10 Schedule Aids Calendars Monthly and daily calendars Pocket calendar Electronic calendar
11 Greeting VisitorTo maintain a professional atmosphere in your office, you should have simple but effective routine for greeting visitor. They are:Welcome all in a courteous but businesslike fashionRefer to the manager’s calendar to see if the visitor has an appointment..
12 Greeting VisitorObtain necessary information about unscheduled visitorEstablish with your manager whether and when to allow drop-in visitorsRefer visitors to others when appropriateDevelop interruption proceduresKeep records
13 Making Introduction Individual Introduction Group Introduction Self-IntroductionAcknowledge Introduction
14 Difficult VisitorsRefuse to give their names, whom they represent, or the nature of their business.Demand to see your manager or another person in the office.
15 Difficult VisitorsTry to get past you to see your manager or wander about the office.Attempt to engage you in conversation to obtain information about business operations.
16 Difficult VisitorsTalk loudly, use inappropriate language, and generally act unpleasant.To deal with these visitor, you should respond in a friendly but businesslike way to lessen theirpotential impact. If possible you should ask yourmanager how to deal with this problem.
17 Office SecurityEvery office should post a set of security procedures like these Purses, wallets, desk clocks, and other items attractive to thieves should be put out of sight, preferably locked up when personnel are absent.Desks, file cabinets, and storage cabinets should have working locks and be kept locked when staff are away from them.
18 Office SecurityThe doors to unoccupied offices should be locked when vacant.An office or organization decision should be made concerning who has access to files and other material.
19 Office SecurityAll visitors should show some form of identification, including those coming to repair equipment. They should be escorted in and out of the office. If suspicious persons are loitering about, the police or building security should be notified.
20 Office SecurityA list of those persons should posted. The same procedure can be followed for computer terminal use.Security procedures should bereviewed regularly.