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How to behave as a visitor in office buildings

by Paul Kazlauskas

Visiting an office building, whether for a meeting, interview, or any other professional engagement, calls for a certain level of decorum. Your conduct not only reflects your personal brand but can also impact the success of your visit. Here are some guidelines to ensure that your visit to an office building is both successful and respectful.

Confirm a visit with the person you want to meet with. It’s imperative to confirm, via phone or email, that a meeting is scheduled. Ask about any special instructions for parking and confirm the address.

Dress accordingly for your meeting. No matter the informality of the office you are visiting, everyone there will be dressed for business. As a visitor, you should dress accordingly.

Don’t wear perfume or cologne. A strong scent can be stomach-turning and uncomfortable. Refrain from using perfume or cologne before your visit. The same applies to smoking. If you have to smoke, wait till the visit is over before lighting up.

If you have an appointment, show up on time. Most likely, you aren’t the only person who has a meeting with your host that day. Showing up late will cause your meeting to run over any allotted time and cause the future meetings for the day to be late. Your host will be annoyed. Any tardiness will also cause them to apologize for the rest of the day for something they didn’t do. If you are a salesperson looking to close a deal, showing up late for a meeting is a surefire way to make the deal go south.

If you don’t have an appointment, you will be asked who you are and why you need to see a particular person. The questions are not out of curiosity or rudeness. Any person’s productivity will take a dip when they are interrupted, so you must be polite and answer the receptionist’s questions if you have any hope of an impromptu meeting with someone who isn’t expecting you. Never use the name of a mutual friend as a way to look more favorable unless your friend has given you permission to do so. If you are denied access to an impromptu meeting, politely accept the decision.

Follow the visitor registration policies of the company. Check in at the front desk and comply with the facility’s request to get you registered. If the sign-in process is manually done, be sure to print your information legibly on a sign-in book or visitor badge. If the visitor registration process is electronic, provide all necessary personal information when asked (or by scanning a driver’s license). Visitor management systems are security tools that help the company know who is in the building at any given time.

When the meeting begins, it is a good idea to silence your cell phone and/or other devices. A ringing or other notification sound can be very distracting during a business meeting. Even putting your phone on the table implies you aren’t as focused on the meeting as you ought to be.

When the visit is over, follow the facility’s visitor exit protocols. Does the company you are visiting collect your visitor badge before you leave? Are you required to sign out (either manually or electronically)? Are you wearing any visitor badge accessories, besides the badge, that should be given back (ex. badge tag, strap clip, lanyard, etc)?

Visiting an office building is a common occurrence in many professionals' lives, and following these guidelines can ensure that each visit is conducted with respect and professionalism. Many of these tips are common sense. However, with a new year, it doesn’t hurt to remind ourselves about visitor etiquette when in an office building.

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Posted on 3/21/2024