The Reception Office Business Studies JSS 2 First Term Lesson Notes Week 1

Business Studies JSS 2 First Term Lesson Notes Week 1

Subject: Business Studies
Class: JSS 2
Term: First Term
Week: 1
Age: 12 years
Topic: The Reception Office
Sub-topic: Role and Importance of a Receptionist
Duration: 40 minutes

Behavioural Objectives:
By the end of the lesson, students should be able to:

1. Describe the role and importance of a reception office.
2. Identify the qualities of an effective receptionist.
3. Explain the equipment and features of a well-furnished reception office.

Keywords:
Reception Office, Receptionist, Duties, Qualities, Office Equipment, Communication

Set Induction:
Begin with a brief discussion about first impressions and how a reception office plays a key role in creating a positive one.

Entry Behaviour:
Students should have a basic understanding of office environments and roles.

Learning Resources and Materials:

• Textbooks
• Whiteboard/Chalkboard
• Markers
• Images of reception offices
• Equipment examples (telephone, computer)

Building Background/Connection to Prior Knowledge:
Discuss how reception offices are the first point of contact for visitors and relate it to students’ experiences in visiting various offices or businesses.

Embedded Core Skills:

• Communication
• Professionalism
• Customer service skills

Learning Materials:

• Pictures of reception offices
• Examples of office equipment

Reference Books:

• Lagos State Scheme of Work
• JSS Business Studies Textbooks

Instructional Materials:

• Whiteboard/Chalkboard
• Markers
• Sample equipment images

Content:

1. The Reception Office:
   • Definition: The reception office is the initial contact point in an organization, designed to create a good first impression.
   • Features: It is well-furnished and decorated with items such as a telephone, newspapers, journals, magazines, computers, and fans.
2. Role of a Receptionist:
   • Receiving and Directing Visitors: Welcomes and guides visitors to their destinations.
   • Creating Awareness: Notifies staff about visitor arrivals.
   • Information Provider: Offers necessary information on behalf of the staff.
   • Handling Calls: Manages telephone calls for the organization.
3. Qualities of a Good Receptionist:
   • Appearance: Neatly and smartly dressed.
   • Manners: Polite, patient, and courteous.
   • Knowledge: Good understanding of the organization and its staff.
   • Communication: Fluent in English and possesses a pleasing personality.
   • Punctuality and Commitment: Reliable and dedicated to the role.
   • Cheerfulness: Maintains a positive attitude.

Evaluation Questions 

1. The reception office is the __________ contact point for visitors.
   a) Last
   b) Initial
   c) Middle
2. A receptionist helps to __________ visitors to the right department.
   a) Ignore
   b) Confuse
   c) Direct
3. One of the duties of a receptionist is to receive __________ calls.
   a) Personal
   b) Business
   c) None
4. The reception office is equipped with items such as __________ and newspapers.
   a) Cars
   b) Computers
   c) Chairs
5. A good receptionist should be __________ in speaking English.
   a) Shy
   b) Fluent
   c) Hesitant
6. Being __________ is an important quality for a receptionist.
   a) Rude
   b) Courteous
   c) Impatient
7. A receptionist must have a good __________ of the organization.
   a) Knowledge
   b) Ignorance
   c) Doubt
8. The reception office should be __________ and decorated.
   a) Untidy
   b) Clean
   c) Messy
9. A receptionist needs to be __________ and patient.
   a) Impolite
   b) Aggressive
   c) Polite
10. It is important for a receptionist to be __________ in their job.
    a) Punctual
    b) Late
    c) Negligent
11. __________ is essential for handling office equipment properly.
    a) Inexperience
    b) Knowledge
    c) Carelessness
12. A receptionist’s role includes creating __________ about visitor arrivals.
    a) Awareness
    b) Confusion
    c) Disinterest
13. The reception office should have a __________ atmosphere.
    a) Negative
    b) Welcoming
    c) Cold
14. Being __________ is a key quality of a good receptionist.
    a) Disorganized
    b) Cheerful
    c) Disinterested
15. The equipment found in a reception office includes a __________ and fan.
    a) Television
    b) Printer
    c) Telephone

Class Activity Discussion 

1. What is the main purpose of a reception office?
   • The main purpose is to welcome visitors and guide them within the organization.
2. Why is it important for a receptionist to be polite?
   • Politeness ensures that visitors have a positive experience and reflect well on the organization.
3. What are some common items found in a reception office?
   • Common items include telephones, computers, newspapers, and magazines.
4. How does a receptionist create awareness about a visitor’s arrival?
   • By informing the relevant staff members about the visitor.
5. What is the role of a receptionist in handling telephone calls?
   • The receptionist answers calls and directs them to the appropriate person or department.
6. Why is knowledge of the organization important for a receptionist?
   • It helps the receptionist provide accurate information and assist visitors effectively.
7. What is the importance of a well-decorated reception office?
   • It creates a positive first impression and reflects the organization’s professionalism.
8. How does a receptionist handle multiple visitors at once?
   • By prioritizing and addressing each visitor’s needs efficiently.
9. What qualities make a receptionist effective in their role?
   • Qualities include politeness, punctuality, a pleasant personality, and good communication skills.
10. Why should a receptionist be cheerful?
    • A cheerful demeanor makes visitors feel welcome and creates a positive atmosphere.
11. What should a receptionist do if they do not know the answer to a visitor’s question?
    • They should seek assistance from a colleague or provide a referral to the appropriate person.
12. How does a receptionist contribute to the smooth running of an office?
    • By efficiently managing visitor interactions, handling calls, and providing necessary information.
13. What is the role of office equipment in the reception office?
    • Office equipment helps in managing communication and information efficiently.
14. Why is punctuality important for a receptionist?
    • Punctuality ensures that the receptionist is present to handle tasks and assist visitors as required.
15. What should a receptionist do to maintain a welcoming atmosphere?
    • Maintain a friendly attitude, keep the reception area clean and organized, and assist visitors promptly.

Presentation:

Step 1: Review the role and features of a reception office by discussing its importance in creating a positive first impression.
Step 2: Introduce the duties and qualities of a receptionist, explaining how each contributes to effective office management.
Step 3: Engage students in a discussion about their observations of reception offices and the role of receptionists they have encountered.

Teacher’s Activities:

1. Present and explain the features of a reception office.
2. Discuss the duties and qualities of an effective receptionist.
3. Use visual aids to illustrate office equipment and setup.

Learners’ Activities:

1. Participate in discussions about the reception office and receptionist duties.
2. Answer fill-in-the-blank questions and FAQs.
3. Share personal experiences related to reception offices if applicable.

Assessment:

• Evaluate students’ understanding through their responses to questions and participation in discussions.

Evaluation Questions:

1. What is the purpose of a reception office?
2. List three qualities of a good receptionist.
3. Why is it important for a receptionist to have a good knowledge of the organization?
4. What equipment is commonly found in a reception office?
5. How does a receptionist create awareness about a visitor’s arrival?
6. What are the key duties of a receptionist?
7. Describe the importance of being cheerful as a receptionist.
8. How does a well-decorated reception office benefit an organization?
9. Why should a receptionist be punctual?
10. How can a receptionist handle multiple visitors at the same time?

Conclusion:
The teacher will review key points from the lesson, assess students’ understanding, and address any remaining questions. Reinforce the importance of the role and qualities of an effective receptionist.