Archive for the ‘Uncategorized’ Category
Even the most seasoned event organisers can get bogged down by the logistics of an event. Everyone knows to plan for the worst and hope for the best. Venues, technology, and entertainment are just some of the major stressors, but they don’t have to be. Knowing your audience can make entertainment and venue selection easier, while making sure you’re providing the proper tech support can keep little issues from popping up at show time.
12 months free access to Visitor Contractor Management – On Demand – Just tell us how much you spend annually on Visitior Management Books!April 16th, 2013
How much do you spend on Visitor Management Books annually, I was shocked to hear one of my recent inquiries just two weeks ago was spending….Read More
Tell us how much you spend on Visitor Management books annually to go into the draw to win 12 months full access to visitor, contractor management – on demand
Electronic Visitor Management Systems or Visitor Sign in Books? Tell us your story and win 12 months access to Electronic Visitor ManagementApril 11th, 2013
This week I have had two of the most surprising conversations I have ever had around visitor sign in books. We all know visitor sign in books because most of us at some stage would have been asked to sign into a visitor book when arriving at a business, factory or building.
Visitor sign in books date back way before I was even born. I remember many times looking through the book as I myself signed in to see who had signed in before me, always checking to see if one of my competitors had already been to present their products.
Visitor sign in books in general are not really that exciting, when the alarm goes off for a fire drill typically reception picks up the book and everyone runs outside. Once outside you can check off all the visitors and your job is done…..well not exactly….over the years people have started to realise when doing fire drills that many people are not being tracked via the visitor book.
How do we track employees, contractors, courier drivers and more. It is true the traditional visitor sign in book was exactly that…..a sign in book for visitors.
Move forward to today and electronic visitor management systems allow so much more information to be collected in preparation for planned fire drills and the unexpected emergencies. Electronic visitor management systems today can track visitors, contractors, employees, courier drivers and more.
What was so surprising I hear you say about my visitor sign in book conversations this week…..One customer with multiple locations told me on one very busy location they spent $4,000 for visitor sign in books that only lasted 6 months. A second customer made my jaw drop when he explained after completing an audit of the costs of his visitor sign in books for 3 locations that the cost for 12 months was in excess of $20,000. Sure the visitor sign in books were personalised for the company but wow….20k just for visitor sign in books.
If you are using visitor sign in books in your business and you would like to save many thousands of dollars by moving to a more advanced electronic visitor, contractor management solution please give me a call, I am sure your company would be very pleased to reduce the cost of managing visitors by many thousands of dollars.
In fact I am going to make an offer available for two companies to have access to our Visitor Management Solution at no charge for 12 months, all you have to do is email to me confirmation of the annual cost of your manual visitor management books. Each company who sends through confirmation of the cost of the visitor sign in books for 12 months for their company will go directly into a draw. At the end of April 2013 we will draw 2 company names and those 2 companies will win 12 months full access to our electronic visitor and contractor management system which includes full training. The names of the companies will be posted on our blog as soon as they have been notified,
Want to start a 30 day free trial…..just give us a call and we will get you started
Tell us how many Visitor Management books you use in your company and win 12 months free access to Visitor Management, Contractor Management. CLICK HERE to let us know and you can win
When you implement a visitor management system like a turnstile, you are also ensuring that your regular staff and contractors are signing in when they appear for their shift. From this perspective, there are a number of benefits:
- You always know who is onsite, which is important for emergency reporting, and evacuations.
- You can keep track of when employees have arrived to start their shifts.
- Shift changes are monitored.
- Security is not needed to monitor employee whereabouts.
- You can ensure employees leaving for lunch breaks return on time.
While you may have worker’s compensation measures in place, as well as accident liability guidelines for your staff, there is nothing to legally prevent you from a legal hassle if something happens to visitors on site. As a result, it is essential that you look into having visitors sign some kind of liability form or waiver before they come on site.
This waiver should outline that you are not responsible for visitors that do not follow safety guidelines or that do not remain with an assigned guide that is to stay with them while on site. There are a number of different ways that you can ensure that visitors sign and read these liability forms. For example:
- Have visitors sign a physical form when signing in with the receptionist. Of course, this does require that someone be there to deal with and greet all site visitors.
- Have supervisors responsible for taking visitors through the site get all visitors to sign a liability waiver.
- Use a visitor management system that requires all visitors accept to waive liability before going onto the site.
Every month that went past last year we got asked more and more for Contractor Compliance. I heard many stories through the year and will relay a couple of them here, let me know if this sounds like your current situation.
I was chatting with a company who had in excess of 4000 contractors across hundreds of locations, the reality was the current paper based system was not coping with the needs of today, the paper based system had been in place for more than 15 years and the company had grown significantly in this time.
We established 3 major problems with a paper based compliance system.
- It took hours to clarify any simple piece of information, days to confirm actual compliance of a contractor and weeks when more detailed information was required.
- Major portions of the contractors had compliance that expired including inductions, licensing, public liability
- Large amounts of information was missing when records were finally checked in detail chewing up hundreds of hours.
From this information we confirmed 3 huge advantages for electronic compliance
- You can have anything you want confirmed within minutes using an electronic compliance system.
- Automatic date driven alerts give warnings prior to and at the expiration of inductions, licensing, public liability and more.
- You can give permission to contractors to upload all relevant data including certificates, PDF’s etc to be approved.
We became acutely aware after talking to hundreds of companies of the thousands and millions of hours lost each year to paper based compliance solutions and recognised that an electronic compliance solution was required for your data no matter how many locations or contractors you have.
Another company with Contractors being sent out to customer locations had to ensure public liability, workers compensation requirements were being met. More than this the company also wanted to give the ability for each contractor to check in and check out electronically while on site giving live data back to head office of the time the contractor arrived and left location.
As the contractors were turning up to locations they had never been before the company also wanted to give the ability for the company hosting the contractor to visualise through the contractor management system photo identification of the contractor who turned up on site with the host.
The ability to improve your manual compliance system is here today, give me a call and tell me about your challenges this year!
There are a number of reasons why it is important to know who has been on your job site during the various days, weeks, and months that have passed.
- Liability issues – if something comes up later down the road that requires you to track everyone that was on site at a given time, then it is important to have those records available. While you may be able to provide this for employees based on their scheduled shift, it is essential to have this information on hand for visitors as well. This is a bigger issue when safety or a liability issue comes into play.
- Emergency evacuations and reporting -after an emergency has occurred, it is important to account for everyone. Tracking visitors that are onsite is the only way to truly ensure that you know exactly who was there, and where they may have been.
- Employee payroll issues – if employees have personal or professional visitors, that could account for some of their hours worked if there is ever a payroll dispute.
Share your insights with us on your Evacuation Process so we can share the collective results with you as an Infographic in early 2013.
The team at WhosOnLocation are in the process of gathering as much research and data as possible on the way organisations evacuate their premises. Visitor Management, contractor Management and employee management all need to be managed through an evacuation. We are looking to share with the public and our followers the key insights gained from a wide range of organisations and demographics. If you are a health and safety professional, property manager or other person with responsibilities for managing evacuations we would greatly appreciate it if you could complete our short 2 minute survey.
We do not ask you who you are or the organisation you represent so your responses are not identifiable in any way.
Building a Business Case for an electronic for your business is not as difficult as many people think
Some items that will need to be included in your case study….
# Regulatory and Compliance
# Government Regulations
# Organisational Policies
# Improved Security
# Improved Reception Productivity
# Evacuation Management
# Asset and IP Protection