In an attempt to fight against the pandemic, COVID 19, all
workshops, offices, markets worldwide are closed. This is to stop the spread of
the Coronavirus and protect each other from being victims of the
pandemic.
Presently, every workspace from hospitals to food shops is facing
several challenges due to the outbreak of these pandemic viruses. No matter
what the nature and type of organisation it is, employers are facing
difficulties regarding their visitor operations. Even at this emergency period,
manufacturers need to keep a safe flow of employees, delivery personnel and
suppliers who need to move in and out constantly to perform their
operations.
Amidst this chaotic situation, what everybody is concerned about
is how to interact with people and prevent the transmission of the virus into
the bodies of the employer and employees at the same time. Following some
guidelines from the world health organisation, below has been given some tips
that will enable you to run your organisation safe and hygienic and manage your
visitor operations at this critical hour.
Inquire your visitors asking
suitable questions
Despite there has been a lot of changes in your social and
personal lives due to the outbreak of this pandemic virus, the need for
maintaining our sanctity of healthcare reports and privacy has not. Moreover,
when checking patients for potential coronavirus symptoms or signs, preserving
their privacy and protecting their Personal Identifiable Information should be
prioritized the most.
Several questions you need to ask the visitors before allowing
them to enter your building.
For example:
- Have they travelled to any foreign
country in the last 14 days? If yes, know the name of the country. - Have they been experiencing
fever-like signs such as shortness of breath or coughing? - Have they been in touch with any
person who has been detected having such symptoms?
The travel-related questions should be analysed frequently as per
your organisation’s safety standards and policies. As for the questions related
to the symptoms, id answered yes, the visitor should be permitted to enter the
organisation’s premises to prevent the potential spread of Coronavirus.
Implement the VMS mode
It’s advisable to ask the visitors the above-mentioned questions
ahead of time, so that doesn’t have to arrive on-site, thereby checking the
spread of the virus as much as possible. As a result of this, all your
necessary information will be available to you even before they enter the
building. For registering the arrival of contractors, an invitation with a QR
code can be implemented. For this purpose, please don’t use a paper logbook or
an excel sheet or make your receptionist register all visitor’s arrival
information. The aim of the invite first is they reduce contact with your staff
and other objects in and around you.
Reduce areas of contact
Human to human interaction possesses the maximum threat in this
context. Having visitors come and interact with the receptionist for fetching
information may put any of them at risk of infection. Switching to the VMS mode
will reduce these chances, eliminating the need for physical proximity and
minimising the need to sanitize places. The VMS service enables visitors to
receive an invitation and scan the QR code from the sign-in station afterward.
The information will then automatically be registered into the system, sending
a notification to the corresponding host.
Disinfect every object after
use
As per reports, it is known that the coronavirus can thrive inside
non-living things for a maximum of 2 to 3 days. So if you are using a manual
procedure for registering the names of your visitors, you need to disinfect the
pens, login book, counter and what not. Switching to the VMS mode eliminates
the need to do all this. Disinfecting an iPad that is used for the visitor
management system is comparatively easier.
Also, remember that preventive measures for checking the spread of
the virus goes beyond the reception desk. Frequently clean and disinfect all
other places. Objects that are frequently touched, like desks, doorknobs, light
switches, everything should be disinfected.
Go digital
Keeping in mind all these precautions, the best thing to do is
switch to the digital mode of holding meetings and conversations with people.
Try to analyse your business process and see if it’s possible to
reduce the number of employees working. Some need to visit the workplace and
does their works though. Also, check whether the administrative staff can stay
at home and hold digital meetings with their visitors or is meeting them in
person necessary? Is your medical staff equipped completely to take
appointments through telemedicine? Go through all this and take the best
measures judiciously.
People
have become increasingly cautious of this outbreak of the virus and it has
escalated concerns of organisations when it comes to managing their visitors
with visitor
sign in software. Amidst this pandemic, it is very essential to
stop any human to human interaction to prevent the transmission of this virus
any further. Business needs to think of alternative ways of dealing with their
visitors, check-in and everything. Follow the basic 5 steps mentioned above to
prevent the spread at the basic level. Be aware of this issue and spread
awareness among people. It’s best to stay home at this time and save the lives
of others.