2. What makes a good reception area?
Waiting area
Informal Meeting Area
Comfy Chairs
Plants
Security Camera
Refreshments
Entry phone system
Photographs
Magazines etc
Receptionist
Switchboard, fax & PC

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

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

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

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

7. Must be close to reception area

8. Vending machines
Water dispenser

9. Telephone/switchboard
Telephone answering machine
PC/Computer
Fax
Public telephone

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

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

12. 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

13. 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

14. Visitors with Appointments
Visitor Arrives
Ask Visitors name and take their business card
Check the Appointments Diary
Get the Visitor to sign the Reception Register
Issue Security pass
Contact the member of staff to be seen
If delayed, ask the visitor to take a seat, offer refreshments
If available, direct visitor to the appropriate member of staff/office

15. To arrange another appointment If another member of staff could help
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
To arrange another appointment
If another member of staff could help
If unavailable ask them:
Issue a visitor security pass
Direct to the appropriate member of staff/office
If available:

16. Visitors without Appointments
Visitor Arrives
Ask Visitors name and take their business card
Ask for the name of the member of staff they wish to see
Get the Visitor to sign the Reception Register
Contact the member of staff to be seen
If available, issue security pass
Direct to appropriate member of staff/office
If unavailable, ask them:
To make an appointment OR
If another member of staff can help
Visitor
Leaves
Visitors without Appointments

17. 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

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