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Visitors (customers and vendors) who come to your firm and wait in your company’s lobby will greatly appreciate an occasional update from your receptionist while sitting there. All the receptionist needs to do is politely let them know the status of their scheduled meeting or appointment with one of your employees. She is to let the visitor know if all is well or the visit is going to be delayed and by roughly how much time?
Examples of messages to relay:
- Let the visitor in the lobby waiting know Mr. XXX, the person they are to meet with today, is still tied up on the telephone but he said he will be right with them as soon as he is done,
- Let the visitor know their meeting will be about ten minutes late because Mr. XXX is running late returning from the airport.
- Let the visitor know that the meeting is still set but running about 15 minutes late. Mr. XXX asked that the visitor see another co-worker first to clarify points and answer some questions.
- Let the visitor know that Mr. XXX cannot meet this afternoon but has picked one of his subordinates to meet with the visitor and gather all of the data and documents needed this afternoon. Ms. ZZZ will be out in about ten minutes to meet with the visitor.
The receptionist can offer something to drink or directions to the restrooms while the visitors are waiting as a courtesy.
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