Client Visit Handling Framework
(Hospitality Team – Internal Use)
- Visit Intimation
- For a new client visit, the CEO will inform the hospitality team in advance
- For an existing client visit, the respective manager will coordinate and inform the hospitality team.
- Pre-Visit Coordination
- Create a WhatsApp coordination group(Project name@KSV) including the client contact, Kanavu CEO, and Kanavu coordinator .
- Confirm the date and exact arrival time of the client.
- Confirm the number of visitors.
- Confirm whether lunch needs to be arranged.
- Confirm food preference (veg / non-veg).
- Share the office location with the client.
- Office Readiness
- Ensure the meeting area is clean and well arranged.
- Arrange proper seating for the client.
- Keep drinking water ready.
- Keep tea / coffee ready if required.
- If lunch is planned, check lunch readiness in advance.
- Client Arrival & Welcome
- Welcome the client politely on arrival.
- Offer the client a seat.
- Provide drinking water and refreshments.
- Inform the Kanavu CEO / concerned manager that the client has arrived.
- Managing Waiting Time
- If the CEO is in another meeting, explain the situation politely to the client.
- Request the client to wait comfortably until the meeting begins.
- Ensure the client remains comfortable during the waiting period.
- Meeting Support
- Maintain a quiet and professional environment during the meeting.
- Avoid unnecessary disturbances and interruptions.
- Provide refreshments if required without interrupting the discussion.
- Lunch Coordination (If Applicable)
- Confirm that lunch is ready before informing the client.
- Politely inform the client once lunch is ready.
- Ensure the correct food preference is followed