4 workplace processes to automate for maximum efficiency

In all aspects of business, time is money—including in the workplace. The more time you spend on manual processes, the less you have to focus on strategic initiatives that drive business growth. Not only can manual processes lead to security issues, scaling difficulties, and a poor onsite experience, but they also cost companies up to 30% of their revenue each year. 

The good news is, there are technologies designed to reduce manual work and create a more efficient and productive space. In this blog post, we’ll look at four processes you can automate to reduce manual work and maximize efficiency in the workplace. 

1. Visitor check-in

Requiring visitors to sign in with pen and paper is outdated and inefficient. This manual process can quickly become unwieldy, leading to crowded lobbies, misplaced records, and the risk of errors in visitor information. Not only is this a bad way to greet your guests, but it also reduces efficiency and can lead to costly security and compliance adherence issues. After all, anyone can look at—or even take—a clipboard with sensitive visitor information. By automating the check-in process, you create a system that streamlines visitor management, enhances security, and improves the overall experience for both your staff and visitors. You also ensure your records are up to date and ready for any potential audits that may require detailed visitor information.

Want to streamline your visitor check-in process? Look for a tool that will automatically: 

• Cross-check visitor information against various databases and third-party watchlists
• Maintain digitized records of all visitor activity
• Notify employees when their guests arrive
• Print visitor badges when guests sign in
• Assign access permissions based on your preferences 
• Disable access for visitors after a preset time of your choosing

Coming soon: Envoy’s Virtual Front Desk will help teams maximize efficiency by ensuring a secure workplace even for areas with lower foot traffic and without dedicated staff.

“We have Virtual Front Desk kiosks in case any team member doesn’t have their access control cards they can call for access, or if visitors or delivery people need help navigating between floors.” – People experience leader at a global fintech company

2. Employee check-in

Keeping accurate records of employee attendance is important. It supports security and compliance efforts, informs space and real estate decisions, and helps measure the success of return-to-office efforts. But with many folks coming and going throughout the day, it can be challenging—if not impossible—to accurately track when relying on manual methods. By automating the process, employees can check themselves in when they scan their badge or phone to enter the workplace or connect to the building’s Wi-Fi, ensuring you accurately account for everyone onsite.

Want to streamline your employee check-in process? Look for a tool that will automatically: 

• Grant the appropriate access to employees who are approved to come onsite
• Unify employee check-in data via your access control and Wi-Fi systems
• Send occupancy reports to select stakeholders

3. Deliveries

By automating deliveries, you can ensure every package that enters the workplace is handled promptly and appropriately. This includes employee packages, costly equipment, time-sensitive materials, and everything in between. An automated mailroom also helps you reduce lost packages, prevent pileups, and ensure your space is tidy for employees and visitors.  

Want to streamline your delivery process? Look for a tool that will automatically: 

• Notify employees when they have a delivery ready for pickup 
• Send reminders to employees to pick up lingering packages

4. Space saving

Finally, you can improve space utilization and the onsite experience with automated room resizing and releasing. With these features, your workplace solution will prompt employees to downsize their meeting room if a smaller room is available. This frees up larger rooms for bigger groups. When no one checks into a meeting room, or none of the attendees are onsite, meeting hosts will be prompted to release the room for others to use. 

Want to streamline your space-saving efforts? Look for a tool that will automatically: 

• Suggest a more appropriate meeting room 
• Remind hosts to release unused space

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Automating the workplace takes some upfront effort. You need to have the right systems and tools in place, and you should train your employees and staff to use them effectively. Once you do, reducing your manual processes will pay dividends, streamlining your team’s workload and adding valuable time for you and your team to make the most impact. 

Want to dig deeper into the benefits of automating the workplace? Visit our website to learn how you can create a more streamlined, cost-efficient space. 

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