types of visitor

TYPES OF VISITORS Visitors With Appointments: Visitors who have appointments will not always arrive at the exact time scheduled. Those who arrive early should realize that they may have to wait. Those who have appointments should not be kept waiting, but realistically an executive may not be able to stay on a precise schedule. If the visitor appear annoyed, you may suggest that another appointment be arranged or perhaps. You offer to get the visitor a cup of coffee and indicate that the latest issue of a magazine. While the person is waiting, you should maintain a business like attitude. Visitors Without Appointments: When you do not recognize those who come to your office without appointments, you need to determine who they are and what they want. Embarrassing situations may result from untrue statements concerning why the executive cannot see a visitor. Your boss may want to be available to some people at all times. Certainly, higher- ranking executives and their secretaries do not need permission to enter your boss’s office, but they usually ask or give an opportunity to indicate whether he or she is busy. Relatives, close friends and executives on the same level generally have access to the boss’s office Problem Visitors: If a visitor to your office becomes irate, you must do all you can to maintain goodwill. One of the best ways to avoid becoming defensive is to remember that unless you are the one whose actions created the problems, the visitor’s remark are not about you. Be attentive listen carefully until the visitor has finished talking. After you have listened to what the visitor has to say you may know how the problem can be resolved. PERSONAL QUALITIES OF A SECRETARY 1 A Secretary Should Be Cost Conscious: He must have ability to organize ideals, improve things and avoid waste in his daily activities. 2 A Secretary Should Be Cheerful And Hospitable: In his day to day activities the office worker interacts with people of different social and psychology disposition. To make such people come again, the secretary ought to radiate joy in his inter-face with them. 3 To Work Well Under Pressure: A secretary must possess the ability to work under pressure. When work and responsibilities mount and unwieldy the secretary should be clam, under there are too many tasks awaiting treatment on your table, you should as a secretary, be peaceful and clam. 4 Be Tactful, Discrete And Diplomatic In Relating To Visitors And Callers: He must release that he is a keeper of secret and should be careful in letting out secret information to authorized person, being tactful required visitors and his employers. 5 To Be A Good Communicator In Speech And Writer: Be “phonogenic” in oral and telephone conversations. To be “phonogenic”, he needs to pronounce word appropriately using the correct consonants, vowels, diphthong, diction and style. A secretary avoids native language interference in his office communication. CONCLUSION A secretary has many reception duties required of him. These duties were mostly related to correspondence, such as typing out letters. The advent of words processing has significant reduced the time that such duties require. A secretary is often the first business contact a person will meet at any organization. These are many qualities that a secretary is expected to possess in order to do the jobs successfully include attentiveness, a well groomed appearance, loyalty, maturity etc. Furthermore it is emphasized that the secretary must possess or be acquainted with some personal qualities/characteristics that will make her quite unique in the office. Her ability to get along with members within and outside the organization is important. The study portrayed those receptionist duties required as a yardstick for any secretary who wishes to be successful in the secretarial profession. RECOMMENDATION 1) A formal study of training programme should be organized for secretaries on receptionist duties this will further enhance the secretary’s performance and in dealing with people in the industry because adequate and better receptionist duties is an essential factor for efficient and effective of nay organization. 2) god receptionist duties is an essential tool and imperative factors that should be cultivated, sustained and maintained by secretaries, management and other members of any establishment for the attainment of organizational goals. REFERENCES Akpan, E. (1987) Senior Secretarial Duties And Office Organization Macdonald And Evans Ltd Great Britain. Akpan, O. (2000) The Perfect Secretary (An Exposition Of The Secretarial Duties Of The Professional Secretary, Enugu, Procession Publishers Ltd. Eni, A. (2000) The Concept And The Meaning Of Secretary, Enugu, Precision Publishers Ltd. Ezekiel, M. (2000) Receptionist Duties Required Of Secretary In Today’s Business Osprey Publication Centre. Harrison, A. (1999) The Effective Secretary Hong Kong London Group. McCarteny, A. (1996) Secretarial Duties Pitman Publishing Ltd London. Ohakwe, S. N. (2010) The Effectiveness Of Office Practices Jude Global Publication.