Fully transitioning to a paperless organisation is becoming increasingly necessary in the workplace, post-COVID-19. Efficient digital visitor management aids the change from paperless to digital seamlessly and securely. By digitising your visitor management experience, your workplace is reaping the benefits of a more secure, more sustainable and hugely cost-effective organisation.
Understanding the Digital Revolution of Today
It is no secret by now that the digital revolution of recent years has impacted the way we use paper within our workplace. The ultimate objective of any professional office space, therefore, is to provide a paperless operation for ultimate organisation and commitment to an improved global conversation.
The convenience of going digital and being a paperless operation can save your company issues with logistics and filing relevant documentation, meticulously. Valuable visitor management is sure to increase your company’s overall productivity.
A Shift Towards Contactless Procedures
With the recent disruption to daily life from the Covid-19 pandemic, TDS has enhanced the workflow capabilities of our TDS Visitor solution to provide global organisations with a contactless check-in procedure for back-to-work practices, preparing for a workplace post-pandemic.
Creating a Fully Digital Workplace to Future-Proof Your Workplace
With an over-reliance on paper-based reporting, traditional methods require multiple hours of administrative labour and large quantities of paper to ensure third-party data is stored, filed and secured safely.
With modern Visitor Management solutions, the reliance on paper is eliminated as visitor details are stored, filed and easily accessed in the solutions' back-office. Should a third-party wish to have their data purged or made anonymous after their site visit, receptionists or administrators can simply search for the guests' name or reference number and make the requested changes.
Here are the key reasons to create a fully paperless workplace procedure:
1) Go Paperless at Reception with Digital Forms
As is the case with almost every organisation around the world, when visitors and contractors arrive at reception desks to check-in, they are greeted with a seemingly endless list of forms, permissions and contracts they are required to sign before receiving their access pass. In the past, when these forms were signed, receptionists were required to make copies of these files, log them and file them in an organised manner so they can be found again should they ever be required.
TDS has eliminated this tedious process from Kiosks, enabling our Super Enterprise clients to avail of a seamless and user-friendly experience. TDS Digital Forms offers clients improved security and provides greater operational efficiency, placing less strain on office materials and storage facilities.
2) Superior Security Policies and Improvements
Whilst a standalone visitor management system is a big improvement on any paper system in distinguishing visitors and why they are present, organisations need to adopt a holistic approach to site security. Integrating visitor management and access control to tighten security policies and improve operational efficiencies.
The security of your companies systems and facilities should be of significant importance. Storing documents in the cloud are safer than keeping sensitive files in an office. Digital documents are encrypted and protected by numerous layers of security, and access can be restricted to only a few individuals.
Furthermore, digital files don't run the risk of getting lost due to theft or fire, which are occasional occurrences for small businesses.
3) Long-Term Cost Efficiency
Cutting out the paper in your company means reduced costs for your business. If you are a business that finds itself paper-dependant then you will need to purchase cases of paper regularly to have full stock on hand at all times. Digital information can be shared without the use of paper, printers, scanners, photocopiers.
Think of the numerous process and devices used in your company which involve producing physical paper documentation. Digitising your companies visitor management is the easiest and most cost-effective step your company can take to see a difference in your companies monthly spend. Along with this, when your organisation applies a digital system, it means that they will no longer require reception or front-of-house staff or front-of-house meaning your organisation would save a significant amount of money on a variety of reception costs.
4) Improved and Seamless Office Efficiency
Also worth noting is that tradition filing cabinets take up a surprising amount of space for holding physical documentation. Without realising it, the square footage that these cabinets occupy in your office space determine and represent a sizeable portion of your lease costs.
If you own your office space, floor space previously used for physical storage of documents can be reallocated for revenue-generating business processes. One such implementation should be a visitor management system.
In today's digital workplace, businesses need to keep a record of everything related to their organisations data. Digital workplaces allow for unlimited storage of data with auto-generated audit trails.
Organisations have an opportunity to easily view the full records of any document and identify all users activities. This type of visibility is proving essential as more businesses face complex document workflows involving both internal and external stakeholders.
Enhance Your Workplace in 2021 With a Digital Visitor Management System!
TDS' main mission of 2021 is to assist global organisations' return to work safely and to prepare for a workplace post-pandemic. With TDS Visitor SE2, your visitor management system will have all new pandemic-proof features to help users return to work with confidence. This combined with the TDS Safeguard solution is providing companies around the world with a safe and secure solution etc.
Learn more about all of these visitor management trends and predictions by clicking the link here below to book a free demo with one of our visitor management product specialists. Make sure before the new year strikes, that your company has a plan in place to protect, and assets.