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Reception
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Reception

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Transcript

  • 1. Reception Unit 2c
  • 2. Features of Good Reception Areas
    • Creates a good impression
    • Shows good practice and efficiency
    • Provides high level of care and attention to visitors
    • Should be welcoming and comfortable for visitor
  • 3. Why Reception is Important
    • An area for visitors to report to
    • Means of welcoming, checking and directing visitors to an organisation
    • An initial security check on all visitors
    • Reception is the first place visitors call at
  • 4. Main Features of a Reception Area
    • Reception Desk
    • Waiting Area
    • Seating
    • Things for visitor to do
    • Cloakrooms & toilets
    • Refreshments
    • Equipment
    • Public Telephone
  • 5. Receptionist’s Qualities
    • Well-groomed
    • Polite
    • Helpful
    • Patient
    • Tactful
    • Organised & informed
  • 6. Receptionist Duties
    • Dealing with visitors
    • Handing out security passes
    • Keeping Appointments Book up-to-date
    • Keeping Visitors’ Book up-to-date
  • 7. Receptionist Duties
    • Looking after Staff In/Out Book
    • Maintaining an electronic diary
    • Passing on messages
    • Operating switchboard
  • 8. Types of Visitors
    • Visitors with Appointments
    • Visitors without Appointments
    • Regular Callers
  • 9. Visitors with Appointments
    • Job applicants
    • Sales representatives who have contacted the organisation
    • Business people from other firms
  • 10. Visitors without Appointments
    • People enquiring about jobs
    • Customers with complaints
    • Sales representatives
  • 11. Regular Callers
    • Postman/woman or courier
    • Other services (window cleaners, technicians, maintenance etc…)
  • 12. Procedures for Visitors With Appointment
    • Visitor Arrives
    • Ask their name & check Appointments Book
    • Visitor signs Visitors’ Book
    • Issue security pass
    • Contact member of staff
    • Visitor is directed to member of staff
    • If delayed, visitor waits
  • 13. Procedures for Visitors Without Appointment
    • Visitor Arrives
    • Ask name & name of staff member here to see
    • Visitor signs Visitors’ Book
    • Contact member of staff
    • If unavailable, visitor makes appointment, sees another member of staff or leaves
  • 14. Record Keeping
    • Appointments Book
    • Visitors’ Book
    • Staff In/Out Book
  • 15. Electronic Diaries
    • Can alert user of important dates and times
    • Prevents double booked appointments
    • Regular events can be stored (entered only once)
    • Can be linked to databases
  • 16. Passing on Messages
    • E-mail – messages sent from one computer to another via phone line
    • Fax – transmits and receives exact copies of documents from all over the world
  • 17.  
  • 18. UNAUTHORISED ACCESS!
    • If an authorised visitor is reported, the Receptionist should:
    • Challenge the person (ask reason for visit and why not reported to reception)
    • Contact security and/or police
    • Record in Incident Book
  • 19. Avoiding Security Problems
    • Named Keyholders
    • Swipecards
    • Open/Shut times
    • Security Personnel
  • 20. Avoiding Security Problems
    • ID badges
    • Visitor Passes
    • Visitors’ Register
    • Car Parking Restrictions
  • 21. CCTV
    • Close Circuit Television
    • Can give video evidence
    • Is Big Brother watching us?

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