Chapter: 4

Schedule, Making Appointments,

and Receiving Visitors

Daily Office Professional’s Responsibility

Establish realistic schedule for one or more managers.

Make and confirm appointment involving one or more managers.

Daily Office Professional’s Responsibility

Use appropriate memory aidsGreet and direct visitorsMaintain office security

Regular Communication

Regular communication between you and your manager is necessary to achieve realistic scheduling.

Set a regular time to meet with your manager to examine the daily schedule .

Regular Communication

At these regular meeting, one constant item for discussion will be appointment or meeting that have been previously schedule or need to be schedule.

Calendar updates

You should emphasize to your managers the importance of keeping you up to date about their schedule.

There are no foolproof method for keeping informed

Calendar updates

You should be forgiving when a manager forgets to advise you and give praise when he or she remember to do so.

Appointments

Establishing Quiet Times Unexpected Visitors Limiting Length of Meetings Scheduling Appointments

Appointments

Arranging Appointments Confirming Appointments Refusing Appointments Scheduling Changes

Schedule Aids

Calendars Monthly and daily calendars Pocket calendar Electronic calendar

Greeting Visitor

To 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 fashion

Refer to the manager’s calendar to see if the visitor has an appointment.

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Greeting Visitor

Obtain necessary information about unscheduled visitor

Establish with your manager whether and when to allow drop-in visitors

Refer visitors to others when appropriate Develop interruption proceduresKeep records

Making Introduction

Individual IntroductionGroup IntroductionSelf-Introduction Acknowledge Introduction

Difficult Visitors

Refuse to give their names, whom they represent, or the nature of their business.

Demand to see your manager or another person in the office.

Difficult Visitors

Try 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.

Difficult Visitors

Talk loudly, use inappropriate language, and generally act unpleasant.

To deal with these visitor, you should

respond in a friendly but businesslike way to lessen their

potential impact. If possible you should ask your

manager how to deal with this problem.

Office Security

Every 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.

Office Security

The 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.

Office Security

All 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.

Office Security

A list of those persons should posted. The same procedure can be followed for computer terminal use.

Security procedures should be

reviewed regularly.