Workplace IT and facilities tech talk with Dave and Dana

The roles of IT and physical security are not just overlapping—they're merging. As these areas become more intertwined, the need for robust, cross-functional collaboration has never been more important.

Recently, we sat down with Envoy's very own Dana Stocking, Head of Workplace Technology, and Dave Park, Workplace Manager, to delve deeper into this topic. Over the course of the conversation, they shared key insights into how they've dealt with the growing complexity of creating a secure, efficient, and welcoming workplace.

Below is an abbreviated and edited version of our conversation.

Q: Can you walk us through what the visitor sign-in process is like with Envoy?

Dave: Here in our San Francisco location, we primarily see three types of visitors: vendors, interview candidates, and contractors. Here's a breakdown of how each group navigates our sign-in process:

• Vendors. They are the most frequent visitors and usually know the drill since they come here often. The sign-in process for them is quite straightforward. When they arrive, they sign in at the kiosk, and I receive an email notification immediately, alerting me that they're here—even if I'm in the middle of a meeting.
• Interview candidates. These visitors are typically well-prepared for the sign-in process because we email them detailed instructions beforehand. This pre-visit communication helps streamline their entry when they arrive.
• Contractors. Like vendors, contractors sign in at the kiosk. However, I usually need to communicate the process to them ahead of time to ensure they know what to do.

Each type of visitor has a similar sign-in method at the kiosk: They take a photo, select their visitor type, and answer the prompts. For regulars who visit daily, like our caterer, the system is even more streamlined. With Envoy’s virtual front desk, our tablet recognizes their face, making their sign-in almost entirely automated.

Q: When evaluating new workplace tech, how early do you recommend getting IT involved?

Dana: Definitely, get IT involved as early as possible when you're thinking about adding new tech to your workplace. There's nothing more frustrating than being just a couple of days away from a purchase and then suddenly hearing, 'Hey, we need to add this to our tech stack.' 

But remember, it's not just about IT. There are other important steps in the process too, like legal and finance considerations. Getting a head start with your company’s procurement system and involving all the necessary teams early on can really help.

When IT evaluates new tech, we have to make sure it will integrate well and be beneficial in the long run. We double-check if it's compatible with our existing systems, meets our security standards, and can scale as we grow. We also consider how user-friendly it is and how it might impact our network's bandwidth and infrastructure.

Additionally, we assess the vendor's reliability, the support they offer, and their compliance with data privacy laws. These steps help ensure that any new technology aligns with our organization's needs and standards. 

"The earlier IT can join these conversations, the smoother everything goes."

Q: Are there any specific metrics you pay attention to on a regular basis?

Dave: I keep a close eye on headcount and attendance. One of the main things I look at is how many people come into the office compared to how much we spend on things like food.

For example, I track the money we spend on our food programs and check if it makes sense based on how many people are actually in the office. We have a budget for this, and if our spending is too high or too low, it kicks off a discussion about adjusting our plans. That way, we make sure we're not wasting resources and that our spending matches our actual needs.

Dana: We place a strong emphasis on understanding room analytics and how our spaces are utilized. This data is crucial because it helps us ensure that we have a sufficient number of conference rooms and open areas designed to foster productivity and collaboration.

One way we do that is with Envoy’s desk booking system. For example, in our San Francisco office, we recognize that different people have different needs. Some of our desks are equipped with large monitors because many people prefer extensive screen space for their work. However, others might not require a large monitor and are content working directly from their laptops.

With Envoy Desks, we can list specific resources available at each desk, allowing employees to choose desks that meet their particular needs when booking. This level of customization ensures that everyone can find a space that suits their work style.

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Are you in the process of evaluating potential visitor management systems? Do you know what to look for to make sure you find the right solution for your workplace? To find out, check out Envoy's "The buyer's guide for visitor management software."