Front office Manners

By: Faizullah

1. Welcome every visitor with a smile. A picture paints a thousand words and your body language is very critical. Therefore, you will need to take the time to speak clearly, slowly and in a cheerful and professional voice while greeting every visitor.
2. Use your normal tone of voice when greeting a visitor. If you have a tendency to speak loud or shout, avoid doing so while greeting the visitor.
3. Address the visitor properly by his or her title. (i.e. Good morning Mr. John, Good afternoon Ms. Kumar, How are you today, Dr.Raj). Never address an unfamiliar visitor by his or her first name.
4. Do not use Poor Language. Respond clearly with “yes” or “no” when speaking. Never use swears words.
5. Listen to the visitor and what they have to say. The ability to listen is a problem in general but it is very important to listen to what the visitor has to say. It is always a good habit to repeat the information back to the client when you are taking a message to verify that you have heard and transcribed the message accurately.
6. Do not eat or drink while you are at the desk. Only eat or drink during your coffee break or lunch break at the designated cafeteria.
7. Be patient and helpful. If a visitor is irate or upset, listen to what they have to say and then refer them to the appropriate resource. Never snap back or act rude to the visitor.
8. Always ask if the visitor has the time to wait. If you are responsible for handling multiple visitors at once, always ask the visitor politely if you may make them wait. Remember that the visitor could have already waited several minutes in a queue before reaching you may not take lightly to being asked to wait. Once the visitor agrees to wait, follow up with the concerned regularly to ensure that the waiting time is not long.
9. Always focus on the visitor. Try not to get distracted by people around you. If someone tries to interrupt you while you are attending to the visitor, politely remind them that you are attending to the visitor and that you will be with them as soon as you are finished.
10. Assist visitors while filling out visitor passes. If your company has a detailed procedure for filling up visitor passes, assist the visitor in the process. It is not advisable to make the visitor spend a lot of time at the front desk filling up the pass, while the time can be utilized by the visitor in a constructive business meeting.
11. Innovate the Visitor pass entry. Where there is a manual visitor pass register available at the front desk, you can get innovative yourself by implementing methods that will reduce the waiting time at your desk. Alternatively you can also suggest to your management the benefits of automating the visitor pass process. Many such visitor management solutions are available today at competitive prices.

Article Source: http://www.bigfreearticles.com

Remember that you are the first contact for a visitor entering the premises, and therefore you are the face of “Enterprise” that has employed you. The manner in which you greet visitors is a representation of the enterprise’s standard for excellence. Your appearance and hygiene must be of the highest standard. No matter how busy the front office becomes you must project a competent, confident, calm, and organized, in control demeanor. When a visitor arrives you should look up from your work immediately and greet the visitor. Here are some tips to be followed while at the front office, so as to ensure that every visitor experiences “Delight”, whenever they visit your company.

About the Author:
Author: MdFaizullah Email: faizullah@cogentmail.com Website: http://www.usetouchpoint.com

Tags: customer service, visitor management system, visitor management software, visitor management, visitor tracking, gate pass

Please Rate this Article

Comments

Share This Article - Quick and Easy Using This Button:

Click the XML Icon Above to Receive Customer Service Articles Via RSS!

Read More Articles From - Home | Business | Customer service

Predict your Future, Ask the experts! By: Jack Robert - What everyone craves in his life is to have a fruitful and a blossoming future which he dreams from his childhood. Will anyone hold the surprise, of how he will be after some years if there are means available at present to know about it? Yeah. Based on the physic reading and other forms of astrology we can predict and to an extent portray how one will be in the future.
Tags: business, customer service, psychic reading, tarot readings, online psychic reading
Psychic Reading- The art to know about your life! By: Jack Robert - If you’re experiencing domestic problems lately, and you want to attract harmony back into your family life, consult an expert psychic and draw in the much needed positive energy into your home. You may not know it, but most domestic troubles have deeper sources and much complex reasons.
Tags: business, customer service, psychic reading, tarot readings, online psychic reading
The spooky science- psychic reading! By: Jack Robert - Psychic reading is one of the interesting branches of study where the future is predicted by people who claim to possess psychic abilities. Though a few people brush it aside as fake, it is still believed and pursued by a majority of the population. The term psychic itself denotes supernatural or intuitive power. Of course they cannot be very accurate all the time. But, they can certainly be related to our lives.
Tags: business, customer service, psychic reading, tarot readings, online psychic reading
Harness Your Psychic Energy! By: Jack Robert - Human race is known for its sixth sense. One more blessed feature of human kind is his extra sensory perception. This blessing however is generally cryptic and hence not easy to decipher. It requires guidance and expertise of experts and professionals in the field to read your insights. Online psychic reading is generally done when people do not have easy access to quality professionals.
Tags: business, customer service, psychic reading, tarot readings, online psychic reading
Packing and Moving- Do It with Only Professional Packers Movers By: Juli Braganza - Moving with bulk of goods to new location is not an easy task. It is an annoying task that created various unwanted problems that make the people tensed. It is well known to everyone that shifting with valuable goods to new location is not everyone’s cup of tea. But hiring the services from the reputed moving companies this chaotic tasks can become much easier and comfortable.
Tags: business, customer service, packers movers, packers and movers
Packing and Moving- Make It Stress Free With Reputed Company By: Juli Braganza - Packing and moving to new city or state can be traumatic and annoying tasks. It makes people mentally and physically tired and more over it takes away the valuable time. To make the shifting tasks a hassle free experience make shifting with professional packers and movers company. It is the simplest way and best way to move to new location with all your household or office goods.
Tags: business, customer service, packers movers hyderabad, hyderabad packers movers
The Way to Design Your Own Nymphaeum By: Max Wright - The publicizing and optimization of internet sites is rather topical question for nowadays internet site owners. That’s why lots of queries must be resolved. What are the most usual methods for web source promotion? What is an efficient source promotion? This article is written for persons, who would like to get the answers on those questions. Most internet sources are unintelligible for various search engines.
Tags: business, customer service, winter garden, flowers, climate, apartment, people
Gaining Ground With Good Customer Service By: Nik Levesque - Probably one of the most effective ways to increase your business and retain your customers has to be by providing thes best customer service that you possibly can. Unfortunately, these days, finding businesses that actually provide a good deal of customer service and care about their customers are sometimes few and far between. If you choose to ignore your customers and the service that you provide to them you are shooting yourself in the foot.
Tags: business, customer service, customer service
What Is Car Detailing? By: Nicholas1 Nicholas1 - Today, there are a lot of simple and easy steps that car owners may follow to preserve their cars from seemingly looking brand new even when it was bought years ago. A lot of books have been published to guide owners as to how they can take care of their automobiles as doing a lot treatments and precautions can actually prevent a huge amount of money for car repairs in the near future.
Tags: business, customer service, auto detailing, rv detailing, boat detailing, marine detailing, car detailing
Learn more about Shipping Containers By: Mr Baker Mr Baker - What are the big steel-designed storage boxes that offer room to variety of merchandise? Those are called containers. When these containers are shipped from one place to another, we call them shipping containers. The question arises, are there different types of containers to accommodate a huge sum of goods? What kind of commodities rest inside these containers? Here a wide range of customizations are available for consumers.
Tags: business, customer service, shipping containers can be delivered to your site to solve your storage problems they are strong and come in three sizes 3m 6m and 12m