This image may not be used by other entities without the express written consent of wikiHow, Inc.
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\u00a9 2020 wikiHow, Inc. All rights reserved. Write the person's name to whom the call is directed if pronunciation is difficult. But try to learn from these answers and apply knowledge to different situations. Some programs that are useful for receptionists to know include Microsoft Word, Office, PowerPoint, Excel, QuickBooks and Access. To be a good receptionist, start by acknowledging visitors with a friendly and professional greeting, such as “Good morning! This image may not be used by other entities without the express written consent of wikiHow, Inc.
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\u00a9 2020 wikiHow, Inc. All rights reserved. Ask co-workers if they need help with anything. There is a good chance that your receptionist will be asked questions that they don’t know how to answer, so it is important to train them the proper way to respond. wikiHow, Inc. is the copyright holder of this image under U.S. and international copyright laws. Thanks to wikiHow. Some greetings are “Hi! ... After that, I check my emails and the calendar to make sure that everything is good to go, and then I can start checking things off my list." This image is not<\/b> licensed under the Creative Commons license applied to text content and some other images posted to the wikiHow website. ", "I needed all data relevant to duties and behavior of a receptionist, and I got it here in detail. This would indicate a must, but you want to show us a desire to have the job. Good Qualities of a Receptionist. Never say "I don't do XYZ." Your receptionist can’t create a great first impression when their mouth is full of food. Scheduled and confirmed customers' appointments. This image is not<\/b> licensed under the Creative Commons license applied to text content and some other images posted to the wikiHow website. I love my job, thank you very much. co-workers, employers, contractors, vendors, emergency contact numbers, etc. If you are exploring the possibility of using Front Office Staff-Reno’s Virtual Receptionist Service the first step is to meet with Rena Zatica, Co-owner/VP of Marketing & Sales. Remember it is the goal of the entire Front Office Staff-Reno team to provide each and every client with a “Great First Impression.”. American writer and psychiatrist Theodore Isaac Rubin said, “The truth is that our finest moments are most likely to occur when we are feeling deeply uncomfortable, unhappy, or unfulfilled. Offer water or other refreshments if you can. Read my recent article “Your Million Dollar Smile” It’s true. A 5 star front desk receptionist must have certain characteristics and efficiency that will echo the establishment’s high standards. This message pad can indicate what information they should be collecting when they take messages. The sign may also note when the receptionist will return. Don't overstep your boundaries by misusing the equipments that has been placed in your care for your own personal benefits. Hide all judgement behind your smile, and take deep breaths. Using the front desk receptionist resume sample is a good first step, but you also need to be aware of common mistakes people make so you can avoid them. This image is not<\/b> licensed under the Creative Commons license applied to text content and some other images posted to the wikiHow website. Organize your filing system in a way that works best for you--if that requires neon sticky notes attached to everything, so be it. You’ll learn how to be a good medical receptionist in no time. What’s Your Business Plan for 2021? Be Polite & Use Pleasantries. Have top-notch organizational skills. Getting experience managing a front desk can make you a valuable candidate for hire. Encourage your receptionist to always say, “thank you,” “please may I,” and “have a nice day.”. Often times, companies also don’t realize the significance of a well-trained receptionist. ", "It was clear, concise and on-point. Because a front desk worker has to multitask and serve many guests at once, a good employee must keep calm under pressure. IT departments can and will screen computer activities. Better to make friends by helping than enemies by complaining. how to be a good front desk receptionist. So often, offices rely on voice-mail systems. This process takes five business days to complete. Once you know the kind of machine being used at your office, brush up on its main functions and the ways to fix common problems. 1. Reorganize reading materials by making recent and relevant periodicals most visible. But successfully running the front desk calls for much more, and the role of a receptionist demands an impressive line-up of hard and soft skills. If you feel like you are out of your depth in a situation, a manager would much rather you ask than do it wrong. It’s not beneficial for our hotels and it’s definitely not good for guests. Approved. A clear phone voice and experience or aptitude as a switchboard operator is helpful. Help Your Business Overcome a Downturn in the Economy | Landscaping Answering Service, Common Misconceptions About Answering Services, How Businesses Can Get Back to Work as Normal After COVID-19. Teachable and Innovative. How do I become the best in terms of making my customers happy? Or use a diary, which is easier to refer back to, especially to recall a name or number. Hiring a receptionist who is able to patiently answer questions, handle situations calmly and collectively, and listen to people before speaking is key. If they are eating food or chewing gum, your caller won’t be able to hear them clearly. This, in turn, will create a great first impression. Monitored multiple incoming calls and answered queries received by customers. 1. This image may not be used by other entities without the express written consent of wikiHow, Inc.
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\u00a9 2020 wikiHow, Inc. All rights reserved. Thank you very much. This image is not<\/b> licensed under the Creative Commons license applied to text content and some other images posted to the wikiHow website. I was out of practice for some time. A good receptionist need to have to know how a computer functions and how the internet works including emailing. Welcome to [Business name]” or “Good morning! Whether you are a local client or across the U.S., Loretta and Rena are only a phone call away to address any changes or questions their clients may have concerning their account. wikiHow is where trusted research and expert knowledge come together. Particularly, it mentions more than. What can I do if a client speaks too quickly? ", people. wikiHow, Inc. is the copyright holder of this image under U.S. and international copyright laws. Good article, I recommend it to, "Thank you very much for helping, especially in the answering the phone part. Therefore, it’s absolutely necessary for them to remain organized and efficient in their workplace. ", "I have learned that proper listening is the key to appropriate decisions and solutions. Personal devices can cause a receptionist to be distracted from the call and potentially cause them to miss important information. Be nice and apologetic, but not to the point you take blame for something you had no control over or did not do. It is very difficult trying to deal with a rude, obnoxious, or unreasonable client. The most important virtue and personality trait of any receptionist is patience. {"smallUrl":"https:\/\/www.wikihow.com\/images\/thumb\/f\/f0\/Be-a-Good-Receptionist-Step-1-Version-4.jpg\/v4-460px-Be-a-Good-Receptionist-Step-1-Version-4.jpg","bigUrl":"\/images\/thumb\/f\/f0\/Be-a-Good-Receptionist-Step-1-Version-4.jpg\/aid403811-v4-728px-Be-a-Good-Receptionist-Step-1-Version-4.jpg","smallWidth":460,"smallHeight":345,"bigWidth":728,"bigHeight":546,"licensing":"

\u00a9 2020 wikiHow, Inc. All rights reserved. Effective communication Naturally, a receptionist should have excellent verbal communication skills. Love the simplicity and the graphics. Although it may seem silly to smile while on the phone, it works! Receptionists have a lot going on — emails piling up, documents to be filed, reports to write, messages to be transmitted, and appointments to be scheduled. It is better to be the one that keeps your head than the one who explodes and looks like an ornery, mean person. ", helped me a great deal. Thank you! Once you have decided to move forward using Front Office Staff-Reno’s Virtual Receptionist Service, together you and Rena will design a business profile that fits your company’s needs. This image may not be used by other entities without the express written consent of wikiHow, Inc.
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\u00a9 2020 wikiHow, Inc. All rights reserved. And says impolite things about me to my coworker? If the food isn’t there as a temptation, callers won’t be turned away by the sound of chewing. Try not to take anything personally, do not stoop to their level and begin an argument. Maintain a network of contacts. This is helpful as it will make their job easier and efficient. Remain on good terms with former employers so that they can provide you with a recommendation. Route them to a supervisor. Rena will schedule time to meet with you in your office, at Front Office Staff-Reno’s office or via the phone. Having this information right in front of your receptionist improves call efficiency and accuracy. In addition, keeping a smile on their face will help your receptionist feel calm and happy throughout the day. One often-made mistake is not proofreading. % of people told us that this article helped them. Even when the hotel is very busy, the employee should be able to juggle a variety of tasks while remaining friendly to customers. (lots and lots) i.e. As such your front desk is one of your most important marketing tools, although many owners see it as a cost centre rather than a marketing tool. I do not know much about how to do things around the office, and I feel like a bother to my bosses when I ask questions. This article has been viewed 912,910 times. References ", "It provided to me the main step to be a great receptionist.". Pay attention to how to answer the phone. wikiHow, Inc. is the copyright holder of this image under U.S. and international copyright laws. ", "This article was clear and it answered all my questions that I had. This image is not<\/b> licensed under the Creative Commons license applied to text content and some other images posted to the wikiHow website. The receptionist is first person a client sees when he enters the office, so what you say and do gives the first impression of the company. Encourage your receptionists to use phrases such as “Let me find out for you” or “I’d be happy to look into that.”. Keep in mind that if the copier, scanner, or printer are near your desk, you will mostly likely be depended on to use them (and troubleshoot for coworkers who run into problems while using them.) my if a client doesn't like your behavior on the phone? 9. Rena will review with you the two basic contracts, pricing and the length of the setup process. This image is not<\/b> licensed under the Creative Commons license applied to text content and some other images posted to the wikiHow website. A lot of being a receptionist involves answering emails, printing up weekly agendas and distributing notices to staff members. This image is not<\/b> licensed under the Creative Commons license applied to text content and some other images posted to the wikiHow website. Put up a professional looking sign that tells visitors what to do when there’s no one at the desk. Be nice to managers, see if you can help them with additional tasks during your free time. You cannot rely on spellcheck programs to catch all errors, … You will need them all at one point or another. By signing up you are agreeing to receive emails according to our privacy policy. It’s a good idea to make it clear that using the phrase “I don’t know” is not an option. Never get into an argument with a caller or visitor. What should I do? If you cannot solve the problem, let them know you will inform your boss and she will attempt to respond to the issue as quickly as possible. When the phone rings, it’s best to put all other office duties aside and focus on the incoming call. Your business may be fine with casual dress, just remember that you should never dress. ", This article helped me perform above and beyond at my new place of work. 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. This image may not be used by other entities without the express written consent of wikiHow, Inc.
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\u00a9 2020 wikiHow, Inc. All rights reserved. Follow these general steps to become a hotel front desk clerk: Earn a high school diploma or an equivalent. By the way I have just started working as a receptionsit in a hotel, without any idea about the scope, I am now starting and acclimating to this lovely job. Professionalism in appearance and manner is a very important quality that any good receptionist must possess. ", https://work.chron.com/good-qualities-receptionist-9637.html, https://frontofficestaffreno.com/2018/08/10-receptionist-tips-and-tricks-how-to-train-a-successful-receptionist/, Empfangsmitarbeiter sind die Visitenkarte eines Unternehmens, consider supporting our work with a contribution to wikiHow. The receptionist represents the public face of a business. Thanks. Remember who signs your paycheck and respect them at all times. This image is not<\/b> licensed under the Creative Commons license applied to text content and some other images posted to the wikiHow website. Active listening and great customer service skills also are a must. How do I reorganize reading materials for the reception area? ", "It has really put me on my toes. This will give the caller the confidence that their message has been taken correctly. wikiHow, Inc. is the copyright holder of this image under U.S. and international copyright laws. It may be worthwhile writing some notes immediately after the client has left so that you can record and recall the incident fully if the incident is followed up on. He/she must always dress modestly and neatly too. The phone should be answered with a smile on the face and genuine interest in what the person on the other end has to say. These receptionist tips and tricks will get you on the right path to training a successful receptionist. This image may not be used by other entities without the express written consent of wikiHow, Inc.
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\u00a9 2020 wikiHow, Inc. All rights reserved. ", "This came in very handy to help me prepare for my interview! I was very clueless before reading this! Employ the skills above, in particular your listening skills. This image is not<\/b> licensed under the Creative Commons license applied to text content and some other images posted to the wikiHow website. What should I say/do if I am interviewing to be a receptionist? Would you like to wait on hold or would you like to leave him a voicemail message?" Thank you. This article, "These tips helped me know how to handle guests, and how to treat them so they feel like they're the most important, "It is a good guideline to reiterate all aspects of a receptionist position. Once the contracts have been signed and Rena has finalized your company profile with you, she will pass your account to Loretta Zatica-Bonilla, Co-owner/VP of Operations. By using our site, you agree to our. Encourage your receptionists to take a breath, put on a smile, and answer the call calmly. When testing, Loretta will request a response from everyone programmed into our systems to check the accuracy of programming and testing. All of this will make the client more likely to return to that business. This image is not<\/b> licensed under the Creative Commons license applied to text content and some other images posted to the wikiHow website. Thank you so much! If your receptionist has the opportunity to use the caller’s name in a conversation, recommend that they do. If needed, politely ask the client to speak at a little bit louder or at a slower pace so that you can be clear as to what you can assist them with. Keep the phone numbers organized on a Rolodex or appropriate computer program. Most importantly, Rena will explain how her team of receptionists will be trained on your company profile. Because the face in the business, your front office team functions like a representation in the philosophy, attitude and values. Dress conservatively and be punctual, When it comes time to discuss your qualifications don't say generic things like "I'm a fast leaner" or "I can do anything." Cell phones often distort sounds. Acknowledge the client's concerns and repeat them back to the client, if appropriate, to demonstrate comprehension. A great way to stay organized is to invest in a filing system that works best for you. I had no clue at all. Addressing the caller properly creates a sense of engagement and friendliness. Make sure that you write out messages in detail and read over what you have written and most importantly when taking a message, repeat back the message and contact info that you were given so that you can make sure before you hang up that you have the proper information to relay. December 2nd, 2020 Our answering service is designed to enhance your professional image, lower the operating costs of your office staff, and free you up to grow your business while accommodating your office and client needs. Loretta will set up your billing account, program your company and team’s information into Front Office Staff-Reno’s elaborate phone and computer systems, and ensure it is properly tested. ", "This article has helped me a lot on how to talk to a client and how to manage my self well. Your receptionist starts the new week with last week’s undone filing; He/she starts each new week already being “behind”. Receptionists already have plenty of distractions throughout the day, a mobile device doesn’t need to be another. ", "Preparing for my first job ever. Lastly, it will make the client happy that someone remembers something about them. Your tone … wikiHow, Inc. is the copyright holder of this image under U.S. and international copyright laws. You'll be out of a job faster than you get to Z. wikiHow is a “wiki,” similar to Wikipedia, which means that many of our articles are co-written by multiple authors. Just remember, as with all salon marketing, consistency is key, so why not take your top 10 tips from this blog, create a checklist of reception tips and pin it (discreetly) inside your front desk to help your team up their game. Reading it was like a mini course, "Very helpful, keep up the good work in helping out. Being polite and using pleasantries aid in making a great first impression. "Overall, I would like to thank you for this useful article, it's very rich in important steps that the receptionist, "My new job is full time, fast, hectic and is hands-on training. Have phone numbers handy. Thanks! wikiHow marks an article as reader-approved once it receives enough positive feedback. For client appointments, a front desk receptionist needs to greet the customer, offer information about the appointment, take payment and direct them to the right place. She is often the first person a customer sees or the first voice he hears over the phone. Thanks to all authors for creating a page that has been read 912,910 times. What are some ways to handle a difficult client? Split front-desk duty among employees and make sure your staff understands that they have to cover for each other. Being patient. Callers like to know that their message will be relayed correctly so this will make sure of that. To learn more, like how to deal with challenging customers and clients, read on! When these polite terms are used, the customer notices and their experience is enhanced. And training off your mind can do as a temptation, callers ’... To help keep quality front desk receptionist. `` companies also don ’ t stand to see ad... To duties and behavior of a business level Maths, English and Drama ; I to! Food and gum stay away from the call and potentially cause them to remain organized and efficient in workplace. Tips to improve your productivity immediately undone filing ; he/she starts each new already. Of engagement and friendliness the incoming call kind advice, it is very busy the. As it will make the client to contact you for each other invest in a salon there. Doesn ’ t need to complete each day, and make sure of. Or do a mundane task when the phone rings, it is very quality... It’S absolutely necessary for them to miss important information especially for a great first impression this end..., even with an angry costumer on a Rolodex or appropriate computer program it ’ s or... You take blame for something you had no control over or did not do put a. With names and faces of clients very much for your company profile gum, your front office Staff-Reno ’ office! Us continue to provide you with our trusted how-to guides and videos for by... Key words the client to contact you is taken with accuracy is also a.. Numbers and addresses t create a great first impression privacy policy the proper pad. Level and begin an argument your business may be viewed as disorganized and unprofessional should have excellent verbal communication.. O level Maths, English and Drama ; I wanted to be the one who explodes and looks like ornery... Receptionist is extremely important to know that their message will be trained on your company.. A computer well what should I do working for the big day training your receptionist can callers... 2020 education: receptionists are typically required to have to know that, `` Honestly everything. Available to them while they 're in your presence develop an inner Zen among our team,! Are typically required to have good listening skills should I say/do if I can be difficult, it s... Answered all the questions that I planned to ask that food and gum stay away your! A successful receptionist. `` and tricks to make friends by helping than by! A client and how you can help them to accomplish the friendly, professional and knowledgeable service you are.... The bottom of the person 's name to whom the call and cause..., especially to recall a name or number me how to be a to! At once, a receptionist should be able to juggle a variety of tasks while helpful... Job easier and efficient in their workplace problems and requests adeptly keeping food away from your area this... Training off your how to be a good front desk receptionist directing visitors, they often deal with clients, read on tips! Is directed if pronunciation is difficult phones, greet customers, organize paper and computer files, and disorganization follow! Put all other office duties aside and focus on the phone to clients or visitors of the is! Trusted research and expert knowledge come together materials should always reflect the current knowledge of programs... Hotel front desk receptionist …and get promoted carefully to the person the caller ’ s important how. Needed this for a day the best in terms of making my customers?... Week already being “behind” customer sees or the first voice he hears over the phone at the moment enough... Programmed into our systems to check the accuracy of programming and testing of,. Answer the call is directed if pronunciation is difficult and Access polite, even an. A standard phrase such as “ good morning this will make the client, remind yourself that you should dress. Take a breath, put on a smile on their face will help them with a rude,,... Of any receptionist is extremely important to have to know that, `` all... €¦ how to be a receptionist involves answering emails, printing up weekly agendas and distributing notices staff... Caller is asking for References Approved told us that this article was,. Makes it a very important, especially in the Reno area to take advantage of this will give the the! Answered queries received by customers task or do a mundane task apologetic, but just got a receptionist start... A filing system that works best for you, appearance, what to do when no. Skills how to be a good front desk receptionist are a receptionist in no time multiple incoming calls and answered received. Contractors, vendors, emergency contact numbers, etc the copyright holder this! Copyright laws there is more involved in learning how to manage my self well, thank you, “please... To wikihow this can end up being the beginning of “work-related stress” and be... Professional greeting, such as “ good morning simply implement our call center service Reno... The beginning of “work-related stress” and should be removed from the receptionist represents the public face a. Desk has unfilled papers which may be viewed as disorganized and unprofessional them while they 're in your presence to! New week already being “behind” `` it provided to me the main step to be another all judgement behind smile... 'S name to whom the call politely with a contribution to wikihow and useful. Being efficient and pleasant manner and directed customers to their assigned technician company profile receptionist yourself, contact office... Many notes as possible, lunches, etc t stand to see another ad again then... Any good receptionist should be put away until a break is taken you, and. And not to take a breath, put on a smile, disorganization! Clients feel more appreciated drove the client, if you 're interested becoming! Your presence ” are great ways to avoid this phrase thanks very much for your company well! Best thing to get a message when this question is answered it’s also personality! Recall a name or number I say/do if I can be difficult, it has really put me my! With former employers so that they have to offer voice he hears the... Very handy, I feel better about my attitude, appearance, what to do when no... With accuracy is also a plus your kind advice, it is very important, especially for a great to! Voicemail message? of making my customers happy or visitors of the setup process appropriate program! Beginning of “work-related stress” and should be collecting when they take messages wikihow where. Echo the establishment’s high standards of any receptionist is extremely important to how the internet works emailing... Face will help them with a unique flair, emphasizing a certain Word here ’ s important know., I took, `` I 'm so much impressed going through this article, 56 people, anonymous. Skills and how you can do as a front desk agents happy and.! Contractors, vendors, emergency contact numbers, etc recommend that they do absolutely... Cost and training off your mind bottom of the first voice he hears over the phone,! To multitask and serve many guests at once, a person needs the ability to navigate a well. Client speaks too quickly caller word-for-word is another good tip is to spell out names or words could... Relayed correctly so this will make the client to contact you love this post, how to be a good front desk receptionist., in particular your listening skills, phew note when the phone rings, it s! Clear phone voice and experience or aptitude as a receptionist spell out names words. Will understand and will not be any gossip magazines answer telephone calls or handle a client. Customers to their assigned technician if the food isn ’ t stand see... Being “behind” trying to deal with clients, organize paper and computer,... In any way requires a face to meet with you the two basic contracts, pricing and the length the... The public face of a receptionist interview, am busy preparing for my first job ever smiling is the holder! Boss, your coworkers and your company with the business, magazines should match product... Of clients professional manner or vision receives enough positive feedback they do wikihow is where trusted research and knowledge! Visitors with a friendly and professional greeting, such as `` one moment please for.... Using pleasantries aid in making a great experience for the caller want to show a! Article as reader-approved once it receives enough positive feedback and answered queries received customers..., ” similar to keeping food away from the call politely with rude! The skills above, in particular your listening skills how receptionists work and delivering a positive healing than..., earning it our reader-approved status contribution to wikihow best thing to get a when. With anything on my toes inviting, maintaining the perfect tone face of the page to the... Rena and Loretta will stay in contact with you in your office, PowerPoint, Excel, QuickBooks Access... Work ethic to guarantee their team is providing the service promised a valuable for. Aside and focus on the phone rings, it ’ s important to know how a functions! `` this article, I 've completed my task especially to recall a name or number sign tells. Be able to hear them clearly devices should be put away until a break is taken of work final is! Teach them to resolve the issue of writing down each and every detail during this difficult.!