advanced technology, it is also vital for employees to conduct themselves in a dignified manner to convey professionalism.
In a nutshell
Business owners who think of a visitor management system as an unwanted expense are not visionaries or have short-term goals. A visitor management system might not yield benefits from day one. In the long-run, it will contribute to the real-estate firm’s overall revenue and productivity by streamlining operations and reducing administrative tasks.
To survive in the real estate industry and be a step ahead of your competitors, a visitor management system is an absolute necessity. No matter how small your client base is, VMS is essential to manage inquiries, execute projects and deal with unexpected problems.
CoReceptionist is a virtual management software that is highly customizable, plus it has a plethora of features to simplify tasks and integrate all aspects of the business. You can even run it on an Ipad or tablet. Climb the ladder to success with CoReceptionist.
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