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How To Manage Vip's

Organizations must elevate their service standards for VIP visitors, ensuring a seamless and welcoming experience from pre-arrival to departure. Key strategies include personalized invitations, anticipating needs, thorough room preparation, and effective check-in notifications. Following up with a thank-you note and maintaining a detailed user profile for future visits can enhance the overall VIP experience.

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Magtanggol Madla
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27 views2 pages

How To Manage Vip's

Organizations must elevate their service standards for VIP visitors, ensuring a seamless and welcoming experience from pre-arrival to departure. Key strategies include personalized invitations, anticipating needs, thorough room preparation, and effective check-in notifications. Following up with a thank-you note and maintaining a detailed user profile for future visits can enhance the overall VIP experience.

Uploaded by

Magtanggol Madla
Copyright
© © All Rights Reserved
We take content rights seriously. If you suspect this is your content, claim it here.
Available Formats
Download as DOCX, PDF, TXT or read online on Scribd
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How to manage VIPs

There is a certain standard of care expected of organizations when visitors arrive on-site. Visitors
should feel welcomed and experience a level of comfort, this is often the case with organizations that
prioritize the user experience. With important guests or VIP's however, there is an expectation that
staff raise their performance levels to ensure the VIP interacts with a positively seamless experience.
Pre-Arrival Planning
The vast majority of VIP-orientated decisions are made in the preparation stage of visitor planning.
Whether your organization wants to personalize pre-registration forms, streamline check-in
experiences or configure VIP alerts, there are quite a few techniques modern Visitor Management
solutions can implement to provide organizations and VIPs with a professional and unique user
experience.
Personalized Invitations
Super Enterprises can ensure their visitors embark on a positive journey by sending introductory
personalized meeting invitations. With a digital Visitor Management solution, invitations can be
personalized to include; meeting details, meeting attendee bios, directions to meeting location, parking
options, nearby hotels, transportation options, pre-registration links, WiFi passwords and so much
more. By tailoring invitations with fine detail, organizations can take comfort in knowing they are
projecting an attentive, professional appearance.
Anticipation of Needs
Prior to a VIP's arrival, it's important to have the correct personnel on-hand to ensure any last-
minute enquiries are catered to. If the meeting location is some distance away from where the VIP
arrives from, it would be wise to anticipate that they may want a refreshment when they arrive.
Additionally, if a map of the facilities hasn't been provided in the personalized invitation, some
information on where restrooms, canteens and smoking areas are location may also be useful.
Room Preparation
If the meeting room isn't fully set-up and ready, every effort that has been made up to that point can be
considered as consolation for the visitor’s experience. Partaking in the meeting is the primary reason
the VIP has come on-site, and this particular oversight can cause quite the disruption to the event if a
degree of time-consuming troubleshooting is involved. To ensure this doesn't occur, checklists can be
created with a list of requirements to ensure any equipment or technology is set-up and ready.
The Arrival
Check-In Notifications
Notably with modern Visitor Management solutions, check-in notifications can be configured to
automatically alert hosts and other relevant personnel of the visitor’s arrival. With multiple notification
methods available to choose from, hosts can ensure VIPs aren't left waiting, spending unnecessary time
at reception waiting on their host to collect them.
VIP Alerts
By accessing the solutions back-office, notes can be attached to unique user profiles to alert
receptionists, security teams and catering to the VIP's arrival. Once an alert is sent out, employees can
ensure they balance their daily role with the unique VIP requirements. VIP Alerts not only help boost
communication throughout sites but also helps certain departments operate more efficiently as they
accommodate for special circumstances.
The Departure
The visitor's experience doesn’t end when they leave the meeting room, rather when they check-out
and depart the premises. To ensure your organization doesn’t fall before the final hurdle, take care
when walking the visitor back to reception and make sure they know how to get to their next point, be
it their hotel or the easiest way back to the main road.
After the visitor departs, it is common courtesy to follow up with a note thanking them for their visit.
It's a probable assumption to think your VIP will return again one day, so to improve on the experience
notes can be input into the VIPs user profile to offer insight for their next visit.

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