Procedures - Reception Area
Section: Human Resource Policies
Policy Owner: Ignition633 Ministries Nigeria Human Resources
Policy Name: Reception Area Procedures
Origination Date: October 2024
Purpose
To serve as the first point of contact for guests, providing a welcoming and organized space. It helps manage the flow of visitors, ensures proper greeting and guidance, and sets a professional tone for official events or meetings.
Scope
It includes welcoming guests, managing visitor identities, providing information and directions, ensuring security screening, coordinating with staff, and maintaining order to ensure smooth entry and exit.
Definition
Reception: refers to the act of welcoming or greeting guests, often at a designated area in a building, such as a lobby or front desk. It can also refer to the space itself where guests are received.
Area: refers to a specific space or region within a defined boundary. It can describe a physical location, such as a room, section, or outdoor space, or refer to a particular field of interest or activity, such as an area of study or expertise.
Reception Area
The reception area should be be prepared for guests/visitors at all times-you never know when there may be an unexpected visitor. The reception area should be equipped with the following:
Welcoming Atmosphere
- Clean and well kept
- Proper lighting-all lights should be on and working properly (no strobing)
- Pleasant smell (avoid strong scents & heavy perfumes. It should smell clean an neutral
- Set at a comfortable temperature (on cooler days, AC’s can be set at 20. Hot days AC should be down to 16.)
Music
Soft background music such as classical music, or Christian music should be played softly.
Reception Desk
The reception desk should be the central focal point where guests can check in, ask questions, and receive assistance from a well-trained receptionist or staff member.
Comfortable Seating
Have various options available such as couch, chairs, benches and if applicable, even some smaller chairs for children.
Small Table
Have a few small tables to house items such as:
- Reading material (magazines, interesting books, current newspaper with local news)
- Charging station (must be next to table with working outlet, adapters, and cords for both iPhone and android)
- Tissue box
- Brochures, pamphlets, or informational materials about your organization, services, or products.
- Business cards or contact information for easy reference.
Trash and Bottle Cans
Clearly labeled bins for waste and empty bottles with liner.
Signage
A welcome sign or logo that represents the ministry’s organization.
Refreshments
A beverage station with coffee, tea, water, and small snacks.
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This policy will be reviewed annually and is subject to change. Any changes will be communicated to all employees promptly.
For any questions or further assistance regarding this policy, employees should contact the HR department at hr.nigeria@ignition633.org.