Upgrading Our Visitor System: A Practical Improvement for Our Small Business
I’ve realized it’s the little things that you don’t think about that end up being a big risk to your business. Maybe because you don’t think about them. With CMMC regulations, you have to think about EVERYTHING. When it comes to visitors, we have historically allowed visitors, vendors, delivery people etc. come into our business and take care of whatever they needed to without verification of who they are. This sounds risky even saying it out loud, now. This is one of the very practical improvements that CMMC has brought to the surface about risk to our business. The people who you let roam around your building, matter.
We took baby steps into this required visitor management system. We went from having no system to placing a clipboard in the shipping and receiving area and a logbook at the front desk for visitors to sign in and out. The front desk staff was naturally burdened with this task. She acts as an inside sales rep in her job functions helping to sell to customers on the phone or walking in. Her duties are so much more than a receptionist. Yet, the sign in system put those tasks on her because she was physically there.
As visitor citizenship verification, NDA, and consistent monitoring became a requirement, a more structured system was needed.
Selecting an Appropriate System
Budget considerations were important as we didn’t want a system that was going to be hundreds of dollars a month, but efficiency and professionalism were also priorities. Our Managed Service Provider (MSP) presented several options, and after research, The Receptionist was selected. The total cost—including hardware (an iPad and a Bluetooth-connected badge printer) and a basic annual subscription—came in at less than $2,000. There is a monthly or annual subscription but that is based on how many contacts you need in the system for visitors to meet with.
Features of the Automated System
The system provides a more structured approach. Visitors sign in on the iPad, which then the Brother printer prints a badge. This eliminates the need for manual logs or lanyard visitor badges that people hated anyway.
A key feature is staff notifications. Once a visitor signs in, the relevant team member receives an email notification and can communicate directly with the visitor in a two-way communication. This reduces the workload on the front desk employee, who can focus more on sales responsibilities rather than visitor management.
A Practical and Cost-Effective Upgrade
For an investment of less than $2,000—including the first year of service—the system improves visitor management while maintaining compliance. It enhances security and creates a more organized process. The professional appearance is an added benefit. My staff really thinks the system looks nice and is really cool.
For small businesses seeking an efficient, cost-effective visitor management system, The Receptionist is a practical choice and at this point, I would recommend it.