Recently updated on October 25th, 2022 at 11:44 am
Can you remember the time you had to visit someone else’s office and sign in at the front desk? You must have left some personal information there without even realizing it. It’s a pretty standard procedure for the receptionists of most of the offices to ask the visitors pointed questions about their identities.
Almost all of us have accepted this, and generally, show our government-issued identity without asking too many questions. Some of the companies even take pictures of the visitors with the help of iLobby Visitor Check-In App to create a visitor badge.
Have you ever thought about how all these made you feel? Most probably, the answer is no. The first few times you might have felt a bit awkward about handing down all the information to some unknown person, and then it became quite normal. It is one of the reasons why you never asked yourself what these people have done with all the data you have provided to them.
There is no doubt that most visitors value their privacy deeply. A recent survey has indicated that most of the corporate visitors have serious reservations about offering all those personal details at the front desk during the check-in process.
While this might seem overactive to you, the visitors have a strong basis for having these reservations. Check the following section of this article to find out why the corporate visitors feel reluctant to leave personal data at your front desk.
1. Privacy Is a Concern
The number one reason for the visitors not wanting to leave their data at the front desk is that they think it is utterly unnecessary. Right now, data privacy is creating a lot of buzz in the corporate world. People are getting scared of handing their data over to another person who can misuse them without any problems.
A survey conducted by the Chartered Institute of Marketing showed that 57 percent of participants do not trust that the companies will handle their data responsibly. In fact, 85% of people revealed that they are uncomfortable with the level of personal data they must provide at the time of visiting the corporate offices.
That is one of the reasons why you should always make your visitors aware of the reason you are collecting data. Knowing the reason for collecting the data will make the visitors feel comfortable about leaving them at your front desk. If you do not show the reason for collecting the data, the visitors can refuse to provide them, which is their right.
Clarity and communication are the two weapons that can take you a long way. If your reception staff tells your visitor the exact reason for getting the data, it can ease the fears of the visitors substantially. Also, displaying privacy and data processing policies can help you gain the trust of the visitors.
2. Not necessary
More often than not, visitors think that the data they had to leave behind at the front desk is not at all necessary. This is especially true for the visitors coming to the office premises for casual and short trips. The best way to deal with this problem is to make the entire process as smooth as possible. Here are some techniques that can make the process smoother and easier.
- Train your front desk staff to welcome the visitors in a friendly and professional manner.
- You should ensure that your front desk employees know the importance of data collection. This will help them to explain to the visitors about the reasons for collecting the data in the first place.
- Train your staff about the methods of showing the visitors about the information related to data compliance.
- Install an iLobby Visitor Check-In App and customize the necessary questions so that the visitors need to leave only limited data behind.
- Communicate to your visitors about your privacy policy clearly and make sure to keep all the nonessential fields optional.
3. Visitors are in a Rush
Even the quickest check-in process can take a considerable time for the visitor, especially if there is no one at the front desk. A long queue is yet another issue that most visitors have to face while going to the premises of a company. Here are a couple of issues that almost every visitor has faced at least once in their life.
- Long and slow-moving queues at the front desk.
- The front desk staff are unaware of the meeting and are struggling to provide you with the necessary information.
- The reception staff is not being able to connect to the host.
- Too much paperwork for you to fill in.
- An overly complex sign-in process.
Being the owners of your business, you have to understand that getting stuck in the reception area to fill out forms while you are running behind your schedule is never convenient for the visitors. There is no doubt that technology can help. Rather than using the traditional pen and paper methods for managing the flow of visitors, you can easily use the smart applications available in the market to streamline the process perfectly.
There is no doubt that a streamlined visitor management process can create positive impacts on your visitors. If you understand that, then why are you not installing any smart iLobby Visitor Check-In App? Talk to the customer care personnel today and install such a visitor management application in your office today.
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