Does everyone in your business know exactly what to do when a customer or supplier arrives for an impromptu meeting or visit? If not, it’s time to work out the rules for visitors to your business’s workplace and make sure everyone understands their purpose and procedures.
There is no single policy for visitors, as each organization has unique physical security requirements and guest types. For example, a new supplier visiting a manufacturing plant might be exposed to hazards or significant contaminants in the plant, while a potential customer visiting a data center might intend to compromise a data’s data. server once it has bypassed the installation’s access control system. .
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Some small businesses also welcome friends and family as long as they don’t interrupt the work of others. Regardless of potential dangers or safety concerns, every business should have a clear and concise policy for handling visitors such as vendors, vendors, stakeholders, the general public, and business friends or family members. owner.
What is a workplace visitor policy?
A Workplace Visitors Policy is a comprehensive document that sets out the rules and expectations for receiving guests of all kinds at your facilities. This is an important office policy that every member of the company should follow, regardless of seniority or job title.
An excellent workplace visitors policy will make it easy for employees to meet customers, suppliers, and other guests without compromising critical safety efforts or putting anyone at risk. While primarily designed to ensure the safety of associates, guests and company data, a workplace visitor policy also ensures that visitors are received in a courteous, professional and timely manner.
Why is this important?
Setting clear expectations is one of the most important functions of management. Without clear expectations for receiving guests, your employees may unknowingly compromise your intelligent building security system, endangering your office security or the data you’ve worked diligently to protect.
Aside from potential security concerns, office visitors can also become a significant distraction for staff. As your business grows and your workforce increases, it’s imperative that you provide your employees with a clear set of instructions for entertaining guests. Otherwise, it can become difficult to quickly distinguish between an unauthorized visitor and a new business associate.
What should be included in a workplace visitor policy?
A comprehensive workplace visitor policy sets out clear procedures for receiving guests, identifying them as non-employees, documenting their arrival and departure, and monitoring their access to company facilities and equipment during the duration of their visit.
This includes procedures for regular deliveries, such as mail or large shipments. The policy should cover the use of shared or guest Wi-Fi networks and any outside computer or cell phone during a visit. You may want to include your guest Wi-Fi network name and password on your visitor passes to allow guests easy access to the internet in a proper manner. Finally, a workplace visitor policy should address potential disciplinary consequences for employees who fail to follow any of the procedures described.
Each business will have slightly different requirements for customers, so there is no one-size-fits-all set of rules to include or apply. It is up to you and your management team to detail the best workplace visitor policies and procedures for each of your facilities.
Workplace Visitors Policy (Free Template)
You can use this free workplace visitor policy template as a basic starting point for your visitor management guidelines. If you operate multiple facilities, you may need to customize a policy to address issues specific to the security system functionality of each building. Please feel free to modify and rework this sample visitor policy as you see fit:
Purpose of this visitor policy
This workplace visitor policy will outline the rules that all company associates must follow when receiving guests of any kind. Our guest policies in the workplace are designed to ensure that visitors do not distract employees from work, pose a threat to anyone’s safety, or compromise any of our security systems.
To whom this visitor policy applies
A “workplace visitor” refers to any non-employee who visits for any reason. This may include customers, suppliers, job applicants, temporary workers, investors, consultants, students, family members, or any other guest. This policy does not refer to remote full-time employees or company associates from other offices. However, employees who are not working for reasons such as maternity leave and other authorized leaves may only be permitted to enter the facilities with a visitor’s pass.
Rules and procedures for visitors
- All visitors must have an appointment prior to their arrival.
- All visitors must register with reception [or security gate, front office, reception area, etc.] and provide some form of identification.
- All visitors will receive a guest pass and must wear it in such a way that it is easily visible at all times.
- Registered visitors should wait in the designated reception area until they are greeted by the employee with whom they are meeting.
- Visitors may not abuse our Internet connection or disclose confidential information, which includes taking unauthorized photos and recording audio or video without written consent.
- Visitors should check with reception and return their guest card.
Rules for contractors and suppliers
Contractors and suppliers must adhere to our standard rules and procedures for visitors. Our frontline staff members are responsible for providing contractors and suppliers, such as maintenance staff and technicians, with access to the areas of the facility they need to perform their jobs.
Rules for delivery staff
All delivery personnel (USPS, UPS, FedEx, etc.) should drop off and collect packages upon receipt. Our front line staff will sign and distribute all company mail to the appropriate people. For large deliveries, including supplies and equipment, delivery personnel must present adequate documentation, such as a bill of lading, before items can be delivered to the designated space.
Rules for personal visitors
Personal visitors, including friends and family, are not permitted to access our facilities during or outside of normal business hours. Exceptions to the policy may include corporate events such as holiday season. During special events, employees should keep friends and family out of restricted areas and away from secure data at all times. If a visitor exception is necessary for extenuating circumstances, the request and authorization for approval must be submitted in writing. If a personal guest needs to visit an employee at one of our facilities for a legitimate reason, we ask that they continue to visit common areas such as the lobby. We also ask that employees only allow personal visitors for specific reasons and for a short time.
We do not allow any lawyer of any kind. We also ask authorized visitors to refrain from any requests to employees that could be considered solicitation.
Employees who see unauthorized visitors or guests who violate our policies should alert a supervisor or office manager. Guests who violate our workplace policies will be asked to leave and prosecuted where appropriate.
Employees who violate our workplace policies will face disciplinary action. Minor infractions may result in an oral or written warning. Serious policy violations may result in termination and prosecution, if applicable.
Disclaimer: This free template workplace policy is intended to be used as a reference document. It may not cover all federal, state, local or industry regulations or compliance issues that can affect your business or your employees.