What should be done prior to a scheduled visit by external parties?

The appropriate action prior to a scheduled visit by external parties is to initiate a pre-approval process to ensure all checks are in place. This step is crucial as it involves verifying that all necessary security and compliance protocols are adhered to before external individuals enter the premises. This could include background checks, ensuring that the visitors have a legitimate purpose for their visit, and confirming that they have the appropriate permissions to access the areas they will visit.

By following this process, organizations can safeguard sensitive information, maintain security standards, and ensure a smooth and productive visit. It addresses potential risks and creates a structured approach to hosting external parties, which is essential in maintaining a professional and secure environment.

While notifying other staff members, sending a welcoming email, and preparing refreshments contribute positively to the visit experience, they do not address the foundational necessity of ensuring that all regulatory and security checks are in place before welcoming outsiders. Thus, the pre-approval process should be prioritized to ensure overall preparedness and compliance.