Efficiency Tips for Offices That Require IDs

Photo ID is required for many things at work, and depending on how your office building is structured, your employees may have to present their ID several times a day which can be a slight nuisance. Or, it is possible that your company’s office is located in a large city building, and your employees have to wait to have their ID scanned and be granted entrance to the building. 

There are many things that can go wrong if an office or building lobby is not managed properly. Here are some efficiency tips for offices that require IDs. 

Communicate the Importance of ID Badges to Employees

Whether you’re one office or manage a building, one of the biggest holdbacks to physical or mobile ID passes is that some employees may lose them, resist wearing them, or fail to present them to the right parties when asked. In short, not every employee is cooperative. When there’s a large staff that can be time-consuming and cost companies money, as other employees are forced to wait because of the actions of one. 

However, it helps to be transparent and communicative with employees so that they understand the importance of wearing the ID badges when necessary. One way to do that is safety training, building memos, signs, or other agreements between employer and employee. Photo ID passes are necessary for security, as they keep out hackers, thieves, and other threatening parties. It can compromise employees’ jobs or the business entirely if employees do not use IDs properly, and it’s important to educate them as to why.

Keep the Line Moving

If this is a large building or workspace, traffic often accrues in the mornings when most people come into work, or at five or six in the afternoon when most people are going home. It can be a safety hazard to have too many people pushing through at either time. 

A properly managed building can handle this in several ways. For one, make sure you have enough turnstiles or scanning machines to accommodate the employees coming in. This also means having the right number of security guards posted at each machine. Being short-staffed can keep the line backed up and prevent people from getting into the office on time. 

You may want to switch to mobile IDs if printed ID cards are becoming too much of a hassle. You should also have signs posted asking individuals to have their cards ready before they step in line, as that would eliminate the time spent at the front of the line looking for the ID card.

Eliminate Crowds

It can be a rule that people can’t gather or sit in the lobby during hours when people are checking in for work – otherwise, you should have a specialized sitting area out of the way of the security entrance. Eliminate unnecessary traffic and keep the area clear so that people accessing their workplace aren’t compromised by other employees. 

Keep Separate Lines for Employees and Visitors

To make sure those that work in the building aren’t held up, ask visitors to keep a different line, since signing them in takes longer. You should also have a sign with rules for them in place, including what they need to enter (photo ID, or name of the office or person they are visiting), as well as a sign-in sheet. This can be handled away from the point of traffic so that your lobby runs smoothly and efficiently. 

Better Software and ID Cards

Another good way to keep things flowing smoothly is to keep your technology up to date. Whether that means upgrading your system to photo IDs or buying new, secure, machines that scan IDs and print them quickly without hassle, Smith’s Addressing Machine Services can help. Call us at (855) 347-9494 and talk to us about your office’s needs. Our experts will suggest the best photo ID systems for you.