Plan for receiving guests
In order to ensure the high quality and high level of work, it is often necessary to make a careful plan in advance, which is a written plan with strong operability. So what is the excellent plan? The following is my reception plan, welcome to share.
reception plan 1
I. Main contents of reception plan
(I) Learning objectives
Familiar with the main contents of reception plan.
(2) Drawing up a reception plan
The first task of receiving visitors, especially visiting groups, is to draw up a practical reception plan. The main contents of the reception plan include:
1. Reception policy, that is, the guiding ideology of reception.
2. reception specifications. Different reception specifications are adopted for different guests. The first is peer-to-peer reception, that is, the duties and levels of the accompanying staff and guests are roughly the same, and most of the receptions are peer-to-peer. The second type is high-standard reception, that is, the escort is higher than the guest's position, which is suitable for more important reception. The third is low-standard reception, that is, the escort is lower than the guest's position, which is mainly suitable for the grassroots.
3. Reception schedule. The reception schedule should be well-planned, especially the important contents of the reception activities should not be omitted, such as arrangements for welcoming, meeting, banquets, talks, visits, sightseeing and seeing off. The reception schedule should also pay attention to the compactness of time. There should be no conflict between the previous activity and the next activity, and the interval should not be too long.
4. reception form.
5. Reception expenses.
(3) Relevant knowledge
China is a multi-ethnic country. When making reception plans and work, we must respect the etiquette and customs of ethnic minorities. The following is a brief introduction to the etiquette and customs of some ethnic minorities for reference when receiving visitors from ethnic minorities.
Second, be familiar with the specific matters of reception work
(1) Learning objectives
Be familiar with the specific matters of reception work and make reception plans better.
(2) Be familiar with the specific matters of reception work
1. First of all, understand the basic information of the guests, including the unit, name, gender, position, level and number of people in the party, as well as the date and place of arrival.
2. Fill in the request report card, report the situation and intention of the guests to the relevant leaders, and draw up the preliminary opinions on the reception plan and schedule according to the intention and actual situation of the other party, and submit them to the leaders for instructions.
3. according to the identity of the guests and other actual conditions, notify the specific reception department to arrange accommodation.
4. arrange the guest car and reception car according to the actual work needs.
5. Within the scope of national standards, arrange the food and drink of the guests as thoughtfully as possible.
6. According to the work content of the guests, make the following arrangements respectively.
if the guests want to visit and study, they should arrange the visiting points in advance according to the requirements of the other party, notify the relevant departments or units to prepare the report materials, and organize the relevant preparations such as introduction, on-site operation and performance, product or sample display, etc.
7, according to the other party's work content, draw up the list of people accompanying each project in advance, and after reporting to the leader for approval, inform the relevant personnel not to go out and make preparations.
8. According to the identity of the guests and the date and place of arrival, arrange relevant leaders or staff to meet them at stations, airports and docks.
9. After the guests arrive and stay, both parties agree on the specific activity schedule, and issue the schedule to relevant leaders and departments as soon as possible.
11. At the right time, arrange relevant leading comrades to visit the guests according to the principle of general reciprocity, and arrange the place and accompanying personnel in advance.
11, according to the instructions of the leaders or the requirements of the guests, make arrangements for visiting scenic spots and historical sites.
12. If conditions permit, arrange some necessary cultural and recreational activities for the guests, such as movies, local dramas, parties, calligraphy and painting activities, and visiting exhibitions.
13. According to the requirements of the guests, arrange sports activities, inform the stadiums and gymnasiums to make preparations for venues and equipment, and arrange accompanying personnel.
14. If the guests have important status or the activities are of great significance, they should inform the relevant news organizations to send people to interview and report, be responsible for introducing the situation, arrange interviews with the interviewees, and be entrusted by the leaders to check the manuscripts.
15. consult the guests in advance, and make reservations and pre-orders for return travel or air tickets.
16. When the guests leave, arrange relevant leaders or staff to see them off at their residence or at stations, docks and airports.
(3) Relevant knowledge
In order to make a good reception plan, you must be familiar with the specific matters of reception work, and at the same time be familiar with the meeting etiquette for receiving visitors.
1. Meeting etiquette
(1) Greeting
Greeting is to say hello to others by words or actions and express your condolences. Greeting is the simplest and most commonly used etiquette in social intercourse. For example, greeting, nodding, raising your hand, lifting your body and taking off your hat are all greetings.
Greeting is a courtesy when two people who already know each other meet. When you meet for the first time in a day or in an activity, you should say hello. When the other party takes the initiative to say hello, you must answer accordingly.
Greeting is an important part of interpersonal relationship. A pair of frank eyes, a smiling face and a warm greeting voice are the qualities that a successful secretary should have.
(2) Shake hands
Shake hands is a friendly gesture and a very common polite behavior. When two strangers are introduced, they need to shake hands, when friends meet, they need to shake hands when they say goodbye. It is also a kind act of expressing congratulations, thanks, sympathy and mutual encouragement.
Usually, when the two sides meet, the host, the elderly, the senior and the lady should reach out first; Guests, young people, people with low status, men can greet first, and then shake hands immediately after the other party reaches out.
When shaking hands, you should be about one step away from the recipient, with your upper body slightly leaning forward, your feet standing at attention, your right hand extended, your four fingers aligned, your thumb extended to the recipient, and you should shake hands with the other person at waist-high level, usually for 3-4 seconds, and then you will be released after the ceremony. If you meet for the first time, the handshake time should not be too long; If old friends meet unexpectedly, the handshake time can be appropriately extended to show the joy of meeting unexpectedly. Men and women should shake hands for a short time.
when shaking hands with many people, a person should follow the principle of "high first, then low, long first, then young, first subject and then guest, first woman and then man". When many people shake hands at the same time, don't cross, wait until others have finished shaking hands, and don't stretch out your hands to shake hands with two people at the same time.
2. Introduction
(1) Self-introduction
Self-introduction is an important method and means to establish one's image and value without an intermediary.
usually, I should be calm, confident, cordial and natural, and friendly. I will nod to the other party first, and then introduce my name, identity and company to the other party after receiving the response, and I can hand in my business card. Self-introduction should be based on the purpose and object of communication.
(2) Introducing others
When introducing others, the order of introduction is to introduce the younger ones to the older ones first; First, introduce those with low positions to those with high positions; Introduce the guests to the host first; Introduce the man to the woman first. When the status and age of both parties are similar, people who are closely related to themselves should be introduced to the other party first. If you introduce a person to many people, you should first introduce this person to everyone, and then introduce everyone to this person one by one. Group introductions can be made in the order of seats or jobs.
3. Hand over business cards
(1) Deliver business cards
Pay attention to etiquette when delivering business cards. It is usually presented after introducing yourself or being introduced by others.
When delivering business cards, you should stand up and lean forward to show your respect. Hold the front end of the business card gently with the thumb and forefinger of both hands, and in order to make it easy for the other party to see, the front of the business card should face the other party, and you can report your name at the same time when handing it.
(2) Receiving business cards
Business cards should be treated with the same respect and care as their owners. If you receive a business card, you should respectfully receive it from the bottom of the business card with both hands and read it carefully. At this time, keep your eyes on the business card, carefully look at the identity and name of the other party, or read the contents of the business card gently. It's impolite to leave your business card lying around or put it in your bag without confirmation.
(4) Precautions
The general relationship of etiquette. On the surface, etiquette is just a form of treating people, but all aspects of etiquette are permeated with certain humanistic and moral concepts. Such as
1. Pay attention to attitude. Respect the attitude of others.
2. Find out the relationship. Different relationships have different etiquette norms.
3, grasp the discretion. The beauty of etiquette is reflected in the sense of proportion.
4. Gifts are expensive and appropriate. There is no special time limit for repaying others' kindness. Planning scheme for receiving guests 2
1. Welcome
The general steps of welcoming work are: (start) preparation → welcome → arrange life (end)
1. Preparation
(1) Accurately grasp the arrival time, place, means of transportation and courtesy of guests (groups).
(2) Check the reserved rooms, vehicles and catering before greeting.
(3) inform hotels, vehicles and other departments to make preparations; For the reception of important guests and groups, the departments of security, news, health, airports and stations shall be informed to make preparations as needed.
(4) inform and organize relevant leaders and departments to meet at the scheduled time and place.
(5) Make other preparations.
2. Welcome guests
(1) Accurately grasp the arrival time. Arrive early to show welcome and respect, and don't let guests wait for a long time or find their own destination.
(2) Show the stop sign. Due to the crowded and noisy meeting place for the first time, in order to facilitate identification, hold up stop signs, banners, flags, etc. to meet, so that guests can see from a distance and take the initiative to come to contact; You should ask the guests politely, and don't pick up the wrong person, which will not only ensure the smooth pick-up, but also increase the self-esteem and pride of the guests and enhance the feelings of both sides.
(3) warmly welcome each other. Take the initiative to greet, shake hands and greet to show welcome; Introduce yourself or hand in a business card (the person with status can introduce the greeting staff to the guests, then introduce the guests, and first introduce the person with high status); Take the initiative to greet the guests, help the guests with their suitcases and luggage after obtaining the consent, and lead them to the car.
(4) Help guests contact the airport or station to sign tickets, collect luggage and organize luggage shipment.
3. Arrange life
(1) Send the guest to the residence, let him bathe and change clothes first to relieve the fatigue of the journey, and then arrange the guests to eat.
(2) Provide the Reception Manual to the guests in a timely manner, and solicit their opinions and requirements on the schedule (if the guests ask for changes in the schedule, they should report to the relevant leaders and notify the relevant departments immediately after they agree). Asking guests for selfless activities (visiting relatives and friends, shopping) needs help to arrange.
(3) Say goodbye politely when breaking up, and explain the place, time and contact method of the next meeting.
2. seeing the guests off
seeing the guests off is the last link of official reception. You can give gifts appropriately to remind you not to forget your belongings. The general steps of seeing the guests off are: (start) preparation → farewell (end).
1. Prepare
(1) Verify the exact time, place and means of transportation for the guests to leave the country; Agree on the time of assembly and departure.
(2) inform hotels, vehicles and other departments to make preparations in advance; For the reception of important guests and groups, the departments of security, news, health, airports and stations shall be informed to make preparations in advance as needed.
(3) inform and organize relevant leaders and departments to go to the farewell party at the scheduled time and place.
(4) Organize the luggage shipment and check whether there are any items left out by the guests.
2. Farewell
(1) It's a grand gesture, and people attending the reception service can queue up for farewell at the guest's residence.
(2) send guests to the airport (station, dock).
(3) wave goodbye with caring farewell words, and then leave after the plane takes off (the car and boat start).
III. Precautions
1. Arrange and organize the reception in strict accordance with the reception plan.
2. Accurately grasp the arrival and departure time, place and means of transportation of the guests, and inform all the welcoming staff and relevant departments as soon as possible. If there is any change, it shall be notified in time.
3. Pick-up personnel should arrive at the airport (station, dock) in advance to greet the guests as a sign of welcome and respect; See the guests off until the plane takes off (the car and boat start).
4. Arrange the VIP lounge in advance as needed; For guests who are visiting for the first time and don't know each other, they should prepare the stop sign in advance.
5. After the guests arrive at their residence, they should not arrange activities immediately, but take a break to leave the other party time to change clothes.
6. In the process of welcoming and seeing off, we should be warm and thoughtful, have standardized service, be good at beginning and end, and be polite.
7. For the guests who need to buy the return plane, bus or boat ticket, they should know the departure date and the mode of transportation in advance, collect the advance payment and hand it over to the ticket agent. After the ticket is completed, you should inform the guests in advance. Reception planning scheme 3
The so-called reception planning refers to the specific planning and arrangement made by the reception party for the reception of guests. Making a perfect reception plan as far as possible can make the reception work step by step in the specific operation and be prepared. It is generally believed that a formal reception plan should include the following eight aspects.
1. reception policy.
This refers to the guiding ideology and general requirements of reception work. Generally speaking, it is necessary to advocate mutual respect, equal treatment, courtesy to guests, and the convenience of the host. Specifically speaking, when receiving guests with different identities, their emphasis should be different. For example, the reception of central leaders should emphasize security; When receiving ethnic minority guests, we should emphasize respect for their unique customs and habits; When receiving religious figures, we should emphasize the observance of the party's religious policies.
2. Reception schedule.
that is, the specific date of receiving guests. Its basic contents should include welcoming, meeting, negotiation, visiting, sightseeing and banquets. Under normal circumstances, the specific arrangement of the reception schedule should be complete and comprehensive, with good density. Its formulation should usually be the responsibility of the reception party, but it is also necessary for the two parties to communicate in advance and give full consideration to the requirements of the guests. Once the reception schedule is finalized, the guests should be informed immediately.
3. reception specifications.
refers to the specific standards of reception work. It is not only related to the level of reception work, but also to the degree of attention paid to guests. There are three basic contents of reception specifications: first, the size of reception, second, the identity of the main personnel of the reception party, and third, the amount of reception expenses.
in the specific operation, the reception standard