What Are the Different Receptionist Jobs?

Reception work refers to auxiliary management activities such as welcome, hospitality, interview, contact, and consultation performed by various organizations on visitors during official business activities. It is a regular work of the secretarial agency.

Reception work

Depending on the number of people participating in the conference, the content of the preparations for the conference reception, and the manner of the conference reception, the organization methods and etiquette requirements of the conference are also different.

First is the meeting

Meeting name meeting nature number of participants meeting deadline meeting break schedule meeting activity scope preparation content precautions.

Monogram Audio Chairman's Table Tea Set Drinks Registration Desk Sign-in Book Rest Arrangement Waiter Equipment Venue Cleaning Take Over Souvenirs, Gifts (Distribution) Venue Signs Etiquette Exercise Rehearsal

Facilities and conference items.

Prepare hall signs guides elevator guides venue guides signs register to distribute souvenirs based on invitations, tickets, etc.

Towels on the podium, drink service, fruit plate, VIP drinks at the venue, champagne service venue order maintenance service (cleaning up the miscellaneous personnel) cleaning service commission agency service leading service out of the venue (sir, may I ask for help) emergency situation Handling (fire evacuation, ban on elevators, theft, transcripts of inquiries from parties, transcripts of inquiries from related parties, power outages, spills, elevator shutdown, emergency care).

Withdrawal of meeting items tables and chairs tableware clean up and register the leftovers of the participants clean the venue withdraw the items brought into the venue conference hall.

Report to the organizers the meeting situation, leftover items, remaining gifts, solicit opinions, explain the situation post-conference summary meeting (

The choice of the venue should be considered in accordance with the number of participants and the content of the conference. It is best to meet the following criteria:

First: be moderate in size. The venue is too large, too few people, too many empty seats, loose and loose, giving the participants a feeling of depression; the venue is too small, too many people, crowded together, like a countryman rushing together, not only looks stingy, And it was impossible to hold the meeting. Therefore, Churchill of England once said, "You don't need a big room, but only a room of the right size."

Second: The location must be reasonable. The conferences convened in history can be held within an hour or two, and the venue can be set in a place where the participants are more concentrated. For meetings longer than one day, the location should be as close as possible to the participants' residences, so as not to allow participants to travel back and forth.

Third: Ancillary facilities must be complete. The conference staff must check the lighting, ventilation, sanitation, service, telephone, sound reinforcement, and recording of the venue. They must not simply think that "this The return will be equally smooth. " Otherwise, it may cause loss.

Fourth: There should be parking. Modern society has convened meetings, and "a pair of straw sandals and an umbrella" are not many people. There must be a parking place for cars and motorcycles so that they can drive successfully.

The layout of the venue includes the decoration and seating arrangements around the venue:

General large-scale meetings, according to the content of the meeting, hanging banners on the venue; welcome and celebration slogans are posted at the entrance; appropriate and easy bonsai and bonsai can be placed in the venue; in order to make the venue more solemn, the national flag, party flag or hanging on the podium National emblem and emblem; if you need to place tea cups and drinks on the table, they should be scrubbed clean, beautiful and unified.

If the configuration of the seats is in accordance with the style and atmosphere of the conference and the order of the concierge, there are mainly the following configuration methods:

1.

I. Arrangements for the Chairs of the Conference

According to the principle grasped by the Central Office: When the number of leading comrades is singular, the head of No. 1 is centered, the head of No. 2 is ranked to the left of No. 1 head, the head of No. 3 is ranked to the right, and the others are arranged in order; when the number of leading comrades is even, 1 Head No. 2 and Head No. 2 are centered at the same time. Head No. 1 is placed to the right of the center seat, No. 2 head is to the left, and the others are arranged in order.

2. Arrangement of Banquet Seats

Banquet guests, usually the main escort is in the position facing the door, the deputy escort is opposite the main escort, guest 1 is on the right hand of the escort, guest 2 is on the left hand of the escort, and guest 3 is on the right hand of the escort No. 4 guest is in the left hand of the deputy, and others are free. The positions of the above escorts are mastered according to ordinary banquets. If the scene has special factors, it should be determined according to circumstances.

3. Seating arrangements for the signing ceremony

The signing host is on the left and the guest is on the right. The other numbers on both sides are generally equal, arranged by the subject and the guest.

Fourth, the seating arrangements

Seat 1 is behind the driver's right, seat 2 is behind the driver, and seat 3 is next to the driver. (If there are three people in the back row, seat 3 is in the middle of the back row). The main seat of the middle car is in the first row behind the driver, and seat 1 is at the window.

This is a remedy for areas that were poorly considered or not implemented during the preparation phase. For example, check whether the audiovisual, documents, pennants, etc. are ready. Reception staff should enter their respective positions and work in advance before the participants arrive. The general reception work is divided into the following positions.

Sign in. Set up a signature table with 1-2 staff members. If the reception level is higher, you can send a Miss etiquette to bear it. There are writing brushes, fountain pens, and sign-in pads on the signature table. When handing the pen to the guest, take off the pen cover, point the pen to yourself, and hand up the pen with both hands. If it is a writing brush, dipped it in ink and handed it in. The sign-in should have been more delicate for preservation. If you need to distribute information, you should hand it in politely. Reception staff should always report the number of attendees to the conference organizer.

seat. After signing in. Conference receptionists should politely introduce participants to the venue. Important leaders should be introduced into the lounge first, accompanied by the company leaders in person, and then seated at the podium a few minutes before the meeting.

Reception. After the participants sit down, the receptionist should hand over tea, or hand towels, fruits, and answer questions to the participants warmly, meet various requirements, and provide as thoughtful service as possible.

The ongoing services should be stable, generous, agile and timely.

Tea pouring service staff pays attention to every participant so that they can add tea in time. The water should be light, fast and standardized. The inner mouth of the cup lid cannot touch the table top, the fingers cannot touch the cup mouth, and the sound of the cup lid collision cannot occur. Generally, remove the lid of the cup with your left hand, and hold the kettle with your right hand, and pour the hot water into the cup accurately. Do not let the tea splash on the table or the participants. The cup was placed on the top right of the participant's table. If the operation is not careful and an error has occurred, you should deal with it calmly as soon as possible, not to alarm other people, not to panic, run back and forth, and draw the attention of the participants to yourself, otherwise, it will be a great job Mistake.

Other service meetings should be conducted in accordance with the proposed procedures and should be compact to avoid a cold situation. This requires each staff member to "stand up to it" and make all preparations. For example, the first item of the meeting: standing up and playing the national anthem. This is the tone response immediately played out of the national anthem. For another example, the conference announced the honorary certificate. The organizers should quickly line up the awardees. Ms. Etiquette led the leaders from the chair, and Ms. Etiquette handed in the certificates one by one, and the leaders awarded them to the recipients. In order to keep things organized at the venue, relevant personnel should be organized for simulation training if necessary to avoid confusion at the venue.

If the participant has a phone call or someone wants to tell you something particularly important, the attendant should come to him and tell him softly. If you want to inform the leaders on the podium, it is best to use a note to pass the notice to avoid unrelated personnel walking around and whispering on the stage frequently, distracting the participants.

Be prepared for post-meeting services. During the meeting, you should be prepared for post-meeting services. For example, if you want to take photos after the meeting, you should arrange the venue and chairs in advance, and the photographer should be ready for photography. In addition, car use after the meeting should be properly arranged before the end of the meeting.

After the meeting, all reception staff should clearly handle the aftermath.

After organizing an event meeting, there are sometimes events scheduled. Such as parties, dinners, visits, discussions, photography, etc. These tasks are cumbersome, and a leader should be unified in command and coordination, and this leader must have strong organizational skills to be competent, while other reception staff must actively cooperate, Each of them should bear their own responsibilities and do their share of work to ensure the smooth implementation of the activity plan.

Farewell to arrange the transportation of the participants according to the situation, so that they can embark on the return journey in a pleasant and timely manner.

Clean up meeting documents Recall related documents and materials in accordance with the principle of confidentiality; organize meeting minutes; news reports; main volume archives; meeting summary.