Visitor Management Best Practices (and How to Avoid Worst Practices)

Efficient visitor management hinges on meticulous visitor screening and identification protocols. By strategically adopting a well-structured approach, establishments can exert control over visitor mobility within designated zones, uphold comprehensive visitor records, and establish a precise chronicle of ingress. This repository of information proves invaluable for administrative functions, monitoring visitor movement, or facilitating inquiries in the event of any untoward incidents. Verifying and categorizing visitors substantially bolsters the protective layers around facility security and the well-being of its occupants. A robust visitor management system empowers establishments to proactively thwart potential threats and diminish the likelihood of illicit activities such as theft, vandalism, or aggression. Thoroughly confirming the identity of visitors effectively safeguards sensitive areas by allowing only those with explicit authorization to access them. Consequently, this exhaustive measure reduces the exposure to risks such as data breaches or unauthorized dissemination of confidential information.

Utilize 3 Deterrent Tactics

  • Barriers – Enforce the control of visitor movement within your premises by deploying tangible obstructions like turnstiles, gates, and securely locked doors. These security turnstiles manifest in various configurations, representing a class of mechanical gates facilitating entry for a single individual at a time. After a person’s passage, the gate automatically closes to avert any attempts at tailgating or unauthorized entry. By integrating turnstile entrance gates and access control barriers, security teams can efficiently manage the admittance of sanctioned individuals while concurrently mitigating the potential for unsanctioned breaches. In the context of a commercial establishment, the utilization of security turnstile gates tailors the situation to solely grant entry to personnel or visitors equipped with validated credentials. Meanwhile, inexpensive venues such as stadiums or train stations and pedestrian security gates are strategically positioned, permitting access solely to customers possessing legitimate tickets. This configuration is administered through access turnstiles, ensuring a seamless and controlled entry process.
  • Buddy-Buddy Escort Procedures – Avoid the scenario where visitors navigate your premises unaccompanied. The presence of an authorized employee at their side always serves as a safeguard, precluding inadvertent entry into restricted zones or exposure to confidential data. A proficient approach to visitor accompaniment necessitates designating specific staff members as escorts, guided by factors such as their role, department, or specialized knowledge. These selected escorts should undergo training in their escorting duties and a comprehensive grasp of your company’s visitor guidelines and access control protocols. Furthermore, it’s essential to establish a seamless communication framework for escorts to liaise with security personnel or reception staff should any issues or emergencies arise during a visitor’s visit. This proactive measure enhances responsiveness and swiftly resolves any unforeseen situations.
  • Access Control – Establish a definitive hierarchy for facility access and enforce resilient access control strategies to confine visitor entry to designated locales. These measures are pivotal in thwarting unsanctioned entry, mitigating the potential for theft or confidential data breaches, and ensuring alignment with industry mandates. The utilization of visitor access cards serves as a means to facilitate entry exclusively into predetermined sectors within your establishment. These access cards can be configured to possess time-limited validity or be subject to remote deactivation by security personnel when necessary.

The worst practice one company can avoid: not implementing a security and access plan!

Threshold Security’s system allows for Visitor Badges with “Expiring Technology” that change color overnight to prevent visitor badge reuse and unauthorized access to your building. A white badge means the visitor has signed in today and pink “VOID” means the visitor’s presence should be questioned.

Sarah Ross