How to Greet Visitors and Callers at Reception

This how to greet visitors and callers at reception template has 2 pages and is a MS Word file type listed under our business plan kit documents.

Sample of our how to greet visitors and callers at reception template:

Reception Procedures: Greeting Visitors and Callers Standard Operating Procedure Department: Administration Purpose: This document aims to guide the user on how to deal with visitors courteously, let them know they are respected and portray a positive impression of the organization. Frequency: When needed Scope: All guests that enter your workplace, whether a client, supplier or service provider will pass judgment about the company based on how they were treated at the reception or greeted on the phone. They might share the first impression they had of your company. The organization constructs its reputation or standards over the service they provide - starting from the reception. Regardless of who enters the workplace, it is fundamental to greet that individual and welcome them courteously. All the staff, especially those at reception, should be aware of the procedures and prerequisites to greet visitors. Below include the standard procedures to doing just that. Procedure: Welcome the visitors with kindness and positive energy. Don't mutter your greeting in irritation. Clearly greet the visitor and make them feel welcome and appreciated. Display professionalism at all times. You might be sitting at the reception or near the entryway of the office and this makes you the most important face of the company, as you are the gatekeeper; the first person the visitor sees. It is imperative that you keep professional in your demeanor, dress and speech at all times. Ask the name of the visitor: Asking the name of the visitor and pronouncing it correctly may seem small, but it is very important. This will help you identify the visitor in your scheduled records and make them feel they are in good hands. Inquire about the appointment or meeting person. Ask the visitor who they are to meet with. Do not assume who they are there to see.