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:
- Describe the role and importance of a reception office.
- Identify the qualities of an effective receptionist.
- 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:
- 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.
- 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.
- 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 QuestionsÂ
- The reception office is the __________ contact point for visitors.
a) Last
b) Initial
c) Middle - A receptionist helps to __________ visitors to the right department.
a) Ignore
b) Confuse
c) Direct - One of the duties of a receptionist is to receive __________ calls.
a) Personal
b) Business
c) None - The reception office is equipped with items such as __________ and newspapers.
a) Cars
b) Computers
c) Chairs - A good receptionist should be __________ in speaking English.
a) Shy
b) Fluent
c) Hesitant - Being __________ is an important quality for a receptionist.
a) Rude
b) Courteous
c) Impatient - A receptionist must have a good __________ of the organization.
a) Knowledge
b) Ignorance
c) Doubt - The reception office should be __________ and decorated.
a) Untidy
b) Clean
c) Messy - A receptionist needs to be __________ and patient.
a) Impolite
b) Aggressive
c) Polite - It is important for a receptionist to be __________ in their job.
a) Punctual
b) Late
c) Negligent - __________ is essential for handling office equipment properly.
a) Inexperience
b) Knowledge
c) Carelessness - A receptionist’s role includes creating __________ about visitor arrivals.
a) Awareness
b) Confusion
c) Disinterest - The reception office should have a __________ atmosphere.
a) Negative
b) Welcoming
c) Cold - Being __________ is a key quality of a good receptionist.
a) Disorganized
b) Cheerful
c) Disinterested - The equipment found in a reception office includes a __________ and fan.
a) Television
b) Printer
c) Telephone
Class Activity DiscussionÂ
- What is the main purpose of a reception office?
- The main purpose is to welcome visitors and guide them within the organization.
- Why is it important for a receptionist to be polite?
- Politeness ensures that visitors have a positive experience and reflect well on the organization.
- What are some common items found in a reception office?
- Common items include telephones, computers, newspapers, and magazines.
- How does a receptionist create awareness about a visitor’s arrival?
- By informing the relevant staff members about the visitor.
- What is the role of a receptionist in handling telephone calls?
- The receptionist answers calls and directs them to the appropriate person or department.
- Why is knowledge of the organization important for a receptionist?
- It helps the receptionist provide accurate information and assist visitors effectively.
- What is the importance of a well-decorated reception office?
- It creates a positive first impression and reflects the organization’s professionalism.
- How does a receptionist handle multiple visitors at once?
- By prioritizing and addressing each visitor’s needs efficiently.
- What qualities make a receptionist effective in their role?
- Qualities include politeness, punctuality, a pleasant personality, and good communication skills.
- Why should a receptionist be cheerful?
- A cheerful demeanor makes visitors feel welcome and creates a positive atmosphere.
- 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.
- How does a receptionist contribute to the smooth running of an office?
- By efficiently managing visitor interactions, handling calls, and providing necessary information.
- What is the role of office equipment in the reception office?
- Office equipment helps in managing communication and information efficiently.
- Why is punctuality important for a receptionist?
- Punctuality ensures that the receptionist is present to handle tasks and assist visitors as required.
- 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:
- Present and explain the features of a reception office.
- Discuss the duties and qualities of an effective receptionist.
- Use visual aids to illustrate office equipment and setup.
Learners’ Activities:
- Participate in discussions about the reception office and receptionist duties.
- Answer fill-in-the-blank questions and FAQs.
- Share personal experiences related to reception offices if applicable.
Assessment:
- Evaluate students’ understanding through their responses to questions and participation in discussions.
Evaluation Questions:
- What is the purpose of a reception office?
- List three qualities of a good receptionist.
- Why is it important for a receptionist to have a good knowledge of the organization?
- What equipment is commonly found in a reception office?
- How does a receptionist create awareness about a visitor’s arrival?
- What are the key duties of a receptionist?
- Describe the importance of being cheerful as a receptionist.
- How does a well-decorated reception office benefit an organization?
- Why should a receptionist be punctual?
- 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.
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