Skills

Levels

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Receiving visitors

Receiving visitors

Receiving visitors and guests is a secretary's daily routine in the office. As a secretary, you represent your company, and you should try to make a good impression on visitors when you greet them. A secretary should always greet a visitor and be friendly and helpful. A secretary should have a thorough knowledge of the structure of the organization and its staff. When talking with the visitor, a secretary should pay attention and listen to the visitor carefully. Most importantly, a secretary should find out if the visitor has an appointment or not. If the visitor has an appointment, the secretary needs to check the appointment book first. If the visitor does not have an appointment

find out the reason for his visit and the person he wants to see. Then find out if the person the visitor wishes to see is in and whether he will receive the visitor untiiout an appointment. If the person cannot see the visitor without an appointment, suggest another person instead, or make a further appointment. If the visitor is an important customer, the boss will come down to the reption to greet the visitor. Sometimes the secretary escorts the visitor to the boss office. Using the visitor's name when he arrives is a friendly gesture and gives the visitor a good impression of die conpany or organizaticvi. When the secretary and the visitor arrive at the boss's office, the secretary announces the visitor's name, title and poation, and introduces the boss to him if this is their first meeting. If the visitor wishes to leave a message, write it down immediately and make sure it reaches the right person as socxi as posaUe. If the visitor must wait for the boss, see that he has a axnfolaUe chair and scxne reading materials. A secretary should not force conversation upon die wsltor unless he seems willing to talk he is waiting.

When a visitor cannot be satisfied, the secretary should make some suggestions for an alternative meeting. If a meeting is impossible, the secretary should express regret and explain what has happened, with care and tact, so that the visitor won't get hurt.

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