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How to Create a Great Visitor Experience with Check-ins, Wayfinding, and Maps

visitor experience, office check-ins, wayfinding, office maps
The Robin Team
Published on
February 27, 2023

As offices reopen, many companies are reassessing what work looks like – and that includes welcoming guests. You want visitors to have a positive experience at your office: as the saying goes, you never get a second chance to make a first impression. If you’re ready to do away with a traditional sign-in sheet at a reception desk, it might be time for some new visitor management tools. Learn more about how to enhance the visitor experience.

What is visitor experience?

The visitor experience includes every interaction that a guest has with your staff, office environment, and technology. As a business, you should be taking proactive steps to ensure these interactions are positive. Whether you’re welcoming prospective clients, job applicants, or new contractors, you always want to make a strong first impression.

Your company probably already has a system in place for welcoming visitors, whether it’s formal or ad hoc. You can start to assess your visitor experience by asking these questions:

  • What information do guests receive before they arrive at the office?
  • Do visitors know where to park and how to enter the building?
  • Is the check-in process clear?
  • Is the office easy to navigate
  • How do staff members know when a guest has arrived?

Making your visitors feel welcome and comfortable is an important part of communicating your brand identity. You want every guest to be excited about the prospect of working with your organization – not confused about where to go or what to do when they arrive. 

What is check-in software?

Historically, you might have had an administrative employee who welcomed visitors at a reception area. Today, however, many companies are moving to contactless sign-in processes. This is made possible with check-in software. Guests may sign in at a kiosk in your office’s lobby or main entry. Or, you can use a web-based tool or app so that they can check in straight from their mobile device.

This check-in software offers many benefits:

  • Efficiency: Upon arriving, visitors can quickly sign in without the help of front desk staff and get connected to the office Wi-Fi network.
  • Convenience: Hosts can be notified of the guest’s arrival in real-time, instead of waiting around in the lobby for their visitor to arrive. 
  • Security: You’ll have a digital record of everyone who has entered the building.
  • Support: You can integrate different resources to support your guests, such as digital office maps to help them find the right meeting room.

Plus, with the staying power of hybrid and remote work, you may not have the resources to support a staffed reception area. Contactless tools mean you can make guests feel welcome even if you don’t have a receptionist.

What is wayfinding?

When you arrive at a place you haven’t been to before, you likely use visual cues to get yourself to the right location – you might look for a directory, map, or other signage. Wayfinding is simply the set of tools we use to orient ourselves and choose the best route. 

In the world of work, wayfinding is an important concept for visitor management. Avoiding confusion and helping people get where they’re going ensures they have a seamless, positive experience.

In-office wayfinding tools include maps, directories, and other signage. These tools can be static or digital. For example, it’s typical to have static signage outside an elevator bank that explains which offices are on each floor. But in a hybrid office environment, static signage might not always be the best fit.

Digital signage can be a good option for flexible setups where employees may not have fixed desks or offices. With app-based tools and digital displays, you can update information in real-time so visitors are directed to the correct location. 

Digital wayfinding tools are a great solution when you’re hosting a conference or workshop, but they can help your office run more smoothly daily. For example, you can use a visitor management app to sign in guests, share maps of your office, and alert hosts when their guests arrive. You can even share event materials ahead of time so attendees arrive prepared to dive in.

What should be included in an office map?

One of the most universal wayfinding tools is a map. Traditionally, the office floor plan was a static sign taped to a wall – not very helpful for a first-time guest. But with visitor management software, your guest has a wayfinding solution in their pocket. Use these guidelines to help you create a digital map of your office:

  • Label spaces: You know where the marketing staff sits, but your guests probably don’t. Label floors and areas by department or team, and make sure conference rooms and other meeting spaces are marked, too.
  • Locate employees: Visitors to your office usually have a key contact person. A built-in employee directory lets individuals locate one another quickly.
  • Don’t forget amenities: Make your guests comfortable by marking where water fountains, coffee stations, kitchenettes, and restrooms are. If you provide guests with access to copiers, printers, or office supplies, be sure to note those, as well.

If you have an integrated room check-in system, your digital office maps can also show which events are happening in real-time.

Welcome your guests with help from Robin

Robin knows that the right tools empower everyone at your company to do their best work. We work with businesses of all sizes to help them implement solutions that improve both the employee and visitor experience. 

Our user-friendly office management and wayfinding software makes it easy to welcome guests, reserve workspaces, and collaborate with colleagues. Best of all, with workplace analytics and reporting features, it’s easy to track space utilization and refine your office setup. 

Want to learn more? Schedule a demo or get your team started for free today.

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