THE OFFICE PROFESSIONAL’S

PUBLIC RELATIONS DUTIES

HANDLING VISITORS
GREETING VISITOR

•Project Professionalism
•Greet all visitor loud and clear
•Ask for the visitors name and note for
the pronunciation
SCREENING VISITOR

•Does the boss want to see everyone

who calls or are there persons he would
rather let you handle yourself without
seeing them in his office?
SCREENING VISITOR

•Will he see “drop in” or unscheduled

visitors?
•Are there visitors he prefers to avoid?
SCREENING VISITOR

•Does he prefer to see certain visitor at

specified day or time only?
•Can standard reception procedures ne
bypassed in case of superiors, friends, of
family members?
SCREENING VISITOR

•Who else can be admitted without

permission?
•What are the procedures for handling
problem visitors?
ADMITTING VISITOR

•First-time callers and distinguished

visitors should be escorted into the
executive’s office instead of letting them
fine their way.
ADMITTING VISITOR

•Before living your desk, cover

confidential papers you are working on
or inconspicuously slip them into a
folder.
ADMITTING VISITOR

•After entering the office with the visitor,

make the proper introductions and
leave the room quietly.
MAKING INTRODUCTIONS

•In business introductions, the name of

the person of high position is given first.
•Use titles such as doctor, Atty. ,
Reverend, Director, etc.
MAKING INTRODUCTIONS

•Sometimes you will sense that additional

information about the people
introduced will be needed.
MAKING INTRODUCTIONS

•Between a man and woman, the woman

must take the first move by offering her
hand.
ASSISTING WAITING VISITORS

•See to it they are seated comfortably

while they wait.
•Provide interesting, current reading
materials. Offers coffee or some drinks
if that is the office practice.
ASSISTING WAITING VISITORS

•You can resume your activity but do not

forget the visitor.
•You are not expected to entertain
visitors but you can start light
conversations with them.
 ASSISTING WAITING VISITORS

•Be wary of touching controversial topics lie

politics or religion.
•Do not talk about the executive or about
the company businesses if several visitors
are waiting to meet in the same conference.
 HANDLING DELAYS AND
INTERRUPTIONS
•If a visitor is kept waiting too long,
apologize for the delay and explain the
reason for it. Appointments may run
behind schedule.
 HANDLING DELAYS AND
INTERRUPTIONS
•If it is not possible to get back on
schedule, ask the waiting visitors if they
would like to reschedule their
appointments. Sometimes the delay is
caused by a visit lasting to long.
 HANDLING DELAYS AND
INTERRUPTIONS
•If this happens, call the executive on the
phone and mention that the next
appointment is due, or take a written
note into his office with this information.
 HANDLING DELAYS AND
INTERRUPTIONS
•It is wise to make consultations with the
executive as to what appointment should
absolutely be uninterrupted and the best
method to use in making necessary
interruptions- a written note or telephone.
 HANDLING PROBLEM VISITORS

•Be firm and tactful with a person who

refuses to give his/her name. explain that
you are not permitted to admit visitors
unannounced.
 HANDLING PROBLEM VISITORS

•If the visitor still refuse to give the necessary

information, request that a short note be
written, enclose the note in an envelope, and
take it to the executive who decides
whether to admit the caller or not.
 HANDLING PROBLEM VISITORS

•Person who insist on getting information

should be answered in generalities.
 HANDLING PROBLEM VISITORS

•A firm remarks as “I really don’t know”

will usually prevent them from making
further inquiries.
 HANDLING PROBLEM VISITORS

•Always be courteous and restrained to all

types of problem visitors. Being tactful
and controlled will contribute to building
company image.
 SCHEDULING APPOINTMENTS

•The following are the questions you need

to ask anyone who wants to make an
appointment.
•Day, date, time, name, contact details,
subject of discussion.
 AVOIDING UNKEPT
APPOINTMENTS

•It is the most difficult tasks of the office

professional is to prevent overlapping or
conflicting appointments.
 CANCELLING APPOINTMENTS

•If it is necessary to cancel appointments.

Notify out-of-town visitors immediately.
 CANCELLING APPOINTMENTS

•If it is necessary to cancel appointments.

Notify out-of-town visitors immediately.
THANK YOU