how to deal with visitors promptly?

[Tanya]

im doing a level 2 NVQ on business and admin and im having difficulties answering this bollocks help required!

[BunnyDevil35]

First of all, it's not bollocks - greeting and helping visitors promptly is a big part of many clerical based jobs and since you would be the first point of contact for any visitor, it is vital to make a good impression. If you think that is a load of bollocks, I would rethink your career choice.

My advice would be to greet all visitors as they arrive, politely and professionally and ask them who they are here to see/which department they require, whatever is appropriate for that particular workplace. Ask them to sign in if that is the company's protocol. If they need directions, you give them clearly and correctly, if they need escorting, you lead them.

Where I work, if they are visiting the ward they are shown to the waiting room and asked to wait while we contact the ward so a nurse can meet them and escort them onto the ward (it's a mental health ward). If they are here for an outpatient appointment/visit a department we ask them to take a seat and if necessary (as some of the departments/doctors come down to collect their patient at the appointed time) we phone the relevant department and let them know their next appointment has arrived.

All visitors should be greeted as quickly as possible, however, if you are on the phone and a visitor arrives, you should acknowledge they are there (I usually smile at them and raise my index finger - they understand I will just be one minute) and then they know you are not ignoring them.

Depending on the place you work, you may received visitors that require extra help, such as someone who is blind, deaf, in a wheelchair for example. It is important to help them in way that they feel they are being treated equally while giving them the help they require - for instance, don't just assume they need help, ASK if they require help or if there is anything they need to be able to access your building/services.