Visiting Policy Or Mail

We are into reality business and our visitors includes clients (who are potential customers), service providers such as electrician, computer vendor etc, ex-employee, site employee etc.
Now it is found that ex-employees, electricians while visiting our office are moving in all areas which should not be like that. So I want a specific policy for visitors to prevent them moving in all areas to protect the confidential information.
The main concern for creating such mail or policy is to protect the confidential information of the company.
I went through google and cite hr but not found the relevant visitors policy or any email format related to what I want so requesting to the seniors to share the policy or mail if they are following such rules and regulation to restricting the visitors from working area and confidential area.
Your input will help me a lot as I am at practical learning stage.
Thanking you in advance.

How big is your office?
What kind of confidential information do you possess and which can be seen by visitors?
I would suggest earmark a proper reception and meeting place for visitors and clients.
When a visitor comes to meet Executive "X",receptionist should ask the visitor to sit and inform X about arrival of visitor.
Offices and areas where you dont want visitors should be segregated and marked only for staff and visitors shunted out politely.
Your entry guard should be smart enough to guide people properly to the place they are to go.
Proper briefing of receptionist,guard as to visitor policy-visiting hours,places they are not to go,how to handle visitors in friendly but firm manner etc.

Hi, if you have a Security Post at the entrance, you can ask security officer to stop entering Ex- employees. That is one of the simple steps you can take.
In addition to that, you can issue a Office Memo to present employees regarding ex- employees visits to site. So that that know what to do once they resign/ remove from the service.

Ex employee is walking on your right. Throw him out immediately or give police complaint. You don't need law for this.

I feel such advice is inappropriate.
The company must maintain good relations with all stake holders,which definitely includes Ex employees also.
Mark out your areas which are out of bounds and brief your guards accordingly and also all staff.
Keep commercially important information secure and if just by walking in,the information can be found out,then revise your way of working and positioning of such offices.

You can provide access card only for existing employees. These systems can be programmed in such a way that your own employees, if they are not concerned with a particular department, can be denied access to the entry. For instance the access to the Server room is provided only to the IT incharge plus Admin incharge for the purpose of cleaning and maintenance. Other employees cannot enter Server Room. Use technology effectively. Access can be through smart card, or thumb impression control, iris control etc. etc.
Best wishes

Hello Ejaz,

Reception area is meant for this very purpose.....to bring some semblance of decorum & system into any Company's operations.

If you don't have one, suggest CREATE a separate Reception area that's right in front of the entrance & everyone, including the MD/CEO, will have to cross to enter the office premises.

The Receptionist will have to be given clear instructions reg whom to allow inside & under whose Orders.

Many offices have Meeting Rooms just adjacent to the Reception.......for client meetings with any official(s) of the Company. This way, even the clients also don't have a reason to cross a redline. Such Meeting Rooms also have another advantage......they reduce distraction during meetings & have a different ambiance.

In some Companies, sometimes even the MD/CEO comes to this Meeting Room for client meetings, though it's upto him/her.

And, more importantly, once the changes are put in-place, send a COMMON CIRCULAR/MAIL to ALL employees about the changes to ensure there are no arguments @ the Reception.......quite often this happens when changes leading to disruption of easy-going past practices are put into place. This covers the Receptionist who can take a firm stand whenever any employee acts as if he/she owns the office due to earlier habits......after all 'habits die hard'.

Now when these practices are out into place, pl DON'T presume all your confidential info is safe.....it may OR may not be too.

When anyone is bent on stealing info, he/she will find a way to do it......possibly when none is around [remember the GoI finding copies of files being given to Corporates thru consultants a few months back in Delhi?]........and THIS is your prime concern.

One way to handle this aspect after the outside perimeter is handled....reception entry/exit......is to have CCTVs @ vantage points within the office. There are new models that don't need DVRs that have come into the market......though can't vouch how good they are. They operate on WiFi....enabling one to watch the footage from anywhere on globe.

All said & done, a lot depends on how the easy-going culture is finally changed among the employees. Since however good the facilities or Rules are, @ the EoD, it's the people who need to follow them.

Some amount of hinting of the consequences on what would happen IF anyone tries to give the Rules a miss MAY also be needed......but only when you find things are that bad.

All the Best.

Rgds,

TS