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Receiving Visitors

Receiving Visitors. By: Kaitlyn Brown. Greeting Visitors. Immediate attention Advance preparation. Attending To T he Visitors W ho Has A n Appointment. Make the visitor feel comfortable Invite visitors who must wait to take a seat Attend to early arrivals

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Receiving Visitors

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  1. Receiving Visitors By: Kaitlyn Brown

  2. Greeting Visitors • Immediate attention • Advance preparation

  3. Attending To The Visitors Who Has An Appointment • Make the visitor feel comfortable • Invite visitors who must wait to take a seat • Attend to early arrivals • Do not keep a visitor who has an appointment waiting • Be cautious about how you state the reasons for a delay • Do not forget about the visitor

  4. Attending To Staff Visitors • Two-way communication • Know what room to take the visitor to

  5. Attending To Unscheduled Visitors • Be friendly • Do not judge a visitor • Greet the visitor • If the visitor is a family member, friend, or an important executive

  6. Visitors Who do Not State The Purpose Of Their Visit • Establish clear guidelines with your manager • Ask direct questions • Offer to help the visitor • Politely be persistent • Have the visitor write a note to the manager

  7. Dealing With Unwanted Visitors • Use common courtesies • Listen to the visitor • Apologize if it is appropriate to do so • Show empathy and understanding • Promise follow-up

  8. Bibliography • Burton, Sharon , and Nelda Shelton. "Scheduling Appointments and Receiving Visitors." Office Procedures for the 21st Century. 7th ed. Saddle Rive, New Jersey: Pearson Education, Inc., 2008. 384-394. Print.

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