THE RECEPTION OFFICE

The reception office is the first contact office which is well furnished can decorated to create a good and lasting impression in the mind of the isitor. It is an office where visitors or callers are welcomed and attended to. The office is well equipped with telephone, newspaper, journal, magazine, computer, fan and others.

A receptionist is an employee charged with the responsibility of receiving and directing visitors in a reception office.

Importance of a receptionist

1. The receptionist is important to receive and direct visitors
2. He/she creates awareness about the arrival of a visitor
3. The receptionist helps to keep and give necessary information on behalf of the staff
4. He/she is important to receive telephone calls on behalf of the organisation.

QUALITIES OF A RECEPTIONIST

1. She must be neatly and smartly dressed
2. They must be polite and patient
3. She must have a good knowledge of the organisation and its personnel
4. She must be courteous 
5. She must be fluent in speaking English
6. She must be punctual and be committed
7. She should have a pleasing personally
8. She must be cheerful

DUTIES OF A RECEPTIONIST

The duties of a receptionist can be divided into two namely:

1. Receiving callers or visitors
2. Handling Telephone call

     a. RECEIVING CALLERS OR VISITORS

1. She receives visitors warmly
2. She must make an appointment with visitors
3. She makes visitors comfortable while waiting for an office
4. She must receive and give information concerning the organisation
5. She must direct the visitors correctly
6. She must pleasantly and politely receive visitors with the use of “can I help you, please”?     
   

   b. HANDLING TELEPHONE CALLS

•  She must use a clear and pleasant voice with short answers
•  She must keep a log of calls3.She must not disclose unauthorised information
• She must write down the message received from telephone calls
• She must answer the call with the name of the organisation or department and not her name
• She must say thank you at the end of the call                                                                                                                                                                                                     
  

  HOW TO RECEIVE AND TREAT VISITORS

The kind of approach given to visitors will determine whether the visitors are warmly received or not. These are cogent things a receptionist must know:-

1. Approach – e.g. know what to say to them
2. Assistance – e.g. offer a sear or direct well
3. Attention – e.g. be attentive, listen to them
4. Solution – e.g. provide solutions to their problems
5. Conclusion – say welcome sir/ma and thank you at the end

Appropriate Office Dress Code

“Dress the way want to be addressed”.

There are major dress codes which are:

i. Casual dressing

ii. Official/formal dressing

iii. Occasional/ceremonial dressings

RIGHT ATTITUDE TO WORK

Work is any activity people engage themselves (Physical or Mental effort) in order earn a living e.g. teaching, barbing, engineering etc.

Right Attitude to work –is having a positive state of mind toward a particular job/work i.e. doing a particular job with a rightful purpose or determination to do good in an organisation.

Characteristics of people with positive attitude

1. Interest
2. Commitment
3.  Promptness
4. Consistency
5. Punctuality

Rewards For Positive Attitude to Work

1. High performance
2. Promotion
3. iii. Respect
4. Success
5. Productivity

Negative Attitude To Work

This means having a wrong or bad state of mind towards a particular work.

1. Failure
2. Anxiety
3.  Depression
4. Stress
5. Bitterness

Punctuality:- is driving at a place of work before or at an agreed time. Punctuality is said to be soul of business. Cultivate the habit of being punctual

Regularity:- is to be at the place of work every day except when on leave or ill

Punctuality and regularity lead to

–          High performance

–          Smooth running of the business

–          Promotion

–          Increment in salary and wages

Irregularity – is whereby an employee is absent from their duty

Punishment is the discipline given to irregular employees, irregularity leads to punishment

Irregularity leads

–          Punishment

–          Query

–          Deduction from salary

–          Suspension from work

–          Dismissal

Devotion to duty:- means spending time or energy in doing something. It has to do with total commitment, showing interest and consistency habit.

To improve the general working

The following must be considered

1.    Have in mind that something can be done
2.     Never give up because you cannot be a failure until you give up
3.     Do not complain instead do what you can do and leave the rest
4.     Make hard work your major goal
5.    Be organised and be reliable