In every company, large or small, a multitude of visits occur daily, some of them institutional, others merely business or commercial, and even, to a lesser extent, personal. Regardless of its formality and relevance, the company can take advantage of these visits to generate closeness and strengthen its brand.
Whatever the type, visits, for the best image of the company, must be structured according to the characteristics of the company. You can make use of registration check in software in this case now.
By simply establishing the way of behaving of the people involved, the order in the route or the duration, we will have a lot of gain in terms of the image that we transmit to those who visit us. Therefore, good manners, courtesy and order must be taken care of to the fullest.
Aspects to consider in the planning of visits:
It establishes a protocol for action, in a formal and written way, detailing the steps to be followed taking into account aspects such as the type of visit, the reason, number of attendees or duration. In this way, any worker will have the necessary guidelines to intervene and act according to the objectives of the company.
Prepare this procedure manual in collaboration with the company’s Management and those responsible for the different departments or areas of the company, including the security and press department, if the company has them. If, on the other hand, the company is small and does not have those departments, it will be necessary to designate a person in charge who, together with the management, will design the strategy and the procedure to be developed from the beginning to the end of each visit.
If it is you who organizes the visit and it is not an external request, it determines well who you are going to invite in each case, depending on the claims, commercial, institutional or promotional. It is not the same to organize a visit for potential clients than to receive authorities. Make a list of guests and send invitations that indicate the date, duration, reason for the visit, capacity and route.
To avoid last-minute surprises or that strategic guests do not attend, it is essential that you confirm attendance days before the scheduled date. Once you have all the confirmations, make the final list with the information of each guest so that on the day of the visit you can easily identify each of the visitors.
Attentions will be determined by the range of visitors. The highest level visits will be received by the highest positions of the company, the second level will be received by the management positions, and finally, the general ones will be received by the head of the department involved in the visit or the person in charge of the institutional relations or the protocol, if applicable.
Establish in advance who will be responsible for receiving the guests and where they will wait. Depending on the range of the guests, it will be done in one place or another.