For all intents and purposes, let’s say you’ve already decided your organization needs a new visitor management system. Maybe the old one is obsolete or you don\u2019t have one in place yet at all.<\/p>\n
<\/p>\n
But even if you (and a few close team members) are convinced of the need, does everybody else in your organization feel the same way?<\/p>\n
When faced with something new and seemingly \u201crevolutionary,\u201d we all tend to be a bit wary by nature. Some of us have been to outright reject change right away.<\/p>\n
To prevent any internal friction, it\u2019s a good idea to get everyone on board with the idea<\/strong> of a visitor management system before you even think of choosing one.<\/p>\n There’s that saying about having too many cooks in the kitchen, but could the same be said about internal stakeholders in your decision-making phase? Absolutely not.<\/p>\n With most SaaS solutions offering free trials (see our tips on how to maximize SaaS free trials), it’s a good idea to have as\u00a0 many of your stakeholders try the software before making an informed decision.<\/p>\n In fact, we recommend it in our free ebook on how to transform visitor management from a process into a journey, by “getting rid of the signing-in book in 5 steps”<\/p>\n Essentially, you need to think of the process in three phases:<\/p>\n So which internal stakeholders should you consult when picking your visitor management system?<\/p>\n <\/p>\n Your company comprises multiple departments working in tandem. Each group has their own set of needs and ways of operating. So the visitor management solution you choose has to be able to cater to each groups needs individually.<\/p>\n We’ve narrowed down the top 7 internal stakeholders you’ll want buy-in from.<\/p>\n Let’s take a closer look at each stakeholder, their high level needs for a visitor management system, and what kind of questions they may pose during the vetting process.<\/p>\n <\/p>\n 1. Security\u00a0\u00a0<\/strong><\/p>\n Your security staff handles safety for everyone and everything on your premises. So for them, unknown visitors are all potential threats until proven otherwise after screening. If a new visitor management system can help your security team work better and faster, then you’ll have an easier time getting their buy-in.<\/p>\n Key questions:<\/strong><\/p>\n For security, we can now put a name on the face and it’s a lot more efficient for us. It gets people through a lot quicker, and prevents hold-ups to be honest.<\/strong><\/p><\/blockquote>\n \u2014 Peter Jones, Security Officer, Lucozade Ribena Suntory<\/p><\/blockquote>\n Security needs:<\/strong><\/p>\n Your IT team is the backbone of your tech infrastructure and will look at your new visitor management system as the next big tech investment.\u00a0 Working with a SaaS provider means you’ll have a virtual IT team to help you remotely so you don’t have to bug your own department.<\/p>\n Your reception team is responsible for your company’s front line. They’re the ones who first greets your visitors, assist them with the check-in process, and make sure visitors are taken care of. So the addition of a visitor management system will radically affect their days.<\/p>\n They, especially, need to accept, support, and work with any new system you get.<\/p>\n As people directing your company and in most cases controlling the purse strings, acquiring senior management\u2019s approval is a top priority. If you\u2019re a senior manager yourself, this should be easier to achieve.<\/p>\n Thanks to GDPR and other compliance laws worldwide, you have to be very careful with any new visitor management system you choose.<\/p>\n As your legal team will be quick to remind you, your front desk can attract fines unless it\u2019s compliant with local and, occasionally, international data privacy laws.<\/p>\n What do the marketing & HR teams have to do with the visitor management?<\/p>\n Well, both teams are in the business of making solid first impressions and convincing the general public to trust with your organization. They\u2019ll want a system that supports their goals and branding strategy.<\/p>\n Finally, we come to group who’ll most likely be meeting hosts. Ideally, they’ll\u00a0 welcome a cloud-based visitor management system. But it will definitely help to have them be a part of the running trials.<\/p>\n If and when they see the benefits of having one, and how it makes their day-to-day easier, then you’ll see higher adoption rates after implementation.<\/p>\n <\/p>\n","protected":false},"excerpt":{"rendered":" To prevent any internal friction, it\u2019s a good idea to get everyone on board with the idea of a visitor management system before you even think of choosing one.<\/p>\n","protected":false},"author":26,"featured_media":37953,"comment_status":"closed","ping_status":"closed","sticky":false,"template":"","format":"standard","meta":{"_acf_changed":false,"content-type":"","inline_featured_image":false,"footnotes":"","_wpscp_schedule_draft_date":"","_wpscp_schedule_republish_date":"","_wpscppro_advance_schedule":false,"_wpscppro_advance_schedule_date":"","_wpscppro_dont_share_socialmedia":null,"_wpscppro_custom_social_share_image":0,"_facebook_share_type":"default","_twitter_share_type":"default","_linkedin_share_type":"default","_pinterest_share_type":"default","_linkedin_share_type_page":"","_instagram_share_type":"default","_medium_share_type":"default","_threads_share_type":"","_google_business_share_type":"","_selected_social_profile":[],"_wpsp_enable_custom_social_template":false,"_wpsp_social_scheduling":{"enabled":false,"datetime":null,"platforms":[],"status":"template_only","dateOption":"today","timeOption":"now","customDays":"","customHours":"","customDate":"","customTime":"","schedulingType":"absolute"},"_wpsp_active_default_template":true},"categories":[7,1],"tags":[419,361],"class_list":["post-37680","post","type-post","status-publish","format-standard","has-post-thumbnail","hentry","category-blog","category-eptura","tag-blog","tag-eptura"],"acf":[],"yoast_head":"\n3-step process to getting buy-in from internal stakeholders<\/strong><\/h2>\n
\n
Your 7 key internal stakeholders<\/strong><\/h2>\n<\/div>\n
\n
\n
2. IT<\/strong><\/h3>\n
Key questions:<\/strong><\/h4>\n
\n
IT needs:<\/strong><\/h4>\n
\n
3. Reception Staff<\/strong><\/h3>\n
Key questions:<\/strong><\/h4>\n
\n
Reception needs:<\/strong><\/h4>\n
\n
4. Senior Management<\/strong><\/h3>\n
\u00a0Key questions:<\/strong><\/h4>\n<\/div>\n
\n
Senior management needs:<\/strong><\/h4>\n
\n
5. Legal<\/strong><\/h3>\n
Key questions:<\/strong><\/h4>\n
\n
Legal needs: <\/strong><\/h4>\n
\n
6. Marketing & HR<\/strong><\/h3>\n
Key questions:<\/strong><\/h4>\n
\n
Marketing & HR needs:<\/strong><\/h4>\n
\n
7. Employees<\/strong><\/h3>\n
Key questions:<\/strong><\/h4>\n
\n
Employee needs:<\/strong><\/h4>\n
\n