Visitor Register Management in Office Environments
Learn about the importance of maintaining a visitor register in office settings for security and safety purposes. Explore examples of visitor registers, responsibilities of the person in charge, and duties involved in managing visitor access efficiently and securely.
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Presentation Transcript
OFFICE PRACTICE N5 MALUTI TVET BETHLEHEM J CASTELYN
TOPIC 4: ACCESS CONTROL, SECURITY AND SAFETY 3. THE VISITOR S REGISTER 3.1 EXAMPLE OF A VISITOR REGISTER 3.2 RESPONSIBILITIES OF THE PERSON IN CHARGE OF THE VISITOR REGISTER
3.1 EXAMPLE OF A VISITOR REGISTER Date Name of visitor Contac t details Company representing Time in Card no. Reason for visit Person to see Time out Signature Signature Information: Date Name of visitor Telephone number Company you work for, contact details Person / department to visit Reason for the visit Card/permit number ID nr Vehicle registration number Time in Time out Signature of visitor Signature of security guard / receptionist
3.2 RESPONSIBILITIES OF THE PERSON IN CHARGE OF THE VISITOR REGISTER THE PERSON MUST: Provide a safe environment for employees by being consistent regarding the use of the visitor register. Be reliable and committed to adhering safety and security policy aspects. Be approachable and friendly when welcoming visitors. Be thorough, vigilant and focused on detail. Manage and guard access, entry and exit of people, messengers and packages. File records of visitors like closed-circuit camera recordings. Keep management informed of potential risks and unsafe conditions regarding access control. Ensure every visitor completes the register and that it is completed correctly. Manage the register with integrity: no exceptions to family, friends or regular visitors. Ensure access cards are handed to visitors and returned when they leave. Arrange for an employee to escort the visitor. Do not leave visitors unattended or unescorted. Explain the policy around completing a visitor register to the visitor.
3.2 RESPONSIBILITIES OF THE PERSON IN CHARGE OF THE VISITOR REGISTER Duties: Receive visitors at reception area. Greet and help visitors to make them feel welcome. follow company policy when signing visitors in. Explain to visitors the company procedure to complete the visitor register. Remain professional and not get involved with long conversations with visitors. Ask them to complete their details, the purpose and person to see Check that all visitors complete the register. Ask the visitor to take a seat in the waiting area while you process their information. Once the host employee confirms the appointment you can issue a visitor s card. Enter the card no on the visitor s register and log in the check-in time correctly. If the visitor has belongings, first complete a security check before allowing them past the reception area. Know the structure and staff well in order to direct visitors to the right people if the employee does not come to fetch te visitor. On departure, collect the visitor s card and log that is has been returned. Log the departure time and ask the visitor to sign out against their name Follow up after the visitor has left by logging in the visitor s register on your computer.
