Visitor Management On Demand

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Are you looking after your Lone Workers?

We now find more and more people are working alone whether it be a permanent remote locations, occupations taking workers into private homes such as doctors, health and community workers, contractors coming to site or sales representatives. These scenarios mean workers are away from other colleagues or other people with no immediate assistance, therefore increasing workplace hazards and risks and the consequences can be more severe.
lone worker

There are some strategies and procedure you can put in place to improve lone worker safety. One is by implementing a Visitor Management System with the following features;

  1. Nominate specific employees to act as Safety Operators – these safety operators are notified by email or SMS when the employee or contractor signs in and states that they are working alone. They can also be asked how long they are due to be on-site and if they don’t sign out at the expected time the safety operator will be notified once again so they can check in on the lone worker.
  2. Set up Lone Worker questions at sign in – whether the worker signs in at a kiosk or offsite on their mobile you can capture presence data like working alone status, duration onsite, purpose of visit and area/zone they are working in.
  3. Lone Worker Geolocation Tracking – using a feature of Visitor Management called WolMobile an employee or contractor can activate Geolocation tracking which allows the organisation to view their presence on a Google map. This can be viewed via a dashboard.
  4. Lone Worker Notifications – communicate any safety information you may need to in a pop-up message that the lone worker must acknowledge when signing in.
    WOL_Mobile_2

To find out more about improving the safety of not only your lone workers but all the people coming onsite at your organisation with a Visitor Management System;

Visit -visitormanagementsystem.com.au
Call – 1300 800 077
Email –
natalieb@timeandpeople.com.au


It’s time to upgrade your manual sign-in register…

You know you have said it before, but now is the time to make the change and make 2018 the year to upgrade your old manual sign in books with an automated Visitor Management System.

Manual vs Auto Sign in LARGE

An automated Visitor Management System takes the hassle away from your current manual process and will free up time at reception and many other administrative roles and departments allowing them to focus on more important revenue raising tasks.

A Visitor Management System will replace the old carbon copy books to sign in visitors but it can also do a lot more, just to mention a few;

  •  Improve visitor safety with short onsite inductions and evacuation information and procedures
  •  Easily manage contractor and supplier profiles and compliance through a Service Provider Portal
  •  Create online induction courses for contractors and employees
  •  Manage employee attendance ensuring they are accounted for in an emergency evacuation
  •  Real-time data for reporting on employee presence, contractor hours, evacuations and so much more
  •  Asset Management takes the hassle away from tracking where those assets are and who is responsible for them

Added benefits are that the system is web based so there is no software to download and it can be deployed in minutes.

So, what are you waiting for?

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Visit – visitormanagementsystem.com.au
Call – 1300 800 077
Email – 
natalieb@timeandpeople.com.au

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Chamberlain select Time & People to implement Visitor Management software at Gosford location

Chamberlain_logo

Chamberlain Australia provide garage doors & fittings to customers all over Australia including through Bunnings. Em initially called after they saw WhosOnLocation at another location and wanted to replace the manual process currently in place that included a short powerpoint induction manually provided to visitors and contractors. Employees from other Chamberlain locations also had to sign in their presence on site when they arrived each visit.

Replacing a manual system like this with multiple components including employee sign in and sign out is made easy with a centralised visitor management software solution. The manual power point induction is now built into the visitor kiosk, staff no longer need to manually keep track of who has and who has not completed the induction. The self serve visitor kiosk with built in visitor induction now manages the initial induction and also the renewal of the induction in the future.

After implementing the electronic visitor management system with visitor self serve kiosk to replace the manual systems that were in place we asked a few questions about how the software is going….

  • How has WhosOnLocation assisted you in your business?
    • Getting away from the paper based sign in and sign out system. Having the Ipad kiosk has made our business a bit more professional. Makes a good impression.
  • How has WhosOnLocation assisted you with your Visitor and contractor management?
    • Easier to sign in VIP guests and group visitors without having to line up. Pre-registering visitors is a huge help.
    • I have yet to get Contractor Management on board, right now just getting used to Visitor Management side of things.
    • Have yet to trial evacuation management system. We have a fire drill in the coming weeks so will see how that goes.
  • What do you like most about WhosOnLocation?
    • Friendly support staff. I do feel embarrassed sometimes calling for technical support.
    • User friendly app.
    • Helpdesk is a great tool

 

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Visitor contractor induction compliance for aged care – How can this help you?

Aged care facilities have really taken off over the past 6 months where interest is very strong to replace archaic manual time consuming systems to manage visitors and contractors including inductions and insurances that are set up in a very decentralized way.  Many hours are wasted every week trying to maintain a manual visitor management system that in many cases also includes contractor management.

Recent discussions with Aged care facilities included not only discussions about visitors and contractors and the compliance of these people attending the location but has also included discussions about residents presence on site including many questions around the resident signing out there presence when they leave location for a true evacuation report.

WOLEvac7 FloorWardenlive update

A lot of what Aged Care requires is very similar to hospitals who are using WhosOnLocation Visitor, Contractor & Induction Management software like RPA, Concord Hospital, Liverpool Hospital, Canterbury Hospital,  Gold Coast Private Hospital and more, hospitals have a strong need to manage contractors and the compliance of the contractors including inductions as well as keys and access control cards.

How can Visitor, Contractor and Induction Management software help aged care facilities?

Visitors – having visitors sign in and out their presence on site gives you an instant electronic record of who has been on location. At the same time a visitor signs in there presence you can set a short induction explaining your expectations of the visitors while on site, for example no smoking.

Contractors – need to sign in and out there presence on site, need compliance completed in the way of insurances and qualifications as well as inductions. Induction_Expired

Employees – Can also sign in and out there presence on and off site if not already signing into a time and attendance system like Kronos or Deputy. Time and attendance data could be integrated into the visitor, contractor management software.

Residents – we are being asked a lot about the residents signing out there presence when they leave and signing in again when they return, every one I have spoken to is doing this now in a manual book and likes the idea of having this data electronic and more readily available.

What Visitor Contractor Modules could help Aged Care and why?

Visitor Management Module – will allow for the electronic reporting on visitors who have visited your location. Visitors can include family of residents as well as regular visitors

Contractor Management Module – will help you centralize insurance details, qualifications and inductions for your suppliers, even more powerful when you have multiple locations.

Asset Management – throw out the manual paper key management book and use this module to manage the issuance of any item you give to a person you expect to be returned.

Evacuation Management – give your fire wardens the control they need in the event of an emergency, this module is designed for fire wardens.

Induction Management – build employee and contractor inductions online for people to complete away from the location or onsite when they arrive.

Contractor Portal – Give your suppliers access so they can complete the pre-qualification process including upload insurances and workers for you – Admin staff will love this module

There is so much more the software can do to assist you at your location – Register for a demonstration to see more book a demo - Agec care contractor management

 

All this research got me thinking about how I could assist my mother in the future so I dug a little deeper for some great links that will help you if you are looking for an aged care facility for your parents or family members.

Aged Care providers include Hardi Aged Care, Adventist Aged Care, Amana Living, ACSSAG Japara Healthcare, Baptist care NSW & ACT, BlueCross, Bupa Aged care, Churches of Christ Care, Freedom Aged Care, Hall & Prior Aged Care, Juniper, Opal Aged Care, Regis Aged Care, Souther Cross Care and hundreds more

You can check on vacancies with this great website – https://www.agedcareguide.com.au/nursing-homes/vacancies

You can also see a list of Aged Care providers here  – https://www.agedcareguide.com.au/nursing-homes/providers

 

 


Camden Council Selects Time & People’s WhosOnLocation Visitor Management software

Camden Council needed a better visitor management system, the existing electronic visitor management solution fell short of current requirements and would not be suitable for the move into the new 36 million dollar building being built for Camden Council to assist the council grow with the needs of the local community. Camden Council is one of the fastest growing councils in NSW. The new Camden Council building opens on 8th of August 2016.

Karli who headed up the project was most impressed with the additional modules available that went beyond just visitor management into other areas of the business where additional business units could use these modules to assist in areas where manual processes were still in place like the issuance of keys and other assets, contractor management is also a high priority.

Karli selected an IQ Kiosk the all in one touch screen corporate kiosk to match the new 36 million dollar building. The visitor kiosk will allow visitors to sign in, contractors, casual employees and employees can also tap in their presence on site as they arrive and leave each day. Knowing who all the people are in a building assists with the evacuation module included in the WhosOnLocation software.

Camden Council Floor-Mounted Kiosk mockup

Compliance of visitors and contractors is also a high priority with WhosOnLocation Visitor Management software assisting with visitor and contractor inductions. What is surprising is every one of these modules is included in the cost of the software, just turn on the modules you need at your location.

Camden City Council join a list of councils who have recently taken up WhosOnLocation Visitor Contractor management software including Cardinia Shire Council, Brimbank City Council, and City of Greater Dandenong.

logo  Caridinia Shire Council brimbank-logocity of greater dandenong

Camden Council is one of the fastest growing councils in NSW with approximately 110 new residents moving in every week. The Camden LGA’s population is forecast to increase from 60,000 to 275,000 over the next 30 years. Council’s focus is on the continued delivery of quality services to the community. However, as the population grows, staffing rates to deliver those services must grow with it.

Council’s current administration buildings at Narellan and Camden are nearing capacity and operating two administration buildings 5km apart is inefficient. In 2008, Council engaged independent experts to assist with the selection of the most appropriate site to accommodate the new Administration Building.

From the old

Camden_Council_old

 

To the new

Camden_Councilbuilding

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Inductions – How long should they be?

Inductions – how long should they be?

A good question to ask yourself to answer this question “how long does my induction need to be” would be what information do I need to share with the person completing the induction. What safety information should every visitor know?

I have seen a 1 minute visitor induction a 21 minute visitor induction a 5 minute contractor induction and a 4 hour contractor induction. Some inductions are so long they can go over several days. How long should your induction be?

I often hear “2 years” as the answer to my question how frequently should an induction be renewed? 2 years….really….do you think we can remember information from 18 months to 2 years ago?

What if you could break your induction down into 2 categories and then deliver the information more frequently?

Category 1 – information you must give the person completing the induction that is mostly of general knowledge and less location specific like a corporate drug and alcohol policy, company video.

Category 2 – information that is very site specific like the evacuation points, on site issues today.

Inductions would have much more effect I believe if we deliver less in the first category and more in the second. How could this work?

You can still have your detailed corporate induction I am simply suggesting taking some of the information out of this main induction that is location specific and more focused on location specific health and safety information and moving this data into an onsite location specific induction that can be completed daily, weekly, monthly quarterly 6 monthly or annually. Completing an induction more frequently will assist the inductee (learner) to remember faster your location specific information.

Breaking the induction down for locations gives you the ability to shorten the longer induction while delivering the most important information more frequently at the location level. I see many companies today create a national induction that must be completed by all persons attending any location nationally while a shorter site specific induction is delivered at the specific location the person is going to work. With today’s technology this is the best model.

I remember an induction recently where the customer had an induction for 8 locations all geographically based within a couple of hundred miles of each other. While it was possible for a worker to work across multiple locations it was mostly unlikely that this would occur, every contractor had to complete this 4 hour induction starting work, the 4 hour induction included a site map for all 8 locations site specific information for each location, how can you possibly retain the information of 8 site maps months before you even attend one of the locations, we all know it is just not possible. This customer would do better to have a company induction that must be completed as well as a location specific induction that is completed at the time a person arrives on site to complete the work, Why would you put people through an induction for a location they will never attend?

The solution is to shorten the longer induction and create a location based site specific induction that a person can complete on arrival to the site, this way we can deliver the location evacuation site map to the person during the location specific induction only minutes before they actually attend the location to work.

Location based inductions are normally much shorter than larger corporate company wide inductions, location based inductions are very specific to the location and generally include very current health and safety information. You can manage location based inductions centrally or locally at each location.

Time to update your visitor and contractor induction? What about employees?

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Why should I upgrade my Visitor Management Book?

For me this is an easy question today, since the days visitor management books were made popular much has changed. I have spoken to thousands of companies over the years willing to share with me the issues around the visitor management book. The three biggest issues are….

  1. Information is illegible much of the time
  2. Other suppliers can see who else has been in the building
  3. lack of compliance.

Not only do I hear about the broader issues many customers go into great detail. Not being able to read the information collected is a real issue when something happens. Going back over the book to read entries from last month on a Tuesday to see who was in around 10 am can be quite challenging. Along with not being able to read the data it is impossible to report on the data. I have lost count of the number of customers who make contact with me and explain every month for reporting purposes they spend hours going through a manual book that has recorded the entry and exit of visitors or contractors and sometimes employees.

It is amazing to watch these same people see how within a couple of clicks you can have the same information saving many hours every month of what is really wasted time.

Many customers are concerned about the information that suppliers can see when they walk into a building while some visitor management books will hide the information in carbon copy many don’t.

Compliance is a constant issue. Only last week I was in a large multinational who are currently expanding our visitor and Contractor Management software across multiple locations. I was at a new location for another division of the company that already seen the product and wanted to know more. As I signed in with the visitor book there was a sign that asked me to go to the next room to read the health and safety statement. When I went into the next room the health and safety statement was flat on the top of the filing cabinet, I picked it up and started to read. Once I completed reading this large document that had been laminated I was not asked to confirm anywhere that I’d actually read the document.

Every time I show new customers the visitor light induction that is built into our visitor management software they are amazed at the level of compliance we can achieve. Not only do we gain the compliance of the visitor but we can also report on this information easily. Once a visitor has completed and induction system can be triggered to ask the visitor to renew the induction in 3 months or 6 months or 12 months time. Traditionally inductions have been completed once every 12 months or 2 years, I have always said since going electronic that you should bring this forward because the systems can manage this for you.

If I come into your location and don’t come back for 10 months how can I possibly be expected to remember the information you gave me 10 months ago?

Going electronic with visitor management software means you could set the induction to be completed every 3 months as an example, this would keep your visitors well up to date with the health and safety policies for your location.

Why else would I upgrade from visitor management books to visitor management software?

Electronic visitor management software is designed to help you manage your visitors, give you extensive reporting and communicate with the host of the visitor. From this point there are many optional modules that can be included for your location at no additional cost.

What are some of the modules that I can add to my visitor management software for my location?

Contractor management – is popular on many locations a matter if you have only a few contractors or thousands of contractors on a single or across multiple locations. There are many benefits to managing contractors when they sign in & out of your location.

One benefit if you have a lot of contractors that would pay for the system on its own is the benefit of checking an invoice against the time the contract was on-site. Feedback from customers is the manual system is simply never checked because it’s too hard. Going electronic with your visitor management software gives you the ability to instantly run reports against the invoice to make sure you’re not being ripped off.

Asset Management – many customers say to me they don’t think value is the asset management module only to discover as we continue the conversation that assets are being issued every day in the organisation. When we talk about asset management and visitor Management software we refer to the issuance of assets given to employees or contractors or visitors for a short period of time that we would expect to receive back.

The most common example is key is for access control cards. The project in the UK recently at a university found around 400 keys that would be managed manually. I went into a customer last week advised they would have thousands of items that fit into asset management as I have explained all of which are currently managed manually. The issues of the same everywhere people really don’t know where stuff is, this opens the way for items to be lost or stolen. Going electronic will give you instant reporting and history on the asset.

Evacuation Management – When you have visitor books an evacuation drill starts with somebody going to pick up the visitor management books to take outside….. What are the problems associated with an evacuation drill run with visitor management books?

  1. You can have multiple books one for visitors one for contractors one for employees who forgot their access control card today, having you possibly manage and evacuation with one set of books and 10 fire wardens.
  2. Most of the time you do not have a list of the employees in the building this is a common problem with visitor management books. When moving to electronic visitor management is much easier to have the employee presents on site included in the system to be used in the event of an evacuation drill.

As you can see there is a whole lot more to electronic visitor management when compared to a visitor management book. The best way to take a closer look is to book in a demonstration.

 

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Are you responsible for Evacuation Drills in your building? You must watch this!

If you are responsible for the evacuation drill real or practiced in your building what is your role?

Are you the Health and Safety Manager? Are you the HSE, SHE or HSQE Manager? Are you the Facilities Manager? Have you just been given the position floor warden or fire warden? No matter what position you have in your business if you are part of the team that runs the evacuation in the event of an emergency then you will want to watch this short video.

People management in evacuations just went digital

Since the release of our evacuation module to assist customers running an evacuation drill in our visitor management software globally the feedback from existing customers has been outstanding. Just today an existing customer in Australia said “this is so much more than I ever imagined when I initially asked for this feature” Mark From ZacPac went on to say this is a great reason to now have our employee start and finish times in the visitor management software for the purpose of evacuation management.

In the past 3 months I’ve spoken with many companies small and large when I ask about evacuation management all of the corporate’s have an annual, bi-annual or quarterly evacuation drill. The process is manual and when asked to go into detail about the process I am finding many companies with incomplete evacuation management systems.

I remember writing a visitor blog a few months back about a shipyard in Perth Australia running manual monthly evacuation drills taking around 2000 employees every month out of action for 2-3 hours, what do you reckon this was costing every month in down time?

If you have any of the following problems you should watch this video

  • We do not know which employees are in our building at any time of the day
  • We do not know what visitors are in our building at any time during the day
  • Our evacuation drills are not run very well
  • Our fire wardens / floor wardens cannot communicate easily during the evacuation drill
  • Our building is so large we have 8 floor wardens and the fire evacuation drill is a nightmare to bring together.
  • At the end of the evacuation drill we think we have cleared the floors but we are unclear on who was in the building before we even started therefore we actually don’t know if everyone safe
  • We take to long to clear the employees from the manual list
  • At the end of the evacuation drill I spend hours writing up reports.

I made this video recently for a customer….

Watch 4 minute simulated evacuation drill by the floor warden with detailed reporting

I have heard stories by customers being asked to pick up the books to go outside, pick up the ipad or tablet to go outside off the reception desk. In a real evacuation I don’t think it is a good idea to have to be told to pick something up as you are running out of the building.  What if you are running the other way?

I spoke with another customer this week who indicated they called in a professional company to run the evacuation drill twice a year, I asked how do they manage the evacuation process?…….the answer was on paper. The customer was quite impressed to know they could give access to the evacuation app to the outsourced evacuation company to assist with the running of the fire drill.

WOLEvac7 FloorWardenlive update

Give me a call or Book in a demonstration if you would like to see more.


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