Receiving Visitors

What is the appropriate way to greet visitors as a secretary?

• Ignore them and continue working

• Welcome them with a smile, introduce yourself, ask how you can assist, and offer a seat.

• Yell at them to leave

• Tell them to wait outside

How should a secretary handle unexpected visitors?

• Politely greet, inquire about purpose, inform about appointment requirement

• Ignore them completely

• Yell at them to leave

• Tell them to come back later without an appointment

Why is it important for a secretary to maintain a welcoming environment for visitors?

• To discourage visitors from returning

• To create a hostile environment

• To create a positive first impression, make visitors feel valued and comfortable, and enhance the overall reputation of the organization.

• To make visitors feel unwelcome

What information should a secretary collect from visitors upon arrival?

• Blood type, social security number, credit card information, mother's maiden name

• Name, purpose of visit, time of arrival, identification

How can a secretary assist visitors with scheduling appointments?

• By greeting visitors, understanding their scheduling needs, checking availability, coordinating schedules, and confirming appointment details.

• By providing visitors with a tour of the office

• By asking visitors to schedule appointments online

• By offering visitors refreshments while they wait

What are some common etiquettes a secretary should follow when receiving visitors?

• Greet warmly, offer a seat, ask how to assist, inform the person being visited, provide necessary information or assistance

• Tell visitors to wait outside

• Ignore visitors, continue working

• Provide incorrect information or assistance

Why should a secretary be knowledgeable about the organization when receiving visitors?

• To make the visitors feel unwelcome

• To test the visitors' knowledge of the organization

• To confuse visitors with misinformation

• To provide accurate information, direct visitors, and represent the organization professionally.

How can a secretary ensure the security of the premises when visitors arrive?

• Install security cameras at the entrance

• Allow visitors to roam freely without supervision

• Implement a visitor registration process, provide visitor badges, escort visitors, and verify identities through photo ID checks.

• Share security codes with all visitors

What are some effective communication skills a secretary should possess when interacting with visitors?

• Active listening, clear verbal communication, professional demeanor, empathy, and accurate information provision.

• Inappropriate language

• Lack of attention

• Excessive talking

How can a secretary handle difficult or irate visitors professionally?

• Laugh at the visitor

• Yell back at the visitor

• Remain calm, actively listen, empathize, maintain a positive attitude, offer solutions, seek assistance if needed.

• Ignore the visitor's concerns