How to Be a Good Receptionist

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How to Be a Good Receptionist

Written by: abrowell 779 views

Never forget that first impressions are always important. Every office that presents itself to the public in any way requires a face to meet the public. Although excellent communication over the phone and by email are important to the reception staff, it is the face-to-face communication that distinguishes a receptionist from a Customer Service Representative. Oftentimes, when a person enters your workplace, the first thing they will see is the receptionist. Just follow these simple steps to ensure you are a credit to your employers.
Steps

Dress appropriately. Tend to the conservative, unless you work somewhere where fashion, trendiness, or other factors are pushed to the forefront. Look neat, professional, and overall presentable.
Have phone numbers handy (lots and lots) i.e. co-workers, employers, contractors, vendors, emergency contact numbers, etc. You will need them all at one point or another. Keep the phone numbers organized on a Rolodex or appropriate computer program.
Be courteous. Be respectful. Treat everyone like they are the most important person that has walked into the office that day. This is your job- nobody cares about how you got stuck in traffic this morning, how you ruined your brand new purse, or even how you lost your favorite CD. Leave personal matters at home. (Even if you don’t respect their message or the way they convey it- fake it)
Smile. It’s your job to appear happy and kind. People will be more comfortable talking with you, if you show them that you’re totally happy to speak with them
If someone is still being unreasonable, find a way to diffuse the situation. If you have truely listened to them, and shown them respect, they will not be angry at you- only the situation. You will then be able to direct them to a party that can assist them or alieviate their concerns.
Give good directions. Know your neighbourhood and the locations of nearby bathrooms, restaraunts, landmarks, highway onramps, and the like.
Keep busy. A receptionist is always on task, and makes sure she/he has good organizational skills. If you have nothing to do- GET something to do! Ask a customer if they need help, see if your other co-workers need assistance, etc.
As soon as someone enters the office, direct your attention to them, immediately, and give them a pleasant greeting. Something to the effect of “Good morning sir/ma’am, welcome to _______,” and then- “Are you here to see ____ ?” or “How may I be of service to you today?”, works well.

Tips

Don’t be dismissive, ensure that you listen carefully to everything.
Don’t be a know-it-all.
Be nice to managers, see if you can help them with additional tasks during your free time.
Find someone to take the desk for bathroom breaks, meetings, holidays, lunches, etc, this way you avoid having angry people waiting for you when you return.
Handling mail is usually part of a reception job, find out where it goes, who will bring it, and when, on your first day.

Warnings

Don’t ‘fake’ being nice. People can see right through it. Instead, be genuinely interested, polite, respectful. If you cannot do this- don’t work at a reception desk. You will bring down the reputation of your company. Find a desk job where you can stay out of the public eye, or else learn how to respect others as much as yourself.