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Meeting and greeting, then getting them to leave
By Nedra Wickremesinghe
We all have people visiting us at the office, sometimes important business contacts, at other times friends dropping by. Here's a guide to how to deal with visitors at the office.

Q: My profession is such that I have visitors and clients calling on me. Our office has a reasonably comfortable reception area. Is it necessary that I come down each time a visitor arrives? After the meeting is over, do I need to see them off as well?
A: There is no need to greet your visitors at the reception. Guests can be greeted by the receptionist and directed to your room. If you have a secretary, she could meet the visitor and accompany the visitor to your room. If you are running late by a few minutes, your secretary may have to make the excuses on your behalf, and offer a cup of tea/coffee along with a few magazines.

As for sending them off, it depends on the importance of the visitor. If he/she is a person of importance, you can accompany them right up to the reception area. Otherwise just seeing the visitor to the door is sufficient.

Q: What is the correct form of greeting visitors to your office?
A: When a lady enters your room, you should stand up, come round from your desk and offer your hand in greeting. Then ask your guest to sit. If the visitor has travelled some distance, offering a cup of tea or coffee before the meeting gets underway would be a thoughtful gesture on your part.

When meeting visitors instruct your secretary to hold all calls except urgent ones. When the meeting is over, stand, extend your hand and say "Thank you for coming".

Q: Recently we moved office to a well-located building in the city centre. Since then, I have many friends dropping by for quick visits. Also most of my clients tend to linger after the meeting is over, and all these disturbances stop me from getting on with my work. I know it is rude to ask them to leave. What's the best way to ask them to go?
A: You should establish a secret code with your secretary. Depending on the client and his/her importance to your work, plan ahead how long your meeting should take. Consider giving each person 15 minutes more and if the visitor is still there after that period, ask your secretary to buzz you. If nothing happens, then ask your secretary to buzz you once more, perhaps 10 minutes later.

Finally, if your visitor still doesn’t leave, let your secretary walk in with a message slip, and after apologizing for the interruption, hand over the slip to you. After reading the message, you should get up, extend your hand to your visitor and say that you would love to continue chatting, but unfortunately you have to go to another Department for a meeting which is about to commence.

Q: My colleague and I share the same secretary. We are aware of her workload, but of late, she tends to make a lot of mistakes. How best can we handle this situation? Any rules on sharing secretaries?
A: The best way is to approach her and ask her what the problem is. If you feel that she is loaded with work, and that it is impossible to work for two bosses, you may request for a separate secretary.

If you think that she has no valid reason to slip up, then you need to tell her that her work has to improve. As for rules on sharing secretaries, it is best that you come to some understanding with your colleague. Give the secretary clear instructions about what to prioritize, on deadlines and regular work.

There has to be mutual understanding and respect between the two for you to sustain a good working relationship or you'll end up issuing many orders that won't get done.

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