Skills

Levels

spacer
spacer

How to Deal with Visitors Without an Appointment?

How to Deal with Visitors Without an Appointment?

When a visitor who has not made an appointment arrives, the secretary should offer him a seat and introduce himself / herself.

Get the information from the caller

After the introduction, the secretary should know the name of the caller, the anything about it, you may say, "If it's not convenient for you to tell me the information, I could understand. How about leave a note to state treasons you want to see him. I believe he would be glad to meet with you. When you say these words, you?d better have patience and wear a smile. Generally speaking, few good-willed visitors will refuse to state his business.

Contact with the supervisor's office

After getting the information, the secretary can t answer whether his supervisor is available or not immediately, for the reason that the supervisor may not want to see the visitor. Contact with the supervisor,s office at once to see whether the supervisor is available or whether he is willing to see the visitor.

The supervisor is not available

If the supervisor is not available,the secretary should explain the reasons why the supervisor is out and the time the supendsor may return. However'the place the supervisor has gone to should not be exposed. At this moment , the secretary may say, "I'm sorry, he is on business, the returning time may be X. You could talk with me first, if you don't care." Or, the secretary could say,"Is there anything I can do to help you? You could leave the message for him,"

Decline visitors tactically

If the supervisor doesn't want to see the visitor, the secretary should tell the visitor that the supervisor is not available, instead of refusing him directly secretary may ask the visitor to leave his business visiting card, and promise to but Should not Permise him that the ^pervisorwooki callhim when he comes back. When the secretary is sure that theaipervisor doesn t want to see the visitor, he/she may answer "I hope you have to wait for a long time."

spacer