Simon Cowell , Emma
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Simon Cowell , Emma






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Simon Cowell , Emma Simon Cowell , Emma Presentation Transcript

  • 2C The Working Environment Reception Services
  • Reception
    • The reception is often the first place a visitor calls at when entering an organisation
    • First impressions count - so it should reflect a positive image of the organisation
  • Why Is Reception Important?
    • Reception is important because it provides:
      • An identified area within the organisation for visitors to report to
      • A means of welcoming, checking and directing visitors to an organisation
      • An initial security check on all visitors to the organisation
  • The Receptionist
    • Qualities
    • Well-groomed
    • Polite
    • Helpful
    • Calm/patient
    • Tactful
    • Well-organised
    • Well-informed
    • Duties
    • Welcome visitors
    • Operate switchboard
    • Issue visitors’ passes
    • Look after and check Staff in/out book and Visitor book
    • Keep reception tidy
    • Maintain and check an Appointment book/electronic diary
  • The Reception Area
    • The reception area is always situated close to the entrance to the workplace
    • It should be bright and welcoming and contain the following:
      • Reception desk staffed by a Receptionist
      • Waiting area close to the reception desk
      • Seating area for customers who have to wait
      • Reading materials
      • Tea/coffee making facilities
      • Organisation chart
      • Security features
  • Type of Visitors to Reception Visitors with Appointments Applicant for Jobs Sales Representatives (With Appointment) Business people from other firms
  • Type of Visitors to Reception Visitors without Appointments People enquiring about jobs Customers with complaints Sales Representatives
  • Type of Visitors to Reception Regular Callers Post person/courier Services (Window cleaner, technicians)
  • DEALING WITH VISITORS Here is the procedure for dealing with visitors who call at reception: Welcome the visitor with a friendly greeting Ask the visitor for name and/or business card Check the appointments diary for that name Phone the person to see if they are free if not yet free ask them to wait when free issue visitor a pass give directions keep them informed If the visitor has no appointment, get them to make one have them sign the visitors book
  • Security Measures
    • Ensuring all visitors report to
    • reception first
    • Issuing security/visitor badges
    • Maintaining controlled entry through the use of swipe cards, keypads and entry-phone systems
    • CCTV installed throughout the building
    • Security patrols/guard dogs
    These measures will help to ensure the safety of its staff, visitors, equipment and information
  • Security Problems
    • One of the most common security problems an organisation will face is unauthorised access
    • If a member of staff has reported an unauthorised visitor, the receptionist should:
      • Approach the person and ask them the reason for their visit
      • Contact security
      • Record in an incident book