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• 19. How does a receptionist handle (a) visitors with appointments? o Check the Appointment Book to confirm time of the appointment o Ask for the visitor’s business card. o Invite the visitor to take a seat while you inform the staff whom the visitor wishes to see. o Record the details of the business card in the Reception Register. • 20. Invite the visitor to take a seat! Record the visitor’s details in the Reception Register • 21. (b) Visitors without appointments? o Politely ask about the nature of the visit. o Ask for the visitor’s business card. o Invite the visitor to take a seat. o Check with the staff member concerned. o Record the details of the business card in the Reception Register. • 22. (c) Difficult visitors o If a visitor who does not have an appointment insists on seeing an executive who is busy or not around, suggest that he sees another executive or arrange for an appointment. • 23. o Even if the visitor is angry and shouting, it is not good for you to lose your temper and shout back. o A good receptionist should remain calm and deal with the situation in a professional manner. • 24. o Explain to the visitor that the staff member is not available or is busy. _________________________________________ _________________________________________ o Politely ask whether the visitor would like to see another staff who may be able to help. _________________________________________ _________________________________________ • 25. o Politely ask the visitor to leave his/her name card for the staff member to set up an appointment. o Be sensitive, calm, polite and patient!!