Around 200 on-site visitors per month are welcomed at their office in the heart of London, Ontario, Canada.

We are excited that Voices.com marked their recent move to a new office building by asking us to streamline their visitor management and upgrade their front desk.

Challenges

As Voices.com’s business has been growing, more job interviews are being held and the number of visitors to their offices has steadily been increasing. They needed to find an efficient way to sign-in visitors and were looking to find a solution that saves time and energy.

“Moving into our new space gave us the opportunity to try something new. The timing just seemed right”, says David Ciccarelli, CEO of Voices.com.

He explains that in their previous office all visitors would come to their front desk and be greeted by Melissa Willoughby, the executive assistant. Due to her many responsibilities, Melissa could not always be at the front desk to welcome and sign-in guests. 

Adding to the challenges, Voices.com had a large office which meant a lot of energy was required to locate the visitor’s host if they were not at their desks when the visitor arrived.

“It happened more than once that I’d run around our 45,000 square feet of office space and nearly 200 desks, looking for the right person”, Melissa Willoughby remembers with a smile. “I was basically the personification of Proxyclick’s host notification feature!”

David Ciccarelli explains that locating a visitor’s host used to be a rather informal ad hoc process. Melissa would first manually cross-check the Google Calendar to determine all meeting specifics.

Then, the guest would wait a while longer as Melissa used multiple tools to find and communicate with the visitor’s host, which could include Gchat, a call, text, or her physically walking around the office and asking colleagues.

The solution

"With Proxyclick, Voices.com's guests are able to check in and be directed to take a seat in the designated area themselves when reception is away, on the phone, or otherwise occupied" says David Ciccarelli.

Melissa Willoughby experienced a big operational benefit in the ability to notify the host that their guest has arrived: “Rather than relying on someone at reception to alert them, the host gets a notification right to their inbox or cell phone so that I can focus on making the guest feel welcome."

Voices.com has a growing number of job candidates visiting the office. Proxyclick helps Voices.com keep track of and be prepared for all of their expected visitors. “For example, our HR Specialist will invite our guests with Proxyclick. When she does, I at reception can see these new appointments on the Proxyclick dashboard.

Now I know who is expected and at what time, and this really helps me to prepare for each day’s visitors.”, Melissa says, “It's a great help in keeping our days - and guest schedules - organized."

The results

Voices.com has 3 to 10 guests a day, which translates to about 3 hours of their team's day.

Streamlining the processes and internal communications to ensure that these meetings occur smoothly and with the least resistance has helped them be better organized and provided a more pleasant experience for the visitor. 

Melissa cites the positive impact Proxyclick has made in her daily work routine when she states: "Before Proxyclick, I couldn't be away from my desk for more than 3 minutes. With Proxyclick in place, I can now be away from the reception desk for 2 hours or more, as needed. Proxyclick is giving me the flexibility to be away from my desk without worrying that we gave the guest anything but the best visitor experience. Time and energy, overall, is saved across the company."

Melissa can now step away to run an errand, work on other projects, or get pulled into a meeting, with no worries about what happens if a guest arrives.

Should that happen, they can simply check themselves in, and their host gets automatically notified and comes to greet them. No more hassle or concerns.