Preparations Before Receiving Work

To do well in the reception work, we need to make adequate preparations beforehand. These preparations include: preparing an original registration book, or a computer registration system, sorting out the visiting units, names, duties, time, causes, and receptionists who have made a reservation in advance according to the appointment records of past customers' incoming telegrams, and making an appointment to visit the appointment form on the same day. If necessary, they can reconfirm and remind the visitors and the interviewees by telephone.

A visitor's business card index system is set up. The business card information of future visitors is stored in the computer for reference, and the visiting registration records are combined to form a set of visiting data system. This is convenient for the complete record of the visits and results that have occurred, and it is convenient for the boss to contact the customers when he has something to do, and we can quickly retrieve the accurate information from this search.

To know the names, departments, duties and extension numbers of the visitors who can be received in the enterprise, so as to arrange the reception in time.

Know your boss's activity schedule.

Make a form in advance, and note that all appointments on the same day are gone.

Every morning when he goes to work, the Secretary will report to his supervisor what arrangements he has on that day, remind him of the appointment time, place and object.

This can remind the boss not to forget the appointment with the guest because of his busy schedule. If any important guest suddenly visits or has important matters, he can contact him at any time.

Prepare some pens and notepaper so that you can make necessary records, or visitors who want to visit are not there, recording their messages.

A message board is placed on the wall of the office.

In this way, when the staff are out, they can leave a message, so that we can keep track of the whereabouts and related situations of the staff at work.

To adjust their appearance and mentality, this is a courtesy that can not be neglected in the reception work. The secretary should strive to greet the visitors with a good professional image and give a good impression to the visitors.

If you have a business card, you must bring your business card with you when you receive it. When you accept the visiting card, you should send a card courtesy.