How a VMS helps eliminate redundant solutions

Apr 5, 2024
In this blog post, we go over the issues associated with managing too many disparate systems and how a VMS eliminates redundant point solutions.
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Today’s workplaces are facing the complexities of managing hybrid, onsite, and mixed-use environments—from offices to factories and labs. If you oversee more than one location, you know how challenging it is to standardize your security and visitor policies and procedures across all your sites. Especially considering these locations will likely come with varying security needs and disparate systems. 

The issues don't stop there. 

Despite widespread interest in advanced technologies (e.g., AI and biometrics), many companies continue to depend on the same legacy systems they've had in place for years. Even as they struggle to scale this approach alongside a growing geographic footprint. 

The end result is a patchwork setup, which inevitably leads to further security gaps, a fragmented user experience, and challenges with future strategic planning. Relying on a hodgepodge of legacy systems can lead to a lack of cohesion and consistency in security measures across different locations. 

Today, companies need modern solutions that can help them integrate and unify their workplace tech stack. And, weed out any redundant solutions that are no longer necessary. Their motives are clear: Companies want to streamline workflows, reduce operational costs, and enhance workplace security.

Challenges with managing too many disparate systems

Bloated tech stacks—that are often comprised of redundant solutions—present a wide range of challenges for IT and workplace leaders. Here are a few specific examples:

Cost management and ROI justification

Adding more systems to a tech stack increases costs and the difficulty of showing a clear ROI. A company might invest in advanced analytics tools, expecting to unearth workplace insights. However, they may not see the expected benefits if the data input is of poor quality or if these tools are too difficult to use. This ultimately makes it impossible to justify the expense. The average enterprise business (10,000+ employees) wastes $17M in unused SaaS licenses every year.

Integration complexity 

As workplaces adopt more software solutions and platforms, ensuring these systems communicate together becomes increasingly complex. For example, a company using separate systems for physical access control, internal communications, and visitor screenings may struggle to easily integrate them together. Companies can end up dealing with data silos and workflow inefficiencies as a result.

Data silos and inaccessibility

Different teams within an org might use tools that don't share data effectively, leading to isolated information silos. This can be troublesome since the most impactful insights are often a combination of data points from multiple sources. Without proper integration, valuable visitor insights gathered by IT and physical security teams might not be readily accessible to facilities managers. This can hinder everything from space utilization to cross-functional collaboration to workplace experiences.

Cybersecurity threats and compliance issues

With larger tech stacks, securing each component and ensuring compliance becomes more challenging. Each system poses a potential vulnerability. Failure to secure any of them could lead to data breaches, violating compliance standards such as the California Consumer Privacy Act (CCPA) and General Data Protection Regulation (GDPR). The consequences can be steep: significant financial penalties and long-lasting reputational damage.

Technical debt accumulation

Over time, shortcuts in development, delayed updates, and patchwork integrations can accumulate into what's known as technical debt. For instance, a company might use a patchwork of legacy systems and modern applications. As these systems age and new patches or updates are applied without a cohesive strategy, the complexity and cost of maintaining the technology stack increase. Which can lead to system failures and downtime. IT leaders are often left with systems that are harder to maintain and upgrade. This will inevitably present issues when opening new locations with the same tech stack.

How a VMS helps eliminate redundant systems

A visitor management system (VMS) helps consolidate your tech stack by centralizing various functions into a single, integrated solution. Instead of relying on separate systems for visitor registration, badge printing, host notifications, and compliance tracking, a VMS ties all these functions into a single, cohesive solution.

Here are some of the specific systems and processes that a VMS often replaces:

  • Physical security systems. A modern VMS often comes equipped with integrated security features such as ID scanning, background checks, and photo capture. These features replace separate systems previously needed for these tasks, saving time and money. Additionally, a VMS integrates with other security systems like access control and video surveillance, reducing the need for multiple overlapping security tools.
  • Visitor tracking software. VMS solutions provide robust tracking and reporting features that eliminate the need for systems solely dedicated to tracking visitor data and generating reports.
  • External communication tools. Automated notification features within a VMS can alert employees of visitor arrivals within the system itself, reducing dependence on external communication tools for this purpose.
  • Separate badge printing system. A VMS often incorporates badge printing functionality, enabling instant badge creation as part of the sign-in process.
  • Paper sign-in sheets. Traditional paper sign-in processes are prone to errors and security risks. These systems digitize the process, reducing paper waste and ensuring better data security and privacy.
  • Manual visitor logs. With a VMS, manual visitor logs kept in binders or spreadsheets are replaced by digital logs that are automatically updated and easily searchable. This reduces the administrative burden and improves tracking accuracy.

Consolidate your tech stack and costs with a VMS

A visitor management system is more than just an operational upgrade. It's a strategic move toward a more streamlined, cost-effective, and efficient organizational ecosystem. As workplace management grows more complex, a VMS plays a crucial role in preparing businesses for whatever comes their way. Simply put, it's a holistic approach that prepares your workspace for today's challenges and tomorrow's opportunities.

Are you interested in learning more about what visitor management systems can do? Download a free copy of "Your ultimate guide to choosing a visitor management system" today!

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AUTHOR BIO
Content Marketing Manager

Giulianno Lopez is a Content Marketing Manager here at Envoy, where he specializes in crafting content centered around workplace security and compliance. When he's not working, you can find him at Golden Gate Park training for his next race.

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