In the dynamic world of event management, staying ahead of the curve is essential for success. As the demand for seamless and unforgettable events continues to rise, the integration of advanced hospitality software solutions has become a game-changer. These innovative technologies not only streamline event operations but also enhance the overall attendee experience. 

Exela Technologies stands at the forefront of this evolution, offering a customer-specific approach to facility and conference room management. With a commitment to combining innovative technology and a team of well-trained professionals, Exela's services redefine the standard for seamless event execution. In this blog post, we'll delve into how Exela can help transform your events by providing a tailored, efficient, and technologically advanced solution.

Efficient Planning and Coordination

One of the primary challenges in event management is efficient planning and coordination. Advanced hospitality software solutions offer comprehensive tools that simplify and automate various aspects of event planning. From venue selection and budget management to task delegation and timeline tracking, Exela’s Facility and Conference Management Services ensure that you have all the necessary tools at your fingertips to plan and coordinate events seamlessly.

Real-Time Communication

Communication is key in the success of any event. Advanced hospitality software solutions facilitate real-time communication among event organizers, vendors, and participants. Whether it's through integrated messaging platforms or notifications, these tools enable instant updates and ensure that everyone involved is on the same page. 

Guest Management and Personalization

Exela’s solution excels in guest management, offering features such as online registration, ticketing, and attendee tracking. Our solution covers everything from printing and distributing pamphlets, reports, and presentation materials, to audio/video setup, stocking room supplies such as pens, paper, and whiteboard markers, and a lot more. Exela’s H360, our proprietary technology platform, utilizes a checklist tool to ensure each facility room is set up based on your company’s preferences.

You get a personalized experience that not only adds a touch of exclusivity to the event but also ensures that attendees feel valued and engaged throughout the entire experience.
 

Enhanced Check-In and Onsite Experience

Traditional check-in processes can be time-consuming and frustrating for both organizers and attendees. Advanced hospitality software solutions introduce efficient check-in processes through QR code scanning, mobile check-ins, or self-service kiosks. Exela’s Lobby and Visitor Management offers automated check-in systems, virtual lobby support, and integrated smart office solutions to reduce operating costs, improve security, and enhance visitor and employee experience. 

This not only reduces wait times but also enhances the overall onsite experience for attendees. Read more about how you can create a welcoming lobby experience with technology with a visitor management system. 
 

Data Analytics for Informed Decision-Making

Data is a powerful tool in understanding attendee behavior and event success. Advanced hospitality software solutions come equipped with robust analytics tools that provide insights into attendee demographics, preferences, and engagement levels. Organizers can use this data to make informed decisions, refine future events, and tailor marketing strategies for maximum impact.
 

Integration of Advanced Hospitality Software Solutions 

The integration of advanced hospitality software solutions is a game-changer for event management. These technologies empower organizers with efficient planning tools, real-time communication, guest management capabilities, enhanced onsite experiences, data analytics, and integration with cutting-edge technologies. 

Exela Technologies stands as a beacon of innovation in the realm of facility and conference room management. By combining a customer-specific approach, on-demand flexibility, innovative technology, and a team of highly skilled professionals, Exela ensures that your events not only meet but exceed expectations. As the events industry continues to evolve, leveraging these solutions will enable you to surpass the growing expectations of attendees, setting a new standard for unforgettable and seamlessly executed events. 

Embrace the future of event management with advanced hospitality software solutions, and watch your events thrive in the age of innovation. Get in touch to partner with Exela for your next event. 

Effective lobby management has long been a significant concern for a myriad of businesses, ranging from banks and credit unions to healthcare providers and government facilities with customer-facing services. The advent of the COVID-19 pandemic has only heightened the importance of maintaining efficient and uncrowded lobbies.

The last thing anyone desires is to find themselves waiting in a bustling and overcrowded lobby. While certain services necessitate in-person interaction, alternatives like drive-through windows or online options may not always be viable. Unfortunately, the sight of a crowded lobby may deter potential customers, causing them to question whether waiting is worth their time, patience, or even their health.

Why You Need A Smart Visitor Management System

Businesses that implement a visitor management system (VMS) can engage a transformative solution that not only mitigates these challenges but also elevates the overall customer experience. By fostering a safer and less chaotic waiting environment, this technology not only addresses immediate concerns but also sets the stage for strategic enhancements in your business operations. Here’s how:

1. Streamlining Check-In Processes
   Gone are the days of paper logbooks and manual registration processes. With a modern VMS, companies can streamline the check-in process, reducing wait times and eliminating visitors needing to fill out cumbersome forms. Electronic check-ins save time and contribute to a more eco-friendly environment by reducing paper waste.
    
2. Enhanced Security and Compliance
   Security is a top priority for any organization. VMS offers advanced security features such as photo capture, document scanning, and badge printing, ensuring that only authorized individuals can access the premises. This not only enhances the overall safety of the workplace but also helps companies adhere to regulatory compliance standards.
    
3. Real-Time Monitoring and Reporting
   A smart visitor management system provides real-time data and analytics, allowing companies to monitor visitor traffic, peak visit times, and other crucial metrics. This information can be used to optimize staffing levels, improve resource allocation, and enhance overall efficiency. The ability to generate comprehensive reports also aids in identifying patterns and trends for future planning.
    
4. Personalized Visitor Experiences
   One of the key advantages of the visitor management system is the ability to create personalized experiences for visitors. Companies can pre-register guests, enabling a swift and customized check-in process. Automated welcome messages, personalized badges, and designated hosts contribute to a warm and personalized welcome, leaving a lasting positive impression on visitors.
   
   Exela's Lobby and Visitor Management Solution enhances the guest experience through personalized messaging. This solution empowers you to welcome your guests with a pre-recorded video greeting, facilitating a swift check-in process, and efficiently printing their guest badges. The solution includes an Intelligent Kiosk feature that enables a single employee to oversee multiple entry points, streamlining the entire visitor management process.
    
5. Efficient Notification Systems
   Visitor management systems can automate the notification process, alerting hosts about the arrival of their guests via email, SMS, or mobile apps. This feature ensures that hosts are informed upon arrival, allowing them to greet their visitors promptly and professionally. Exela’s Lobby and Visitor Management Solution offers improved access controls, anytime availability, and complete chain-of-custody tracking.
    

Elevating the Lobby Experience with Visitor Management Systems

Implementing a visitor management system goes beyond ensuring a pleasant waiting experience; it becomes a catalyst for optimizing your business strategies and transforming your environment into an intelligent workplace. It provides a framework to enhance operational efficiency and streamline customer interactions.

In essence, a well-implemented visitor management system serves as a multifaceted tool. By leveraging technology to streamline check-in processes, enhance security measures, and create personalized experiences, organizations can ensure a warm and efficient welcome for their visitors. Investing in a modern visitor management system not only improves the overall visitor experience but also contributes to increased efficiency, security, and compliance. As companies continue to embrace digital transformation, integrating a robust visitor management system is a strategic step towards creating a welcoming lobby experience that aligns with the expectations of the modern world.

Want to learn more about visitor management systems? Get in touch with us and our experts can answer your questions.

For decades, businesses with multiple locations faced the challenge of finding better ways to connect their offices so that processes run seamlessly. Smart office technology plays a large role in this seamless connectivity. Once the pandemic hit and ushered in lockdown protocols, the need for connection between multiple locations increased since many employees were now working from home.

Today, we've seen the benefits of working from home and many businesses are choosing to be entirely remote or work on a hybrid system. Given that remote work is here to stay, it's time to take a close look at what smart office technology can do today to connect multiple locations.

Streamlining Multi-Location Systems

Organizations with multi-locations may struggle with a lack of standard operating procedures (SOPs) between locations. Before any smart technology is implemented, it's a good idea to create SOPs all locations can follow. This way, locations can work seamlessly, both independently and together, if any employees need to collaborate. 

SOPs will be necessary for smart technology that's put into place as well. This way, leaders can confirm that employees are using the technology effectively and appropriately. Another benefit of SOPs is that they are useful when training new hires. 

The industry the business is in, the size of the business, and the budget will determine what technology to implement first. Businesses also need to consider what areas of the company they would like to focus on. There are a lot of factors that come into play when implementing smart office technology. Before you begin your research, investigate any issues that result from a disconnection between locations.

Connecting with Smart Office Technology

Once smart office technology is put into place, companies can experience continuity across the business regardless of location, providing consistency for both employees and customers. With smart office technology, workflows can be more easily streamlined and optimized, resulting in increased productivity. 

Here are a few examples of smart office technology you can implement into your business:

Cloud-Based Technology

Many businesses have implemented cloud-based technology, whether it's through Google Drive, a cloud-based telephone system, or an e-signature platform like Exela’s DrySign. 85% of enterprise businesses are expected to adopt a cloud-first approach by 2025. With many cloud-based options being extremely cost-effective, it's no surprise that cloud technology is rapidly being executed in businesses.

Cloud-based technology is becoming a must-have in business due to its many applications and the fact that it allows for easy collaboration and sharing. Global companies now have the ability to share documents, standard procedures, and corporate information across the world with their employees.

Virtual Private Network (VPN)

Working effectively in different locations can be challenging when each location has its own network. This is where virtual private networks, or VPNs, come into play. VPNs create a secure and private network for employees to easily share data. On top of that, VPNs transfer information quickly and are cost-effective.

Shipping and Receiving Services

Another great way for business locations to connect is through smart office technology that streamlines the shipping and receiving service. Confusion can occur with shipments when there are multiple buildings that require mail and package delivery, creating headaches for business leaders and employees. With solutions like ExelaShip and ExelaTrack, companies have access to real-time status information about packages being delivered, packages that were received, and packages that are being shipped. With ExelaTrack, once a package is received, it can be tracked until it gets to the recipient, reducing lost packages inside the office.

Another great feature of ExelaTrack is the ability to track inventory between locations. If you find that one location is out of stock of a product but the other location has plenty, companies can then consolidate between the locations rather than purchasing new and possibly unnecessary inventory.

Connecting the Virtual with the Onsite

Some businesses may find that their onsite locations are streamlined well, but workflows falter with offsite employees. For example, companies may be struggling to determine how to deliver mail to remote or hybrid employees, transfer important physical documents, or exchange items with coworkers. With many businesses looking for solutions to promote remote working, it's important to determine how remote workers can have easy access to their mail and other deliverables.

There are two technologies that can help with this particular problem: smart lockers and a digital mailroom.

Smart Lockers

A smart locker solution like Exela’s Intelligent Lockers allows workers to easily receive packages, store their belongings, and exchange important documents and items. This solution is especially great for any office that employs a hoteling system or for offices that have hybrid workers. Smart lockers provide a clear and easy way for employees to access items they need when they're able to come into the office.

Digital Mailroom

Exela’s Digital Mailroom solution digitizes all incoming mail and other documents, uploading them to a cloud and making sure the correct recipient receives them. Handling employees' mail, especially that of remote workers, can be extremely challenging; this is where smart office technology really steps in. A digital mailroom will not only help remote workers but also onsite workers as coworkers can easily share mail and collaborate on documents digitally with other coworkers.

Conclusion

There are many smart office technologies that exist to help businesses connect multiple locations and to connect virtual and onsite working environments. We no longer live in a world where we need to mail every important piece of document from one location to another. If you're finding it difficult to determine the right technology for your business, contact us at Exela and we'll be happy to help your business with its digital transformation strategy.