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How to Use Acknowledgement Notices to Increase Workplace Safety

Posted by Dan Ryan on Aug 30, 2016 7:45:00 AM

WhosOnLocation_acknowledgement_notice.pngBy nature, worksites are busy places.

From small offices to bustling construction sites, warehouses to office towers, there's always a flurry of activity.

As an employee, you get to know your worksite pretty intimately: you know that there's a fire drill on the first Friday of every month, or that you need to avoid the big conference room because the ceiling is leaking.

When you spend the majority of your day at the same place, you get pretty familiar with all of the ins and outs, and those in charge are able to effectively communicate any status changes.

For example, if the kitchen is going to be closed on Tuesday, a facility email is sufficient to inform all employees.

However, visitors to your facility have no way of knowing what's going on at your site prior to arrival, and will likely be unfamiliar with rules, regulations, tips and tricks.

Keeping your visitors informed is more than just common courtesy (obviously they should know that Monday is food truck day!); it also helps keep them safe, alerting them to potential hazards, facility policies and more.

So, how can you keep your guests in the know?

Sure, you could have your front desk personnel read each guest a few announcements, or could just put a piece of paper at the front door. 

But that would take time out of your employee's day, and signs often get overlooked.

There's a better way.

Acknowledgement notices: Digital confirmation of "yes, I understand"

Acknowledgement notices are a great way to deliver a message to your guest, and to have a digital record of that guest's confirmation that he or she saw the message.

By taking the human element out of the message, you're far more likely to get it delivered effectively.

What is an acknowledgement notice?

An acknowledgement notice is a pop-up message that appears on a sign-in kiosk at guest check-in. The notice is designed to convey a quick, important message to all who read it.

acknowledgement_notice_on_an_iphone_for_visitor_management.pngIt's called an acknowledgement notice because it requires the guest to acknowledge it by clicking a button confirming "yes, I've read this message" or "yes, I understand."

This click is then recorded in your system, providing you with digital confirmation that your guest got your message. This is important for two reasons:

  1. In the event of an incident (say, a trip over construction equipment that leads to a fall), you have a record of the guest acknowledging a message like, "The second floor stairway is under construction. We ask that you avoid it, and recommend using the elevator. Should you decide to access the stairwell, accepting this message confirms you are absolving ABC Corp of any liability." Such a record would be huge for insurance purposes.
  2. You have proof that your guest saw your message. If your message is about how guests may have their photo taken for marketing purposes, for example, your guest can't then complain down the line that he or she never agreed to be featured.

Basically, an acknowledgement notice is a way of capturing a digital "yes, I agree" statement from a guest and storing it for your records.

How do acknowledgement notices work?

Acknowledgement notices are extremely flexible, giving you maximum control over what messages you communicate to your guests, how often they receive those messages and more.

  • They can be set to run for a day, a week, a month or more.
  • They can also be set to pop up at every guest sign-in, or can only be run once (i.e. a repeat visitor won't see the same notice more than once).
  • They can appear on a sign-in kiosk for the guest to acknowledge, or can appear on a secretary's screen at sign-in; he or she will be prompted to read the notice to the guest and confirm acknowledgement.
  • More than one acknowledgement notice can be run at once, and each notice is confirmed individually. This way, there's a clear record of a "yes" to each notice, not just a mass "yes to all."

Once a visitor acknowledges one of the notices on sign-in, that "yes" is associated with his or her visitor record.

This allows you to go back and verify that a guest did, in fact, acknowledge your message, perfect for auditing or insurance purposes.

So...how do these notices make your workplace safer?

By now, it's clear these notices are a great way to get a message to a guest before his or her visit begins, and that's the main way they make your site safer.

Acknowledgement notices increase site safety by making sure your guests are aware of all potential threats, hazards and important information before they enter your site.

This leads to far less confusion among your guests, both on a standard day ("why is this room closed?!") and in the event of an emergency ("the fire alarm...what do I do?!").

Less confusion leads to more order, and more order leads to a lower risk of accidents or incidents.

For example, how do you want your guest to find out there's a fire drill planned for 3 PM: with a convenient message at sign-in, or with the blaring of the siren shocking your guest right out of his or her chair?

Acknowledgement notices also increase site safety by letting your administrator see which personnel are aware of current notices and policies.

If there are three employees who signed-in before the acknowledgement notice was created, the administrator will be able to see that in his dashboard and personally inform the employees.

Acknowledgement notices are just one of many safety-enhancing features in WhosOnLocation, a powerful, easy-to-use Visitor Management program. Along with these notices, WhosOnLocation can process contractors, track your company's assets, manage evacuations and more.

Try WhosOnLocation at your site today — free, for 30 days! There's no risk, no obligation and no downloads required, as WhosOnLocation is entirely web-based.

Give it a try and see how much safer your site will be with WhosOnLocation.

Try WOL at your site — for free! »

Topics: WhosOnLocation, Visitor Management, school visitor management, healthcare Visitor Management, acknowledgement notices, workplace safety, government Visitor Management

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