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

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

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

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

6. Must be close to reception area

7. Vending machines Water dispenser

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

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

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

11. 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

12. Visitor arrives Ask visitors 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

13. Visitor arrives Ask visitors 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:

14. 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

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