Types of Visitors
Visitors received in most organisations can be categorised as follows:
- Visitors on prior appointment.
- Casual visitors.
- Emergency visitors.
1. Visitors on Prior Appointment: These are visitors whose visit has been pre-arranged well ahead of time. A definite date and time are usually given to such visitors to see the officer they wish to visit. The reasons why most visitors prefer having an appointment is to ensure that:
- They have a hitch-free visit to the organisation.
- They meet the officer of their choice at the time of the visit, as some officers could be away, attending a meeting, or on vacation.
- Precious time is not wasted waiting for an officer who may not be expecting a visitor at that time.
- The officer of their choice gives them prompt attention.
- To give the officer enough time to look for items, or information required by the visitor.
- The visitor could be a top government officer on an official visit to the establishment.
A visitor on appointment should be given prompt attention. If for any reason there is a delay to see the officer of choice, the receptionist should make the visitor comfortable, by offering a place to seat, and a newspaper or magazine to keep busy. The receptionist should be very friendly and can even offer snacks, tea, or a cold drink.
The visitor should be made to understand why he waits, and how soon he can see the officer.
2. Casual Visitors: A casual visitor is someone that just walks into an organization, with no prior appointment. Some examples are, someone who comes in to make enquires about the organization, a person who comes in to visit a friend that works there, or someone coming in to ask if there is a vacancy for employment. Unauthorised and confidential information should not be disclosed to someone making enquiries.
Casual visitors should be treated well to preserve the company’s image.They deserve to be assisted, directed and made to be comfortable while in the premises of the organization.
3. Emergency Visitors: This type of visitor also does not have any prior appointment, rather he comes in unexpectedly, for an important matter. Emergency visitors should be attended to promptly, and all their needs taken care of.
It is the responsibility of a receptionist to attend to these types of visitors.