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Main features of a reception area
Citation preview
1
What makes a good reception area?
Waiting area Informal Meeting Area
Receptionist
Security Camera Entry phone
system
Switchboard, fax & PC
Magazines etc
Refreshments
Photographs
Plants
Comfy Chairs
2
Clearly visible on entering the building
Clearly signposted
All visitors should All visitors should All visitors should All visitors should report to Receptionreport to Receptionreport to Receptionreport to ReceptionOn 1On 1On 1On 1stststst FloorFloorFloorFloor
Close to reception so visitors do not feel forgotten
Plants can improve the appearance of this area
Pictures can also improve this area
3
Type of seats
Number of seats
Arrangement of seats eg rows, informal layout
Thought should be given to:
Magazines, brochures, newspaper etc
Display of products or services
Organisation reports
4
Must be close to reception area
Vending machines
Water dispenser
5
Telephone/switchboard
Telephone answering machine
PC/Computer
Fax
Public telephone
Security camera(s) and monitors
ID Badges - for staff and visitors
Entry-phone
Swipecards
Keypads
6
Well groomed
Polite
Helpful
Calm/patient
Tactful
Well-organised
Well-informed
Deal with visitors
Hand out security passes
Maintain and check Appointments Book
Looking after Reception Register
Looking after/checkingStaff In/Out Book
Maintaining an Electronic Diary
Passing on messages to staff
Operating the switchboard
7
Visitor arrives
Ask visitor’s name and take his/her business card
Check the appointments book
Ask visitor to sign the Visitors’ Book
Issue visitor with a security pass
Contact the member of staff the visitor wishes to see
If delayed, ask the visitor to take a seat/refreshment
If available, direct to the appropriate member of staff/office
Visitors with
AppointmentsVisitor Arrives
Ask Visitors name and take their business card
Check the Appointments Diary
Get the Visitor to sign the Reception Register
Issue Security pass
Contact the member of staff to be seen If delayed, ask the visitor to take a seat, offer refreshments
If available, direct visitor to the appropriate member of staff/office
8
Visitor arrives
Ask visitor’s name and take his/her business card
Ask for the name of the member of staff they wish to see
Ask the visitor to sign the Visitors’ Book
Contact the member of staff the visitor wishes to see
To arrange another appointment
If another member of staff could help
If unavailable ask them:
Issue a visitor security pass
Direct to the appropriate member of staff/office
If available:
Visitors without
Appointments
Visitor Arrives
Ask Visitors name and take their business card
Ask for the name of the member of staff they wish to see
Get the Visitor to sign the Reception Register
Contact the member of staff to be seen
If available, issue security pass
Direct to appropriate member of staff/office
If unavailable, ask them:♦To make an appointment
OR♦If another member of staff can help
Visitor Leaves
9
Visitors should first report to reception
Security/ID badges to be worn by staff and visitors
Swipecards to gain entryto the building
Keypads/Combination Locks/Entry-phone systems are used to gain entry
CCTV installed throughout the building
Security Patrols to monitor the buildings and grounds