8 must-haves in your production site visitor policy

The manufacturing industry is in the midst of one of the most confusing time periods in recent history. On the one hand, most manufacturers (66%) have a very positive outlook on their businesses' future. On the other hand, issues—stemming from security threats, economic uncertainties, and the introduction of new regulations—are creating ripple effects felt across the sector. Compliance management is a particular pain point; on average, manufacturers spend over $29,000 per employee due to regulatory costs.

Given these growing (and justifiable) concerns, manufacturers are prioritizing initiatives that enhance workplace security and visitor management. But managing access to your workplace isn't just about setting a visitor policy—it's also about maintaining overall safety, compliance, and operational efficiency.

What is a production site visitor policy?

A visitor policy for a production site is a set of rules that state who can visit which parts of a facility and when. In some cases, a company may have a unique policy for each visitor type based on certain security and compliance requirements. For example, a food and beverage manufacturer may require some visitors to put on personal protective equipment (PPE) when accessing areas where there are potentially hazardous materials.

What are the benefits of having a production site visitor policy?

Having a workplace visitor policy in place is a non-negotiable because it helps to:

• Maintain a secure and safe workplace. More than half of businesses are seeing an increase in security attacks, both in frequency and severity. Unmonitored visitors can too easily gain unauthorized access to sensitive areas, leading to theft, data breaches, or even workplace violence. Security incidents can have severe consequences, including disruptions to business operations, eroding employee trust, and potential legal issues.
• Avoid fines for compliance violations. Manufacturers are required to maintain accurate visitor logs not just for security and emergency purposes but also for legal reasons. Without a visitor policy, front desk staff may fail to collect and securely store the necessary visitor info needed in case of an audit (e.g., contact details and entry and exit data). The consequences can be steep. Violations of data protection regulations, such as the General Data Protection Regulation (GDPR), can lead to fines of up to €10 million. Also, recent laws like California Senate Bill 553 (SB 553) require businesses operating within the state to create workplace violence prevention plans (WVPPs). Violating SB 553 can result in fines ranging from $18,000 to $25,000 per violation.
• Eliminate tedious work for your staff. Many workplaces are still relying on a pen-and-paper approach to visitor management. In these instances, front desk staff may have to manually verify each visitor's identity and log their contact details, entry/exit times, and reason for their visit. Even using spreadsheets requires too much manual work. This outdated approach not only invites greater room for human error but also creates more work for front desk staff (who also have to maintain accurate visitor logs). Automated systems can streamline these processes—reducing errors, security and compliance risks, and staff workloads.
• Improve emergency preparedness. Without a reliable way to track visitors and store their contact information, it becomes more difficult to know who's actually onsite and to communicate with them during an emergency. A lack of data can ultimately delay first-response teams if they need to locate and assist anyone who’s injured. According to the Occupational Safety and Health Administration (OSHA), treatment for a serious injury should begin within three to four minutes after an accident.

8 must-have sections for your production site visitor policy

To create an effective and standardized visitor policy, you'll want to include the following sections:

1. Purpose and scope

Your policy should clearly outline the purpose and scope, including the types of visitors allowed, where they should sign in, what hours they’re allowed to visit, and specific access or safety requirements. To create this, work closely with your executive team and production site managers to outline the types of visitors that are allowed and the goal of their visit.

2. Access

Who is and isn’t allowed access to your facility is a key element of your workplace visitor policy. In this section, make sure to clearly outline which individuals or groups are allowed into different areas of the workplace. For example, your facility might welcome business partners, vendors, or auditors but doesn’t allow family members or friends to visit. Vendors might be permitted in the main office spaces but not the floor. You may also want to include a list of blocked or flagged individuals who are not allowed to enter the facility. But instead of handwriting each name in your policy, simply add them to your visitor management system (VMS) and add a link to your policy.

3. Confidentiality

If your facility handles sensitive information or proprietary processes, it's crucial to take a few extra precautions to protect your company's trade secrets and intellectual property. In your policy, be sure to include which documents visitors need to sign before they arrive on site. These typically can be non-disclosure agreements or waivers. Your policy may also require visitors to watch safety videos, sign a risk liability form, or complete safety training before coming onsite.

4. Health & safety guidelines

Your production site likely contains heavy machinery, hazardous chemicals, or delicate equipment that should only be operated by trained professionals. That's why it's crucial to include safety and health guidelines in your visitor policy. Make sure to outline all pre-, during, and post-visit safety rules. This section could include info on mandatory dress codes (e.g., requiring closed-toed shoes), whether to stock PPE or gloves in the lobby, and a health questionnaire for visitors (significant for food and beverage manufacturers). Additionally, you should also cover access restrictions. For example, only authorized individuals wearing the appropriate safety attire may enter the production floor.

5. Emergency procedures

There’s no way to predict exactly when a natural disaster will strike your production site, or an intruder will enter, but there is a way to plan and prepare. In the emergency section of your visitor policy, include clear instructions such as evacuation protocols, assembly points, and contact details for prompt emergency response. This information should be easily accessible in your facility and communicated to your visitors during the sign-in process.

6. Data protection & privacy

Your visitor policy should also include a section on data protection and privacy. Your facility may have data compliance laws to abide by, such as the GDPR or the California Consumer Privacy Act (CCPA). So, be sure to spell out how visitor information will be collected, stored, and used.

7. Violations

It's always a good idea to be prepared to deal with policy violations. For example, if a visitor doesn't watch the required video or refuses to sign necessary documents, what should your front desk administrator do? Should they call security or reschedule the visitor to come another time? These are questions that you'll want to think through and include answers to in your policy.

8. Communication & training

Last but certainly not least, you should communicate your policy to all employees and staff. Provide multiple training sessions for your front desk team, security team, and any employee who regularly interacts with visitors. You’ll want to make sure you also frequently revisit your policy to make adjustments and retrain your people.

Why you need a VMS to create a consistent visitor policy

If you oversee more than one location, you know how challenging it can be to standardize the visitor experience and the compliance process you so dutifully created. Without that, it's hard to maintain consistent and accurate records that protect your company from liability. A visitor policy creates a good first impression and helps you build a positive reputation among consumers.

Using a visitor management system will help you standardize at scale—while also giving you the flexibility to meet local and regional requirements. Look for a VMS that can easily integrate with your existing workplace tools (e.g., access control system or document storage tool).

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Are you interested in learning what to look for when evaluating visitor management systems? Download a copy of our comprehensive VMS buyer's guide!