Guide to Visitor Management

Couriers are one of the vital channels of communication for any organization. These packages as we know, specialize in delivering important or sensitive information that are received by people in an area to facilitate daily operations. In other words, these are the wrapped up messages, which are vital to both the sending and receiving parties.
All industries in the business world today are the fortunate beneficiaries of this much needed and much appreciated service. What happens when this line of communication breaks up?

Sample: Let us look into this case scenario. Company Green sends a courier to company Yellow. Company Yellow receives it. Company Green communicates to company Yellow asking for the response to the sent message. Company Yellow reverts back saying the message was never received. Company Green verifies with the concerned courier service and succeeds in getting the name of the person who seems to have received the courier. Company Yellow sends regrets to Company Green stating the genuine cause for this mishap. The security person in charge of receiving the couriers had put it in his pocket, contemplating later delivery of the same. However, due to sudden rainfall that very evening the important documents which were stored in the persons apparel were irrevocably damaged.

Inter organizational communication is built on a very fragile platform. Often instances like this can affect the organizational image and slacken the communication process. It can also lead to future conflicts .The core or business critical functions remain the sole matter of concern for most of the Multi national corporations today. Routine functions like courier or key management are not given due importance, even though it might go a long way in determining future business relationships.

Technological advancements in the 90’s lead to an increase in non-manual or computer managed functions. The security measures were now automated and several in-house operations in an organization were handled using sophisticated software. The arguments against and in favor of automating security set ups or the front office administration are unending. Whereas computer centric crimes like hacking are an area of concern, there are others who want their security built up to be perfectly automated with a view to protecting valuable information. Access to sensitive information remains the major area of concern for business establishments. Protecting it through the available technology will however be a choice made in the right direction as the use of such softwares can be used for information privacy thereby barring the access points for any illegal use (like information pilferage) by the criminals.

The case of handling couriers is a suitable example of illustrating the logic behind using software technology to keep track of trivial yet consequential tasks like checking the inflow or outflow of valuable information through post and the person responsible for the same. Cost effectiveness can be argued on the same lines as information privacy. The cost of losing valuable information is same as succumbing to information pilferage.

There is an impressive array of products to choose from in the software market, which provide a solution to courier mismanagement issues. There are special features incorporated in them to help an organization track deliverables like postal packages and even keep a tab on the person responsible for the same. If the strongest principle of growth lies in human choice, then the organizations should make the right one and in the right direction

Md Faizullah. Email : faizullah@cogentmail.co. http://www.usetouchpoint.com/