Clearly visible on entering the building
Clearly signposted
All visitors should report to Reception
On 1st Floor
Close to reception so visitors do not feel forgotten
Plants can improve the appearance of this area
Pictures can also improve this area
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
Must be close to reception area
Vending machines
Water dispenser
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
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/checking Staff In/Out Book
Maintaining an Electronic Diary
Passing on messages to staff
Operating the switchboard
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
Visitor arrivesAsk visitor’s name and take his/her business cardAsk for the name of the member of staff they wish to seeAsk the visitor to sign the Visitors’ BookContact 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 should first report to reception
Security/ID badges to be worn by staff and visitors
Swipecards to gain entry to 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