How To Welcome Office Guests

PROJECT PROFESSIONALISM

By projecting a professional, capable demeanor, you imply that guests’ experience with the business as a whole will follow suit.

GREET ALL VISITORS LOUD AND CLEAR

While it seems self-evident, plenty of front-desk workers mumble their salutations. Greeting visitors by saying “Good morning” or “Good afternoon” in a steady, audible tone imparts an air of capability sure to be appreciated by everyone.

ASK VISITORS WHOM THEIR APPOINTMENT IS WITH

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Assuming a guest is there to see the wrong person suggests inefficiency, something no one in your business wants that person to feel going into a professional exchange with your company.

ASK FOR THE VISITORS NAME AND NOTE THE PRONUNCIATION

This way, when you alert a member of your office that their visitor is on site, you’ll also guarantee they know how to address the visitor, in case he or she has a name with a unique pronunciation.

KEEP THE VISITOR INFORMED

After you’ve notified a colleague that their visitor has arrived, let the visitor know you’ve done that (“Mr. Fox will be with you shortly.”)

 OFFER REFRESHMENTS

If your colleague tells you they are tied up on a call or stuck in a meeting and might be delayed in greeting their visitor, offer the guest any refreshment that you might have on hand.

 KNOW THE LAY OF THE LAND

As the person sitting behind the front desk, you’ll be the one who’s asked where the restroom is, where supplies are located, and myriad other basic questions regarding the office. Be sure you’re able to easily give directions to the basic parts of the office: lavatory; drinking fountain; copy and fax machines; supply closet.