Visitor's Management System
Project Duration
3 Weeks.
Project Summary
In today’s fast-paced business environment, managing visitors efficiently and securely has become a critical component of maintaining organizational integrity and operational effectiveness. Growing companies attract a vast array of visitors—including clients, partners, contractors, and vendors and it is expedient that a procedure be implemented to properly cater to their needs, track and monitor their activities for timely reporting and incident management. Thus, implementing a Visitor Management System (VMS) is increasingly essential. A Visitor Management System offers numerous benefits that address both security and operational needs. It enhances security by meticulously tracking who enters and exits the premises, provides real-time digital records, ensuring accurate and tamper-proof visitor logs. This heightened level of security is crucial for safeguarding sensitive information, protecting assets, and ensuring compliance with industry regulations.
Project Objectives
The objectives of the Visitor Management System (VMS) are as follows:
Tracking & monitoring visitors
Better customer service
Data Compliance
Enhance work safety
Project User Category
Administrator
Front Desk Officer's
Staff
Visitor
Design Process
I applied Design Thinking to create a seamless and secure Visitor Management System. By identifying user challenges, rapidly prototyping, and iterating based on feedback, I developed an intuitive and efficient solution. This approach made the design process more user-focused and effective, ensuring a balance between usability, security, and operational efficiency.
Key Learnings
As a designer, it’s important not to overlook the offline user experience—it should be considered throughout the design process.
After completing the initial design, we discovered a gap in our solution: front desk officers could only call staff via extension lines, not their personal numbers. Additionally, many staff members had not been onboarded. To address this, we later integrated a staff directory within the portal, listing all employees along with their mobile extensions.
Key Achievement
The biggest achievement was reducing the turnaround time for front desk officers to onboard visitors, allowing them to complete the process efficiently without leaving their desks.
Future Enhancement
For further enhancement, integrating the access control system with the portal could streamline operations. This integration would enable the system to automatically check whether the host is in the building, removing the need for the front desk officer to manually verify their availability.