Effective Response To Special Needs Of Visitors

(1) if the visitor wants to talk with us, if the visitor can talk to me, the Secretary can let him speak first, and listen best and listen to him, so that he can understand our knowledge and understanding.

However, try to avoid involvement in internal affairs.

If the visitor talks very much and the Secretary doesn't have much time to chat, he can apologize to the other at the right time: "I'm sorry, I have something else to deal with immediately. Shall we chat again sometime?"

Or, "I'm sorry, I need to do some other work at once. Would you mind?"

Then we continue to do our own work.

At this time, we must pay attention to propriety and do not sweep the other party's interest.

(two) if visitors want to make a phone call, if the visitor wants to make a phone call, the Secretary can ask them to use the arranged telephone. This telephone should be a straight line telephone. If there is a long-distance function, it must be locked or password to use, so as to control the cost.

The secretary should inform the other person politely how to use the phone, and ask the person to control the time and the voice of the phone.

Visitors should be avoided to use office telephone and internal telephone on the desk.

There are others who are really unaware. When we allow him to use the phone, he often speaks loudly and without hesitation.

If the Secretary can not be discouraged in time, once the boss is disgusted with him, he will only be Secretary himself.

Therefore, a secretary should express his attitude politely and firmly, and firmly remind the other party to stop immediately.

The best way is to emphasize mutual respect.

This means: I will give you face, please give me face too!

(three) if the visitor is not willing to leave, if the visitor does not go, the secretary should not be rude enough to tell the reason why the party must leave. The attitude should be clear and firm so that the other party can get rid of any fluke.

There are usually several kinds of situations where visitors can not stay. First, they have been planned and suddenly changed, and they are not at ease for a while. Two, there is no place to go. Three, they wait for the end of their hearts. Four, there is no reason why they want to sit down for a while; five, they have ulterior motives; six, they are mixed up.

The secretary must distinguish different situations and deal with them accordingly.

Even if you confirm that the other side is making trouble, don't disturb your boss or security guard if you have to, because if you lose control, you can only explain the incompetence of the secretary.

(four) visitors insist on seeing their superiors. If visitors insist on meeting their superiors, but do not want to say why they want to see them, 80% of them have secret feelings.

Under normal circumstances, the secretary should take the initiative and firmly tell the other person: "I am sorry, my boss explicitly authorized me, he only met with a previous visitor.

Before I arranged you, he asked me to find out the true intentions and requirements of your visit, and I must perform my duties.

It is necessary to find some reasonable excuses, such as "I am very willing to help you, but now my boss is in a meeting. The meeting is very important and will not end in a short time, so I suggest that you write him a note, and I will try to give it to him and ask him to arrange a specific time."

If the visitor has something important, and the boss is in a meeting, if he or she receives a visitor, the secretary should ask the visitor to wait in the reception room, then visit the visitor's business card or write a note to the supervisor, or remind the supervisor through the inside telephone.