HG SECRETARY

HANDLING GUEST

Guest is a person who comes in office with many kinds of purposes.

As secretary we must prepare our self to help the manager in handling the guest, there are something important that should be had by secretary, such as:

• Giving greeting
• Having good performance
• Being polite
• Being friendly, etc.

Usually, the guest come to the office to meet our manager, secretary should know who the guest is? Commonly the guest is dividing in 3 kinds;

1. Guest that could handled by secretary (the guest who asking for aid, salesman, family’s manager, etc.)
2. Guest that could handled by manager (the person who have appointment before with manager)
3. Guest that could distributed to the other staff (the person who ask about information, and we can distributed her to the customer service)

Beside of them, secretary should be able to giving direction and information for the guest also keeps confirmation well.

Well, there are two kinds of guest:

1. Guest with appointment is the person who makes appointment before, so her coming is expected by manager, and usually she has important thing to be discussed.
2. Guest without appointment is a person who comes to the office without appointment, and it’s usual suddenly. So as secretary, we should know her identity and asking what her coming for?

There are something important that should be pay attention by secretary in handling guest:

1. Show that you are professional secretary, to give the first image to the guest.
2. Make your secretary room looks clean, neat, also fresh when the guest comes to your room.
3. Give familiar greeting to every guest who comes to your room.
4. Stop all activities in our room, such as writing, typing, making archive, etc.
5. Don’t make new conversation with other staff to make the guest respected.
6. If there is a guest who comes to your room, while you are receiving a phone, give smile as a symbol that you know her coming
7. Ask the guest take a sit on the chair politely, and give information that guest need.

Conclusion: with excellent service to the guest, it can make good image of company.