Hypothesis:

Applying proper Visitor Management System in Reception for our organization for clients suppliers  visitors etc, will increase overall productivity their visit experience, statics for management report and  security propose.

Challenge:

As a member of my organization’s general services department, it is our challenge to increase the  efficiency, minimize the time of waiting the visitors and to provide accurate data. The project itself  consist of 4 reception admins in collaboration with most of all staff in organization.. The project in this  basis depends on limited resources within the organization itself and might not require any additional  special tools (hardware or software).

Selection:

In order to quickly and broadly test/ experiment the idea our team chose the learning launch tool. This is  based on the team’s design and thinking of the idea itself and how it would be experimented.

Application:

For our first trail of the remote system we brought to our attention to the tools (software& hardware)  that were provided in collaboration with the other departments and this will enable us to asses it and  whether we could handle day to day tasks such as meeting, incoming/ outgoing calls, customer  experience. It was found that those tools not only gave the opportunity to increase the efficiency but  also it showed that wider reach of services for both employees and customers such as, quicker access to  data and resources, wider connection methods, mobility, increased accuracy, lower cost rates and less  time consumption as have been provided from statistical data from other departments in concern. It  means the quality of services has been increased over the quantity which is far more than expected.  Moreover, it was also found that the idea is more practical, adaptable and applicable. The first  experiment took 2 weeks to be assessed with a lower error rate. As these tools are simple to use hence  the fact of the similarity of systems used by the Reception Team employees. The second trial was to  increase the additional resources that were available to furthermore to enhance the current state of the  remote managing the reception to be more flexible in time and effort.  This will also provide the team  more work-life balance.

Insight:

As of our implementation of our project from the assigned duration it came to our attention that the  results from those tools came up to our expectations and has increased t the department’s productivity.  Assuming that there are no restrictions to use them from home as some of the data found to be fragile  to be viewed by any non-authorized person to get access to.

Approach:

As our team has been gone through this process in which they used all tools provided, we came to the  conclusion that those tools are the most appropriate to be used in this project and could be easily  implemented within the organization as it is a user-friendly interface that brings to the success of  working from old process manual. But bearing in mind that this could be used as a foundation for  upcoming projects in near future any branch site has main reception.

