Reception etiquette of business secretary

Reception etiquette of business secretary

Reception, which means welcome and hospitality, is usually used before people with higher status. Here are some business secretary reception etiquette, welcome for your reference!

I. Preparations before the reception

(1) Layout of reception environment 1. Environmental layout The reception environment should be clean, tidy, bright and beautiful, without peculiar smell. Bouquets and green plants can be placed in the front desk or reception room, showing a "welcome" atmosphere and making each other feel good. Documents, stationery, telephone, etc. What is put on the desk should be put in the right place and tidy. Unused things and personal belongings should be put in a fixed place in the drawer so that they can be found immediately when they are used. 2. Office supplies preparation (1) front office. Seats should be prepared for the guests, and it is impolite for them to stand and wait. The chair style should be simple in lines and bright in colors. There should also be a coffee table. (2) reception room. Tables and chairs should be placed neatly, and the desktop should be kept clean without water stains and stains. Paintings in harmony with the environment can be hung on the wall. Hanging photos of company leaders or state leaders, or a successful large-scale public relations activity, can improve the feasibility of the company. Information about the company can be put on the desktop. In addition, tea sets, tea leaves and drinks should be prepared. You can use disposable paper cups to receive ordinary guests, and ordinary tea sets are better for important guests. The reception room should have good lighting and air conditioning equipment. Equipped with telephones, photocopiers, fax machines, etc. Even if it is not in the reception room, it should not be too far away. After the guests leave, clean the reception room, clean the tea set and ashtray, change the air, and then close the door. Otherwise, the next group of guests will feel neglected. (2) The front desk is on duty in the front desk duty room. When there are no guests, the secretary should do well: 1, and arrange the reception room; 2. Understand the arrangement of the last activity; 3. Fill in the company employee registration form; 4. Fill in the guest reservation registration form.

Second, the basic etiquette of reception

(A) the basic etiquette of receiving guests

The secretary should pay attention to the following points when receiving guests: 1. No matter what kind of guests you receive, you should be fair and polite and receive every guest on a first-come-first-served basis. No matter what kind of guests you receive, you should be cheerful and never frown. 3. Be serious when receiving guests, but leave room for speech. For the guest who has an appointment, convey his request quickly, and don't keep the guest waiting. 5. In order to avoid mistakes, reconfirm some important things that the guests said. 6. Remember the looks and names of the guests as soon as possible and understand their relationship with our company. 7. Please fill in the reception registration form. 8. Don't let the boss in until he has determined the guest he wants to meet. 9. Without knowing the identity of the other party, if the other party asks whether the boss is present or even the whole work arrangement of the boss, don't answer directly, but try to get some useful information from the other party. 10, when a stranger visits, he must pay attention to introducing his name, company and other basic information; According to different situations, ask the visitors' intentions and purposes, but it is not polite to ask.

(2) Introduce etiquette

In the process of introduction, the introducer and the introduced person should be warm, decent and generous, and smile all the time. In general, when introducing, both parties should keep standing posture and respond to each other warmly. 1. Self-introduction On some occasions, it is very necessary for a secretary to introduce herself. The content of the introduction depends on the specific occasion. On formal occasions, in addition to introducing yourself, you should also introduce your position. 2. Introduce others. When you want to introduce someone to others, make sure that both parties who are introduced deserve more respect. According to the protocol order, it should be: introduce young people to the elderly, regardless of gender, in this order; Introduce men to women, high positions to low positions, and briefly introduce the units and titles of both parties together. On a large number of occasions, if there are no people with special positions and identities present, people with similar ages can get together and introduce them one by one in a certain order. When introducing others, be concise and clear, not vague. When introducing, you can also simply provide some information, such as the occupation and birthplace of both parties, to facilitate the conversation between two strangers. If you introduce two people separately, you should know in advance whether they both want to know each other, so as not to cause unnecessary embarrassment. When introducing someone to others, you should not point with your fingers, but raise your hand politely. In social occasions, the internationally accepted principle is "ladies first", that is, men need to be introduced to women. The correct way for the introduced person should be: if he is sitting, he should stand up, step forward, stand at an arm's length from the other person, stare at the other person, smile, shake hands or nod after being introduced. Step 3 be introduced by others

(C) the etiquette of shaking hands

1, shake hands. Generally speaking, when two people shake hands, their palms are vertical, indicating an equal and natural relationship. This is the safest way to shake hands. If you want to show humility or respect, you can shake hands with others with your palms up. And if you reach out and hug, it will be even more humble. But never hold each other's hands with palms down, which is usually a sign of arrogance and rudeness. Hold out your right hand when shaking hands, and never hold out your left hand to shake hands with others. 2. The order of shaking hands. Between the superior and the subordinate, the superior must hold out his hand first, and the subordinate can hold it; Between the old and the young, the elders reach out first, and the younger generation can take it; Between men and women, only when the woman reaches out first can the man hold it. 3. Pay attention to the strength of shaking hands. Generally speaking, you can just hold each other. If it is a warm handshake, you can shake it a few times, which is a very friendly gesture. 4. The time for shaking hands is generally three to five seconds. Unless people who are close to each other can shake hands for a long time, they usually shake hands. When shaking hands, look into each other's eyes to show sincerity.

(4) Exchange business cards

1, the contents of business cards are divided into business cards and social business cards (1). The main contents of business cards mainly include contact information such as unit and department, name, position or title, address and telephone number. There shouldn't be too many numbers on the business card. The name should be the biggest word on the business card, and there should not be too many titles. The color of the business card is best white, simple and generous. Private phone numbers are generally not printed on business cards. You can print it out if you don't mind private time being disturbed. If someone doesn't have a personal phone number on their business card, you don't have to ask them. (2) Social business cards Social business cards are used in social occasions. Carry-on business cards should be put in a card case or card holder, not directly in your pocket or wallet, which is not conducive to preservation and disrespectful to yourself. Women can put their business cards in handbags, and men can put them in the inner pockets of suits or briefcases. 2. Etiquette for exchanging business cards (1) When handing in business cards, people who meet for the first time can hand in business cards after introducing themselves or others. It is also common to hand in your business card and leave. If you mention the company address and contact information, you can also submit a business card. In conversation. (3) Handing Business Cards Etiquette Generally speaking, visitors, men and people with low status should first give business cards to visitors, women and people with high status, and the latter should return them to each other after receiving the business cards ordered by the other party. When handing in your business card, stand up (not at the dinner table) and raise your hands to chest height. Hold the top of the business card with both hands, so that the font on the business card faces the other party, so that the other party can read it clearly immediately after receiving it. If the other party also takes out his business card, visitors, men and people with low status should make their business card lower than the other party's business card to show respect. If the other party has more than one person, it should be handed in from high to low or from near to far. (4) Etiquette for Receiving Business Cards When others stand up and hand in their business cards, you should immediately stand up and take them with both hands. After receiving the other party's business card, don't put it in your pocket immediately, but read the other party's name and identity clearly. If you can't recognize a word in the other person's name, you should compliment him. After reading it, put it on the table seriously, and be careful not to press the document on it. If you are in a meeting, you can put your business card in front of you according to the other person's seat, so that you can check your business card with others and deepen your impression. If your business card is used up and cannot be returned to the other party, you can explain the reason, apologize and hand-write your name, address and contact information to the other party. 3. Keep the business cards in order, then put away the business card box or folder and file the business cards in a certain order.

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