Keep the Workplace Safe with Modern Touchless Visitor Management System in 2021
Various departments, cutting across industry verticals, in organizations are turning to Digital Transformation to automate their routine business operations daily. In line with such a trend, the alarming waves of the covid-19 pandemic have accelerated the trend. As businesses are keen to shield their employees from contracting the highly contagious viral infection are shifting their focus from traditional Visitor Management System using registers to modern, touchless visitor management systems(VMS).
The importance of a VMS at the workplace.
Visitors such as vendors, business partners, auditors, key stakeholders, branch heads may visit the Management of any facility frequently. Traditional paper systems are always prone to human errors in the entry of information and require a frantic search for tracking previous visits of the visitor when the information is asked for.
The current covid situation demands the screening of body temperature of visitors in a touchless operation using the integration of IoT with thermal sensing cameras & CMMS. As well known, the disease is highly contagious and one infected person can spread it to many at a time. Making several visitors wait at the entry points would not be fair.
Several companies, mainly MNC’s and Small to Medium Enterprises(SME) continue to manage work from remote locations and employees have also got accustomed to the new working environment balancing the work and personal life. The answer to the question “When will the workforce return to their usual workplaces” remains elusive. But the pandemic situation has started easing with several relaxations in lockdowns. So companies need to be prepared for returning to normalcy.
Track entire visitor journey
If you’re the proprietor of a business, you surely know how critical it is to put off your operations on hold for an unusually long time. Fortunately, there’s some hope amid some of the uncertainties of the pandemic. As a simple solution, you can manage the entire visitor journey right from pre-registration until they leave the premises using physical contactless operation with a professional touch. Moreover, the kind of impact you leave in the minds of genuine visitors using digital VMS is a first good impression which could be the best.
Improved Workplace Safety
With the quick and simple check-in and check-out features of InnoMaint VMS, you can also check if the visitor wears a mask properly. If not, Facility Managers and key stakeholders are immediately notified in their mobile
As the coronavirus constantly mutates itself with the fear of even a third wave in many countries this is going to be the way forward in many of the facilities – be it school, college, workplace, or any public facility. The traditional check-in and check-out sheets are prone to theft.
A Visitor Management System is capable of providing you with an easily traceable, searchable database of every single visitor who has entered your facility.
Easier tracking of Visitors inside premises
The VMS of InnoMaint CMMS is flexible in that visitor meetings can be easily rescheduled by the host with prompt communication to visitors in a seamless process so that you can avoid overlapping of visitor meetings with internal call conferences, interviews, and other events that demand your immediate attention.
In addition, any uninvited visitor can be evaluated and screened on the spot for safety before being allowed to step in. The details need not be entered in again and again for the subsequent visits.
Maintains a record of visitors
Innomaint’s VMS stores the details of every visitor in safe and secure premium servers with very high rates of uptime and quick access facilities. A modern VMS is a software that every business owner can pin their hopes on for enhanced security and the best way to manage visitors.
Apart from visitors, the software is useful for your employees as well as it also screens them for body temperature. So gone are the days of using fingerprint scanner/biometric attendance which were considered to be an advanced attendance system till now. Management can view the real-time visitor status – i.e., how many visitors are currently inside the facility, how many scheduled appointments are planned for the day along with the details of rejected visit requests from a unique Dashboard for VMS.
A recent survey on VMS
The recent market survey on VMS has indicated that businesses are investing in visitor and employee management systems in 2021-2022 for eliminating safety risks by adopting reliable visitor management systems. The report on this survey also forecasts that the demand for VMS is likely to scale up by a minimum of 13% per year until 2025. With a liking for an increasingly tech-savvy culture, people are expected to be impressed by the usage of technology in new and innovative ways.
Role of VMS in boosting productivity
Let’s set out to understand the kind of impression a visitor management system leaves on boosting organizational productivity. As a security system powered by AI and cloud a VMS removes the burden off your security personnel so that employees need not wait and queue up for entering or leaving their workplace which translates into higher engagement time at work. The real-time data reports on visitor management which are available at a distance of few clicks assist in making data-backed for driving productivity.
Warns You During Emergencies
Visitor management systems are bundled with SOS features, which alert the enterprise admin in the event of a fire or other natural disasters. Artificial Intelligence is powerful enough to plan an evacuation of a room or facility, as a whole. It can be integrated with various tools and platforms, such as Azure, Gmail, etc which makes data reporting and making out of data convenient.
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Solution To Workplace Preparedness for Anti-Covid19 Measures and Effective Remote Work Collaboration
Remote Work Program
The present times are the best to give a serious thought on Covid-19 safety, sanitizing, cleaning, workplace preventive actions, and the rest of anti-COVID-19 measures unarguably impacting the safety of equipment and people.
The Coronavirus pandemic has apparently changed the lifestyle of the society topsy-turvy within a short span of time. It has, in fact, expanded the horizons of the remote work programs. It has, indeed, proved the flexible nature of workplace policies could stretch backed by good productivity. As a good change amid adverse situations of Covid-19 even organizations with a traditional workplace culture have turned to encourage their staff to work remotely in a bid to uphold the good health of employees and check the spread of the malicious virus.
New workplace norms
The remote work program has taught us to tackle unexpected emergencies that may arise all of a sudden while balancing personal life with professional commitments. As well known, the lockdowns imposed by Federal & State Governments have failed to contain the spread of the virus. So we need to familiarize ourselves with effective digital collaboration tools that can closely substitute the usual face to face workplace communication between teams, prepare workplaces for functioning with limited staff strength & facilitate long periods of remote work during the COVID-19 era.
Why to invest on maintenance?
It is a wrong notion that maintenance activities can be deferred to a later stage. This belief is capable of positioning your company to chaos and unexpected failures to harm production cycles. Minimizing operational costs is absolutely necessary now so as to avoid difficult decisions regarding workforce, retain the right talent at each level by minimizing pay cuts, consider the human effort required to scale up the operations once the crisis abates, providing significance to the workplace safety. The current situation of the pandemic has sown the seeds for employees operating in shifts to meet and maintain the standards of social distance enforced by Governments over a long time. Keep legal compliances, EHS issues out of your primary focus by warranty maintenance, and regular inspections. The use of intelligent sensors attached to assets can provide you the key to best practices on maintenance.
Challenges posed by Covid-19
Regardless of the geographic locations and industry verticals, organizations will witness workplace disruptions. The organizations which effectively overcome those disruptions will be poised to maintain business operations throughout the period of the social health crisis and can better handle any future crises, too. As employees may work from either authorized devices as well as personal devices whose configuration and credibility are unknown securing the corporate networks and expediting the progress of work can prove to be challenging.
Engage and align employees
With the passage of months, a clear work plan can be established as employees get accustomed to the new work style and shall work in line with the plan. The role of leaders is especially important at this stage in helping out the employees by providing the resources required such as reference materials, directing the individual efforts to be in unison with the team efforts & towards the mission of the organization. Employees shouldn’t feel isolated and be included in relevant meetings to better understand what is expected from them and leaders can point to channels of help whenever required. It might be required to engage and align the employees with workplace culture if need be in the form of team building activities online sharing a lighter moment and better bonding between workforce.
Covid-19 and The New Normal
The new normal regarding enhanced social distance measures and Covid-19 precautions will continue to be around at least till the end of the current calendar year. Hence it is wise for organizations to plan for streamlining their maintenance operations than ever before. It is not an exaggeration to say such activities are critical to business continuity. To get a handle on maintenance you need to embrace the Industry 4.0 standards of the digital transformation of business.
Bring all maintenance activities under your scope
Digital transformation of your maintenance department with our InnoMaint cloud-based CMMS application makes it possible to achieve zero breakdown expenses through effective ppm and system audits. Technicians can perform full cycles of maintenance without returning to the office for several days. Managers can allocate tasks to technicians anytime from anywhere via a mobile app. The management can ensure continuous production cycles to make for the losses during the period when Covid-19 spread was at its peak. You can bring all the measures you plan to undertake for battling Covid-19 spread under the scope of our smart CMMS applicationthereby saving up to 30% of operational costs.
Drive productivity with increased visibility of maintenance
CEO’s and Directors can manage multiple business locations via a single application as all the stakeholders are unified in one integrated digital process.
Managing auto-generation of bills based on tax configurations is easier. They are well-positioned to establish a benchmark for performance. With increased visibility on the workload of technicians dynamically facility managers can prioritize the tasks based on the severity and availability of technicians. The reporting becomes easier for service engineers. The procurement team can strike a balance in maintaining the right inventory levels on sanitizers&disinfectant materials for electronic devices, floors, and staircase railings so that the facility management team does not run into a shortage of materials and purchase in optimal quantities.
Powerful KPI Metrics for measuring performance
Managing your workforce scattered in remote locations with metrics such as on-time arrival, First-time fix rate, etc, improving stakeholder communication, standardizing workflow using a well-defined process which has a record of each single service activity available in a moment, improving engagement of the workforce, enforcing environment and health safety with pre-defined and verified checklists, automated multiple and multilevel reminders & escalations to keep the management in the loop of deviations from well-established Service Level Agreements – all these are possible using InnoMaint.
Simplify communication & make it effective
It is needless to mention that the collaboration between maintenance teams is of paramount importance in the present times. InnoMaint facilitates easier and effective communication by a multimedia ticketing system as we firmly believe actions speak louder than words. So InnoMaint provides no room for miscommunication and tracks all the maintenance operations from a centralized database hosted in AWS with very high uptime. The solution can be set up for business very quickly and service engineers, maintenance staff can adapt to it in a very short span of time.
Help your field technicians when they need it the most
For service companies, a variety of appropriate channels for communication & the availability of help for technicians working on the field is essential to keep up the good work in the current and post corona era. InnoMaint makes this possible by proving progressive Q & A, the solutions to commonly occurring problems on specific devices in the form of knowledge base easily available to technicians in the form of the mobile app. Transparency in fieldwork is achieved through provisions for a five-star rating of the service, customers knowing the tentative time of arrival of engineers by GEO Location tracking, and a two-way feedback system for middle management to get to know the true picture of any complaints.
Integration of CMMS with other applications
InnoMaint application can easily scale up and connect with a variety of third-party applications such as video conferencing applications, accounting software, etc. as a part of making for improved and regular communication between stakeholders of the fieldwork or facility management.
To sum up, you can combat the challenges posed by COVID_19 despite the duration it will continue to prevail in the nation and mitigate its impacts by making a wise decision on maintenance management.
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