Reception work is the most basic form and important link in the social interaction activities of the agency. It can reflect the overall image of an unit and plays a very important role in promoting work. Reception work is also a routine job for agencies at all levels and an integral part of the daily work of agency cadres. As assistants to leaders, agency cadres must inevitably participate in or be responsible for the organization and coordination of reception work. Generally speaking, reception work should be: attach great importance to, make overall arrangements, show respect, and satisfy guests.

1. Prepare carefully and know what to expect

Adequate, detailed and comprehensive preparation is an important prerequisite for reception work. Sufficient preparation directly affects the effect of reception work. Specifically, it includes the following four aspects:

(1) Understand the situation of the guests. To do a good job in reception, you must first understand the relevant situation of the guests, including their composition, name, position, gender, nationality, living habits, purpose of visit, route and means of transportation, arrival and departure time, etc. What needs to be noted here is that the name of the visitor must be clear. If you do not ask clearly, it is easy to make mistakes with homophones. For example, the other party's last name "Zhang" is easily mistaken for "Zhang", the other party's last name "Yang" is easily mistaken for "Yang", and the other party's last name "Fu" is easily mistaken for "Fu". When contacting by phone, be sure to ask clearly.

(2) Determine reception specifications. Reception specifications are an important part of preparation. Which leaders to invite, accompany, and receive, and what kind of reception standards to adopt, need to be carefully determined. Improper specifications are directly related to the reception effect. If the specifications are too high, it will affect the leadership's energy and daily work; if the specifications are too low, it will affect the relationship between each other. The most common one we use is peer-to-peer reception. However, for higher-level working groups, the reception should generally be raised to a higher standard to show respect for the higher-level agency and to enable the work to be carried out better.

(3) Draw up a reception plan. Everything will be successful if it is foreseen, and it will be ruined if it is not prepared. If there is no good plan for each activity, it will inevitably end up in a mess. After the reception plan is approved by the leadership, it is the "soul" and basic compliance of the entire reception work. The reception work must be carried out around the plan. The plan contains the following 11 elements:

(1) Reception time. It is necessary to write down the start and end time of each reception, the date should be written completely, and the time should be as accurate as possible, preferably to a few minutes. (2) Reception objects. It is necessary to write down the name, gender, position, and work unit of each guest in order to determine the reception specifications and arrange for counterpart reception and other matters. (3) Reception location. The location of each activity must be clearly stated. (4) Clarify matters. It is necessary to make it clear what the guests are coming to do and what things they have to do. On the basis of arranging the things designated by the guests, it is also necessary to arrange what activities and what to do based on the actual situation, and who will take the lead in organizing each activity. (5) Arrangements for food and accommodation. It is necessary to implement the food and accommodation matters in line with the principle of being conducive to the work and taking care of the guests' living habits. (6) Communication. Determine a dedicated person to be responsible for communication and dispatching. When unexpected situations occur, timely organization and coordination are required. (7) Material preparation. The materials group should identify what materials are needed. It should be clearly stated in whose name the material is written, when it was written, who wrote it, how many copies were printed, when it was completed, which leader gave the speech, etc. (8) Vehicle arrangements. To arrange appropriate vehicle pick-up and drop-off, please ask the appropriate leader to greet you at the appropriate location. (9) Meeting arrangements. Arrangements should be made clearly for who will chair the meeting, who will report, who will speak, who will arrange the seats, who will be responsible for arranging matters such as hanging banners and what kind of banners and slogans to hang, etc. Due to the variety of reception work activities, reception plans must also vary from person to person. Not every reception plan must have the above content and must be deleted according to specific work needs. (10) Publicity reports. It is necessary to write down what banners to hang in which places, what slogans to post, what content to promote, how to create an atmosphere, who will control the press releases, etc.

(4) Division of labor and preparation. After the reception plan is determined, the business department usually takes the lead in holding a coordination meeting to clarify relevant matters, and then acts separately according to the division of labor and prepares individually. There are 8 main aspects: (1) Data printing. Including reporting materials, schedule, housing arrangements, name tags, table tags, introduction to visiting points and other information. (2) Prepare guest room. Check the room facilities; update the bedding; check the effective control of water, electricity, heating and cooling equipment in the room; remove the odor in the room; ensure that the phone is open and set the leader's room phone as required; adjust the TV channels in order; place food in the leader's room , newspapers, toiletries, paper, pens and stationery, etc. (3) Prepare the dining venue. Check the restaurant facilities; approve the number of people, methods, standards and time of dining; improve indoor hygiene and tableware hygiene to ensure fresh and smooth indoor air; ensure complete and timely supply of various materials such as wine, beverages, fruits, snacks and so on. (4) Environmental layout. Repair flowers and plants; decorate the outdoor environment; clean and repair street lights; and take safety precautions. These are determined based on the actual situation, and sometimes they are not needed. (5) Formulate recipes. It is necessary to understand the eating habits of the guests’ top leaders through the secretary or the staff around them, formulate recipes according to the leaders’ hobbies, and pay attention to nutrition and taste matching to reflect local characteristics. (6) Pick-up station (airport pick-up) connection.

Understand the departure and arrival time and location; arrange the pick-up matters and arrange the pick-up site; arrange relevant personnel to prepare for the pick-up matters and report the situation in a timely manner; some locations need to be visited in advance, familiar with the route road conditions and driving time, and have a plan. What needs to be noted here is that there must be time in advance, and there must be no situation where the guests arrive but the pick-up person has not yet arrived. (7) Understand the living habits of leaders. Understand their basic situation; learn as much as possible about their housing, diet, transportation, health care, daily life, recreational activities and other habits. (8) Inspection and implementation. Before the guests come, organize relevant departments to conduct joint inspections or separate inspections on the preparation status, and make preparations where they are not in place. It should be noted that at this time, you need to communicate with the other party again to confirm whether there are any changes in the person coming from the other party. If there are any changes, make adjustments immediately.

Also check whether there are any errors in the signature of the next person, the order of the pages of materials, etc.