Now that remote working has become the norm, many offices are getting quieter. Not only are there fewer employees around, but the number of visitors has declined as well. The reception desk needs to transform, because the operational costs of a traditional reception desk can no longer be justified. The mail is processed daily, phones are answered, and visitors are greeted. Receptionists also fill their working day with accepting, signing, and storing deliveries and parcels and notifying employees.
What follows is a handy, 7-step plan to switch to a virtual reception. The main advantage being average cost savings of £46,000 a year. Let’s explore further.
Step 1. Reduce the paper mail
75% of paper mail consists of invoices, reminders, and other accounting documents. Agree with all your suppliers (and customers) to send invoices and mail directly to the appropriate department by digital means only. In three months’ time, you can digitise up to 90% of all incoming mail: no reception costs, much more efficient processing, and good for the environment.
Step 2. Automate the receipt of deliveries and parcels
Opening the door, checking a delivery, signing and stocking it, and notifying employees is all very time-consuming. Place a smart parcel box at the reception desk so that you can automate up to 30% of the reception staff’s tasks.
With a Send & Collect service, you can also send parcels through the same mailbox.
Step 3. Receive visitors with a visitor management system
Greeting visitors, signing them in and out, and informing the host is also extremely labour-intensive. A fully autonomous visitor registration system whereby visitors simply register themselves is not only faster, it is also safer and requires only a fraction of the traditional operational costs.
Step 4. Provide a safe and secure workplace for employees
Employees, too, benefit from a virtual reception. When they sign in, they pass a brief security check. The virtual reception keeps an overview of who is present and who is working from home. It keeps track of the office capacity 24/7, and in an emergency, you can create an evacuation list at the push of a button.
Step 5. Outsource telephone calls to the reception desk
Your mail is digitally delivered, parcels are distributed via the parcel machine, and visitors are greeted by your visitor management system. But what about the phones? Most calls today are made directly to the employee’s mobile phone or other device. The remaining incoming calls can be answered perfectly by a call centre. Employees receive an email and can call back when it suits them. This cost is also limited because you only pay by the phone call.
Step 6. Automate your material and document management
The reception desk is often used as a logistics crossroads, with employees easily leaving something behind for their colleagues or for a customer. Automate your internal logistics with a smart pickup point that is available 24/7.
Step 7. Let your receptionist perform valuable tasks