Rank: New forum user 
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We are looking to improve our reception area so that any visitors, clients etc to our premises can see that we are an organisation which takes safety seriously. Can anyone share best practice on this with us?
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Rank: Super forum user
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That is a bit of a wide remit Cathy.
In my experience reception areas are pretty safe but you might consider the following:
Before you even get to reception - is there clear signage that directs visitors to the reception (from the car park say)?
Is there good external lighting?
Are there pedestriam walkways, crossings, barriers etc (if applicable) to separate pedestrians and vehicles.
Is the path/walkway to the reception maintained in good repair and are there procedures for salting/gritting in the winter.
Are the doors to reception in good order with vision panels, push / pull signs. Are they maintained?
Is flooring, carpeting, mats etc, clean, in good order and not creating a trip hazard.
Are any cables and leads routed so as not to create a trip hazard. Is cleaning carried out when the public and visitors are not about,
Is the general decor in good order.
Are toilets clean and in good order with no cleaning materials present.
If there is a notice board in reception is is kept tidy and up to date.
Are the Health and Safety Law Poster, Safety Policy Statement and Employer Liability Insurance Certificate displayed. (They do not necessarily need to be but might create a good impression.
Is there a visitors signing in book.
Just a few ideas for you off the top of my head, I am sure others can add to this list
The Workplace (Health, Safety and Welfare) Regulations 1992 are the most likely to apply to your query
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Rank: Forum user
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I think this will depend on how seriously your company wants to push the message and the benefits you will and your visitors will gain for it, as I would suggest you don’t want them to be overwhelmed by it. Therefore, you may need to get the marketing depts. input as well.
In my opinion, I would suggest:
• Displaying the Health & Safety Policy in a prominent position, with photos and/or ‘pull phrases’ to highlight the relevant information. As visitors may not have time to read the whole document.
• Ensuring fire action and first aid notices can be seen
• Ensure that visitors are signed in/out.
• Visitor passes can have H&S information on too.
• He you have an in house magazine/news letter with H&S info make it available for people to browse.
• Have a looped DVD with H&S info on, ideally mixed in with other information about your goods/services so as not to bore the viewer.
Another thing I see in reception areas is poor ergonomics, therefore if your company can afford to, why not consider having an ergonomist design the area? Then you can publicise the fact that H&S is making the reception comfortable.
Most importantly of all, ensure that the persons on reception are consulted and aware of the company H&S requirements. As I have been in several organisations, where safety information has been displayed, but when dealing with the reception staff, I realised that they are not adhering to the requirements and are running their own systems.
Hope this gives you some ideas.
Brgds Rod
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Rank: Super forum user
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Visitors don't want to be bothered with anything about H&S when they enter reception, they are there for a specific purpose. The person they are visting is the most important link in getting the safety issue of the company across. Display the H&S Policy in the notice case so they can read it if they are so inclined when waiting for thier contact to arrive to greet them and have a notice about fire evacuation and the assembly point, that is what they need qwhen inside the reception area. To have the receptionist briefing them before letting the person they are visiting know they are in reception would simply put them off the company in an instant.
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Rank: Super forum user
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bob shillabeer wrote:Visitors don't want to be bothered with anything about H&S when they enter reception,. True Bob, but the state of the reception (and general environment) will certainly give the visitor a general impression of what to expect from the rest of the site. I visit a wide range of businesses and sometimes my heart sinks as soon as I drive into the site and I just know I am going to have a bad day. First impessions and all that.
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Rank: New forum user
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Have to agree with decimomal on that.
First impressions do count and remember that the visitors may be auditors / regulatory bodies.
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Rank: Super forum user
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The main point I was making is quite simple to understand, reception is a first port of call and the responsibility is that of the person who the visitor is meeting not the receptionist. Most reception areas are quite well kept with seats and newspapers to read and are generally very nice places to wait for the person you are going to visit. To confront a visitor with a mass of H&S stuff is not the best way to start a visit off with, that comes when a more formal meeting starts, it then shows how important H&S is to the organisation and not just a sop. In the organisation I worked for the H&S breafing was a key part of any visit, and was done by the person who was holding the meeting this ensured it was done properly and a start of the meeting proved to be very benificial. The receptionist is often less then interested and is faced with many visitors and it can become just a short sharp, this is the H&S policy etc now go and sit down please.
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Rank: Super forum user
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bob shillabeer wrote:The main point I was making is quite simple to understand, reception is a first port of call and the responsibility is that of the person who the visitor is meeting not the receptionist. Most reception areas are quite well kept with seats and newspapers to read and are generally very nice places to wait for the person you are going to visit. To confront a visitor with a mass of H&S stuff is not the best way to start a visit off with, that comes when a more formal meeting starts, it then shows how important H&S is to the organisation and not just a sop. In the organisation I worked for the H&S breafing was a key part of any visit, and was done by the person who was holding the meeting this ensured it was done properly and a start of the meeting proved to be very benificial. The receptionist is often less then interested and is faced with many visitors and it can become just a short sharp, this is the H&S policy etc now go and sit down please. We must be coming from this at different angles Bob. The original post was about looking to improve a reception area so that any visitors, clients etc to the premises can see that it is organisation that takes safety seriously. Nothing in there about confronting people with lots of health and safety stuff. I read it as suggestions to improve the first impressions. Perhaps Cathy can come back and put us tight.
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Rank: New forum user
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Thanks to everyone for their contributions. We've decided to tackle this is a variety of ways, including:
- We're going to ensure our policy and other top level documents are displayed within the reception area
- Receptionists will be trained to bring pertinent details such as the emergency evacuation arrangements to the attention of the visitor
- We will pay particular attention to housekeeping within this area of the building so first impressions are always favourable
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Rank: Super forum user 
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Just a thought which I think is an important control measure for reception areas and sends out a message- umbrella bags and stands to prevent wet floors. Know its not where you are coming from but it always sends me a positive message about a business. Or maybe I am just trained that way!!
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