Lobby phone directories are hard to read and not effective when trying to locate your contact. Most of all, the small print on the directory lists make it very hard to read. With a visitor management system installed it can solve a lot of headaches and increase productivity.
Tales of Office lobby Experiences
My eyesight is not what it used to be and the day that I forgot my glasses on an appointment which brought me to the downtown core. My instructions were to come to the eighth floor and pick up the phone directory to call my contact. Just above the phone on the wall was a list of names with the contacts. The print was so small that I could barely read it.
Luckily for me, a young man walking out of the office ask me. “who are you looking for” as I told him the name of my contact, he replied the extension number. Thank God he came out when he did because I don’t know how long I would’ve been there trying to read the small print on the office phone directory. When I finally called the extension number, it rang the contact’s desk landline, as luck would have I got directed to his voicemail of course. At this point, I’m running late even though I arrived on time between the five minutes of trying to read the directory list and another five minutes trying to contact my host on his phone desk. I pull up my phone and to send him an email. As luck would have it, I had NO cell phone reception which is very common in Toronto downtown core. At this point, I felt really stuck and frustrated. Thinking, why couldn’t they have a receptionist or the very least, a visitor management system? I bet you knew I was going to say that. To be totally transparent, when this transpired a few years ago when visitor management systems did not exist. Back then, I was just thinking of a way that of processing visitors could have been automated.
Finally, another two individuals walk out of the office and I asked them if they can assist with contacting my host. One thing led to another and 18 minutes later I made contact with my host. (“Houston, the lunar has landed”) That was exhausting. I would imagine many of you can relate. Unfortunately, this is a common occurrence, and everyone loses time. Very few hosts think about waiting by the door for their expected appointment, especially when you know you have terrible cell phone reception for visitors. We’re just all too busy these days.
In another instance, I was left out in the cold, literally! Once again, another scheduled appointment, the front lobby receptionist was not at her desk as she took a snow day. As you can see in my reflection we had a bit of snow. In the cold vestibule, I was knocking the glass door for 15 mins waiting for someone to come to the front lobby to let me in. This time I had a cell phone reception to call my host landline.
Finally, other staff came to the door. After they thawed my fingers off the front door they let in and greeted me with hot tea. When I regained feeling in my fingers and face, my host told me, since he did not recognize the phone number he declined to answer the call fearing it was a telemarketing call. Sometimes you just cannot win. I know im not alone in these scenarios and many of you have had similar experiences, these are just a couple of Tales and Antics that I have experienced
So, what’s the solution to this Visitor management issue?
I know some of you’re probably thinking, get laser eye surgery or don’t forget your glasses and wear the proper snow clothing next time. Haha 😆No, that’s not the solution. MyLobby’s Digital Tablet Directory sends an email and text notification to your host. You can simply replace your phone with a tablet directory. So you can clearly see the list of names on the digital directory and click their name and BATA BING-BATA BOOM with text and email notification they know you have arrived. Don’t expect them to roll out the red carpet unless you are a Hollywood star.
The benefits are:
- Immediate connection
- Digital secure visitors are logged
- Saves time
- Increase the corporate image and brand
- Two-way communication
#visitorSigninsheet #visitormanagementsoftware #MyLobby #officephonedirectories #visitormanagementsystem