How your organization may benefit from having a visitor policy

An office visitor policy outlines procedures, such as requiring visitors to sign in or limiting their access to certain areas. Here are some key benefits of having a written policy:

• Security: A structured process can help maintain a secure environment by verifying visitor identities, documenting visits and ensuring access is granted only to safe areas.
• Consistency: Team members will know how to guide visitors, creating a consistent, positive experience for guests.
• Efficiency: Employees can easily follow established procedures, potentially saving time when visitors arrive.
• Higher productivity: By defining where visitors can go and what they can do, you can minimize disruptions for your team. For instance, the policy might restrict access to certain work areas that require intense focus.

What to include in your office visitor policy

Consider these areas to help you write an effective guest policy:

• The office layout
• Entrances
• Staffing at entrances
• Risk levels related to work activities
• Sensitivity of information
• Security awareness training for employees

Also, think about the following components to create a comprehensive document.

Different types of visitors

The procedures may differ based on the type of visitor. Consider defining each type and providing specific instructions for them. Examples of potential office guests include:

• Personal visitors of employees
• Interviewees
• Contractors
• Consultants
• Vendors
• Delivery drivers
• Students or interns
• Customers or clients

Check-in procedures

If visitors need to check in upon arrival, outline the steps involved, which may include:

• Showing identification
• Completing a workplace sign-in sheet
• Wearing a visitor badge
• Signing documents like non-disclosure agreements (NDAs)

You might also specify who is responsible for handling check-in procedures, such as an office assistant, an administrative assistant or the employee who invited the guest.

Restrictions and approved activities

Provide details about when guests can visit, what they can do and where they’re allowed to go. For example, you might limit visits to normal business hours to ensure employees can supervise. You might also limit their access to common areas like the lobby or specific departments, such as the HR department.

Rules for employees and visitors

List any additional rules that apply to visitors or employees who bring guests to the workplace. This could include security protocols, processes for handling sensitive information or safety measures like wearing personal protective equipment (PPE) in certain areas. For example, you might require that an employee must escort any visitors.

Disciplinary action

Including a section on disciplinary action informs employees about the consequences of violating the policy.

Template for a visitor policy

Here’s a visitor sign-in sheet template to help you draft your own document.

Workplace Visitor Policy

[Provide an overview of your policy.] At Champion Solutions, we welcome visitors, and we’re also committed to protecting the safety of our team, our assets and proprietary information. This policy outlines the procedures in place for visitors to Champion Solutions.

Scope

[Explain who must comply with the policy.] Our visitor policy applies to all guests in our facility who aren’t employees. This includes our clients, personal guests of employees, contractors, consultants and job candidates. All employees must follow this policy when hosting or greeting visitors.

Visitor Procedures

[List specific procedures and rules for visitors.] The following procedures apply to all visitors:

• Check-in: Visitors must enter through the main door, check in at the front desk and sign the visitor log.
• Identification: A photo ID must be shown at check-in. Visitors will receive a printed visitor badge to wear at all times.
• Accessible areas: Visitors are allowed in all common areas and offices. Access to the production floor isn’t permitted at any time.
• Escorts: Visitors must be accompanied by an employee in areas beyond the front desk.
• Allowable activities: Visitors may observe certain business activities, but they may not participate in business processes unless approved by HR.

FAQs about a visitor policy and procedures

Do all businesses need a visitor policy?

While it’s not a strict requirement, having a visitor policy can help improve consistency and business security, especially for companies that handle confidential information or hazardous materials.

How do you manage a workplace sign-in sheet?

You can create a template for a visitor sign-in sheet that includes the details you want to track, such as the individual’s name, the date and time of the visit, the reason for the visit and an employee’s initials.

Keeping sign-in sheets provides a record to verify who was in the building at a specific time. Consider scanning each sign-in sheet to keep digital records.

What is visitor management software?

Rather than having a secretary check in visitors, some companies use kiosks with visitor management software. These allow guests to check themselves in, input their information and receive a printed visitor pass.