Ensuring visitors feel welcomed and at ease is a key responsibility for front desk staff and office administrators. Since not all organizations are set up to have hosts immediately greet their guests, visitors often spend some time waiting in the lobby.
If their experience during this wait feels anything less than comfortable, it can leave a lasting impression, often negative, on how they view your company. This article will explore various strategies commonly used by office administrators to improve the lobby experience and create a positive impression of the organization.
Remove Extended Queues
Office administrators worldwide strive to avoid long lines in their lobbies, as these can demoralize staff and quickly create a negative impression of the company for guests. Extended waits may suggest disorganization or difficulty in the check-in process, leading customers to believe that the business struggles with efficiency. Implementing check-in kiosks can significantly speed up the visitor check-in process, allowing front desk staff to handle more unique inquiries simultaneously, enhancing lobby efficiency.
Pre-Register Visitors
An efficient way to streamline visitor flow in your lobby is by using a visitor management system with a “pre-registration” feature. This allows your guests to handle the initial steps of check-in before reaching your facility. It’s especially beneficial if your process includes time-consuming steps like orientation sessions.
By completing their pre-registration ahead of time, perhaps the day before, they simply check in at the kiosk upon arrival. The system recognizes that they’ve already completed tasks such as viewing your safety orientation video and signing the visitor agreement. Having visitor management software that simplifies the check-in process will make a great impression on visitors and show that your organization values their time.
Welcome Visitors With a Friendly Smile and Greeting
A simple smile has the power to make others smile as well, helping to reduce their stress, ease physical tension, and serve as an excellent mood enhancer. If a smile alone can uplift your visitor’s spirits, think about the impact of making eye contact and greeting them by name.
With AI becoming more common, the value of a genuine human connection has never been greater when it comes to creating a positive visitor experience. When welcoming visitors to your office, ensure they feel appreciated, expected, and genuinely welcomed. To accomplish this, a friendly and attentive front-desk team is essential, along with clear protocols for greeting guests. Communicate with your reception staff to set clear expectations on how visitors should be greeted and treated upon arrival.
Foresee Typical Requirements
Visitors often have needs beyond just attending their meeting. For instance, they might need to find the restroom upon arrival, or they could be thirsty and appreciate a cup of water or coffee. Some might feel a bit hungry and welcome light refreshments. In a large building, clear directions to the meeting room or floor are essential.
To enhance visitor comfort, consider offering refreshments, providing building directories, and clearly marking restroom locations. Additionally, today’s visitors might need to charge their phones while waiting, so having charging stations available demonstrates your organization’s attentiveness to visitor needs.
Create a Handbook for Your Team
To make a lasting impression on visitors, involve your entire team in creating a welcoming environment. While managers typically lead these efforts, fostering a positive experience is a shared responsibility. When everyone is committed, success becomes a collective achievement.
A practical way to support your team is by implementing a clear office visitor policy. This ensures everyone understands how to handle various situations and interact with guests effectively. By working together and staying aligned, your team can effortlessly create a warm, inviting atmosphere that leaves a positive impact on all office visitors.
Enhance the Appearance
Nobody enjoys being stuck in a dull lobby for 10 to 20 minutes while waiting for their host. Maximize natural light to enliven the area. Adding potted plants can also make the lobby feel more inviting and less sterile.
Consider installing a TV in a visible spot (preferably on the wall visitors face when seated) and keep it tuned to a neutral channel. The look of your lobby is one of the first things visitors will notice, so ensure it leaves a positive impression.
Endnote
With a top-tier visitor management system, businesses can boost security through facial recognition, simplify the check-in process, maintain precise records, and create a welcoming and lasting impression for every visitor. From arrival to check-out, each stage can be fine-tuned for seamless efficiency while preserving the warmth and professionalism that represent your business.