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Clearly visible on entering the building Clearly signposted

All visitors should report to Reception On 1 st Floor. Clearly visible on entering the building Clearly signposted. Close to reception so visitors do not feel forgotten Plants can improve the appearance of this area Pictures can also improve this area. Thought should be given to:.

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Clearly visible on entering the building Clearly signposted

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  1. All visitors should report to Reception On 1st Floor • Clearly visible on entering the building • Clearly signposted

  2. Close to reception so visitors do not feel forgotten • Plants can improve the appearance of this area • Pictures can also improve this area

  3. Thought should be given to: • Type of seats • Number of seats • Arrangement of seats eg rows, informal layout

  4. Magazines, brochures, newspaper etc • Display of products or services • Organisation reports

  5. Must be close to reception area

  6. Vending machines • Water dispenser

  7. Telephone/switchboard • Telephone answering machine • PC/Computer • Fax • Public telephone

  8. Security camera(s) and monitors • ID Badges - for staff and visitors • Entry-phone • Swipecards • Keypads

  9. Well groomed • Polite • Helpful • Calm/patient • Tactful • Well-organised • Well-informed

  10. 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

  11. 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

  12. If unavailable ask them: • To arrange another appointment • If another member of staff could help If available: • Issue a visitor security pass • Direct to the appropriate member of staff/office • Visitor arrives • Ask visitor’s name and take his/her business card • Ask for the name of the member of staff they wish to see • Ask the visitor to sign the Visitors’ Book • Contact the member of staff the visitor wishes to see

  13. 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

  14. CCTV installed throughout the building • Security Patrols to monitor the buildings and grounds

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