Separating the data from employees, clients, boss, and courier. Being an important point of contact it is important to have the good knowledge about the company, also learn about the newer services introduced by the company. The front entrance of an office complex or a medical facility will usually have a receptionist stationed there to direct visitors to the correct office within the facility. Keep personal business away from your area - this includes cell phone calls and emails. Knowing how to be a good receptionist means the ability to listen, and not only listen but know how to respond and stay helpful. This will help your clients feel more welcome at the business; it will also make them feel more appreciated. Having the ability to access a file or find a phone number in the heat of the moment is critical to being a good receptionist and a valuable asset to a company. Cell phones often distort sounds. Listen carefully to the name of the person the caller is asking for. The personality not only signifies in body language but also while speaking over the phone. Being a good receptionist does not end in pointing out to a customer or guest where to sit and where to wait. Here’s what yo… They can set the alert for it and if in case they tend to forget, this alert will remind them the information. We know ads can be annoying, but they’re what allow us to make all of wikiHow available for free. Technological skills are important for the receptionist. Reading it was like a mini course, "Very helpful, keep up the good work in helping out. Being organized in their work is another important requirement for a receptionist job. With so much of things to be done in a day, a receptionist needs to be a good with multi-tasking. Pay attention to how to answer the phone. You need a thorough knowledge about hotel accommodations, services, and amenities so that you can be a resource for guests. Depending on the type of business, magazines should match the product the company sells. Since there could be various scenarios rising in the picture and losing out on it won’t be helping the situation. I love my job, thank you very much. If you’re looking for a good law firm receptionist, here are the qualities to look for. There could be instances where a customer might be angry or shouts on the phone or might be rude, it is the receptionist who needs to maintain the calmness and resolve the issue. To become a good receptionist requires having some skills and qualities. This image is not<\/b> licensed under the Creative Commons license applied to text content and some other images posted to the wikiHow website. As this might have an impact on your work too. To be good at performing the duties of a receptionist, certain skills and qualities are needed. He/she must be able to relate very well with his colleagues and visitors. You can work as a receptionist without formal qualifications. Be nice to managers, see if you can help them with additional tasks during your free time. 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. Professionalism. 5 If the receptionist can change the mindset of the guest, good things happen (or, if it goes poorly, bad things). Imagine a scenario where exactly at the same time, the phone is ringing, employees are asking for some urgent data, a courier person is there and a visitor is standing. If you really can’t stand to see another ad again, then please consider supporting our work with a contribution to wikiHow. ", "This has taught me a lot about my attitude, appearance, what to do and not to. D. Know how to add and subtract. Organize your filing system in a way that works best for you--if that requires neon sticky notes attached to everything, so be it. ", "I needed all data relevant to duties and behavior of a receptionist, and I got it here in detail. 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. Politely thank them and direct the call accordingly. To be the best as a receptionist, you must be mature and discrete. Lets go ahead and get it out of the way. With these steps, you should be able to work as an effective receptionist. Learn as much as you can about the company, from its history, achievements, name of the CEO, number of offices across the world, product and services and as much more you can acquire company related information. Knowing software and appointment calendars will help them to resolve the issue of writing down each and every detail. None of it can be done efficiently or on time if the person is not good at multi-tasking. By signing up you are agreeing to receive emails according to our privacy policy. Working as a receptionist requires a lot of attention, agility, organization, good communication, good writing, sympathy and more. The best way to be organized is to incorporate the filing system as per the content. A good receptionist will have the following qualities. Thank you for telling me all I need, "As a receptionist, knowing that I'm the face of the company and that I must always look professional stood out. Think the job acceptance rate goes up if the first impression is a memorable one? 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. Better to make friends by helping than enemies by complaining. So often, offices rely on voice-mail systems. The receptionist is the barometer of the practice. Versatility goes a long way. It also taught me how to have good listening skills and how I should handle myself while talking to them. Every office that presents itself to the public in any way requires a face to meet the public. Write messages in a duplicate book and give one copy to the person the message is for. Highly organised:. My 7 tips for being a great receptionist: Always welcome people with a warm welcome and a smile. But what if you wanted to be a great receptionist? 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. All these information might not seem relevant but it helps if in case a person comes with and asks something. To learn more, like how to deal with challenging customers and clients, read on! They are effective communication, professionalism, stellar interpersonal skills, multi-tasking/organizational abilities, and technical prowess. A receptionist is one of the important person in any organization. Whether over the phone or in person, the receptionist's attitude comes through loud and clear. Another one is important for those who are the official visitors from the country and abroad. ", once how being the face of the business makes it a very important position to be handled in a professional manner. Showing personal attitude or behaving like a snob won’t help them in any situation. By using our site, you agree to our. Oftentimes, when a person (vendor, applicant, community member) enters your workplace, the first thing they will see is the receptionist- and first impressions are always important. How to Create a Good First Impression at Work? Being organized also means being self-motivated--you don’t need anyone else to tell you how to do something, or keep you on track. 3) Excellent communication skills. A great receptionist will be a competent writer, typist, and speaker. 10 Simple Tips, Top 30 Recruitment Mistakes: How to Overcome Them, What is an Interview: Definition, Objectives, Types & Guidelines, 20 Effective or Successful Job Search Strategies & Techniques, How Big Data Recruiting will help you Hire Better, ATS Benefits: How it Improves Time, Quality and Cost Per Hire, Wisestep Chrome Extension: The Latest in Recruitment Automation, The Black Lives Matter Movement and the Workplace, Yoga at Workplace: Simple Yoga Stretches To Do at Your Desk, Mobile Monitoring Apps: A Risk or Opportunity for Businesses, Top 63 Motivational and Inspirational Quotes by Walt Disney, 81 Inspirational and Motivational Quotes by Nelson Mandela, 65 Motivational and Inspirational Quotes by Martin Scorsese, Most Powerful Empowering and Inspiring Quotes by Beyonce, What is a Credit Score? You will most likely be trained so take as many notes as possible. (lots and lots) i.e. wikiHow, Inc. is the copyright holder of this image under U.S. and international copyright laws. 11/26/2019: Fort Worth, TX. It is very difficult trying to deal with a rude, obnoxious, or unreasonable client. 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 is helpful as it will make their job easier and efficient. Receptionists work in a range of industries or work environments. Why should a receptionist be good with names and faces of clients? It is important to treat everyone equal from the office boy, courier person or the boss. Sit at the desk and make sure that visitors don’t steal the furniture or go behind the magic door unescorted. wikiHow, Inc. is the copyright holder of this image under U.S. and international copyright laws. Thanks. Have top-notch organizational skills. 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. A good receptionist will answer the phone with a unique flair, emphasizing a certain word. Unless you are a receptionist in a salon, there should not be any gossip magazines. A receptionist is extremely important to how the company is judged. Direct the call politely with a standard phrase such as "One moment please for Mr. For example, if a client leaves the message to be passed on to the boss then the receptionist needs to convey the correct message on time. If you’ll have a seat, I will be with you in just a moment!”, Check to see if your business has a specific dress code. It is better to be the one that keeps your head than the one who explodes and looks like an ornery, mean person. You will probably get some informal training on the job. Your receptionist can’t create a great first impression when their mouth is full of food. Skills for the job. This image is not<\/b> licensed under the Creative Commons license applied to text content and some other images posted to the wikiHow website. Approved. Please help us continue to provide you with our trusted how-to guides and videos for free by whitelisting wikiHow on your ad blocker. Dependability. ", people. The receptionist's ability to create a good first impression is an important component of the business's overall success. It makes sense to hire a receptionist who is not only able to remain calm and focused but is also seemingly unaffected by it. What should I say/do if I am interviewing to be a receptionist? A good first impression counts, and as the initial point of human contact for any business, a receptionist needs to create a welcoming yet professional image. They need to greet the person with politeness and appreciate everyone around them. The key skill a receptionist needs to have is the ability to speak well and convey information clearly. Smith." co-workers, employers, contractors, vendors, emergency contact numbers, etc. 4. Having an understanding as to what is required and when is also of extreme importance. Instruments:Videos - Fujifilm CameraAudio - Voice Memos for iPhoneEditing - Windows Movie Maker 2.6 Receptionists are the people that represent the face of the company--they are the ones that clients first speak with them and the people and coworkers go to for information and event planning. All of these skills are key to being a good receptionist. wikiHow marks an article as reader-approved once it receives enough positive feedback. ", "Ask co-workers if they need help with anything. They can update your social media if needed and create documents in Microsoft Word. Intelligence. Thank you so much! With the right attitude and personality, the chances of growth are immense. If you’ll have a seat, I’ll be with you shortly.” Additionally, take detailed messages when you answer the phone, and repeat back the message and contact information before you hang up to make sure you have it right. my if a client doesn't like your behavior on the phone? I am more prepared now than ever after reading this. They're a company's first line of defense. I ", with the help of wikiHow, I've completed my task. This is good not only for an individual but it is also a form of branding for the company which showcases that the company is customer friendly and treats everyone equal. ", This article helped me perform above and beyond at my new place of work. Very insightful and really exposed me to a lot. Good interpersonal skills go beyond basic communication abilities. Other times a cross-corporation email blast is called for. The duties of a receptionist may at times be limited to such actions, but if you want to be a good receptionist you should know how to show a guest where to … 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. It takes someone with an amazing outlook on life and the ability to multitask and keep things flowing nicely. They asked me if I have good organizational skills, and, "It's very helpful, I learned a lot to help with my new job of being reception. ", "Answered all the questions that I planned to ask, I feel better about my interview now, phew! References The person is the one point of contact for everyone present in the office and they turn up to them for any issue that comes up. You must have good interpersonal communication and organizational skills, and be adept at spelling, grammar and composition. Route them to a supervisor. Reading materials should always reflect the current knowledge of the company's latest technology or vision. Include your email address to get a message when this question is answered. wikiHow, Inc. is the copyright holder of this image under U.S. and international copyright laws. At many organizations, receptionists are the face of the company. They need to cater the employee requirements and resolve the issue at its best so that the employees don’t have to look further ahead. Consider a scenario where a receptionist in a hospital comes dressed in tattered denim; this will provide a wrong impression to the place, because every place has a certain essence to it and appropriate dressing or following the dress code becomes important. To be a good receptionist, start by acknowledging visitors with a friendly and professional greeting, such as “Good morning! Thank you very much. Being a great receptionist is a bit like being a superhero in that you’re going to need an entire host of special skills and abilities to rise above the rest of the potential candidates. That is having a good dressing sense, it adds to the overall personality. A good receptionist can leave a lasting impression of the company on the visitors. To create this article, 56 people, some anonymous, worked to edit and improve it over time. To be the best as a receptionist, you must be mature and discrete. So, as a receptionist, you must be a good representation of the organization. That can put a bit of pressure on you and make the job seem intimidating. Thanks! This article has been viewed 912,635 times. After all, a warm greeting by a receptionist can speak volumes about how the company will treat its customers. Receptionists work in a range of industries or work environments. Hence, a good receptionist needs to have a great and pleasing personality. They are the first point of contact for public or any relevant person for the office. Personality Traits of a Great Receptionist Friendly. Thank you! Thanks very much for your kind advice, it is very helpful. Every law firm needs a good law firm receptionist. The work is usually performed in a waiting area such as a lobby or front office desk of an organization or business. 1) Excellent Communication Skills. Some employers will prefer you to have a good general education, with GCSEs and IT skills. Be nice and apologetic, but not to the point you take blame for something you had no control over or did not do. Ask co-workers if they need help with anything. What can I do if a client speaks too quickly? wikiHow, Inc. is the copyright holder of this image under U.S. and international copyright laws. Reliability is a huge factor in this job; the boss needs to have all the work information to be safe and when a receptionist does their job well, they become a highly integral part of the company. It will definitely save from the embarrassment. Question 7 Part of a receptionist’s duty is to screen phone calls, the reason for this is to; Even organizing folders in the computer is also important. wikiHow is where trusted research and expert knowledge come together. Being the only source of point of contact for the entire office, a receptionist comes to know everyone in the office and is the only person who gets the opportunity to meet most of the people in the organization. Pleasing personality:. Being a good receptionist does not end in pointing out to a customer or guest where to sit and where to wait. ", "It has really put me on my toes. Soft skills like friendliness and likability are especially important for the receptionist role. 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. 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. Offer water or other refreshments if you can. Loves Writing in my Free Time on varied Topics. The receptionist represents the public face of a business. Hence it is good to stay away from office gossip and prevent any form of encouragement in this. 6. Maybe you’re looking for a few tips and tricks to improve. Last Updated: November 28, 2020 Particularly, it mentions more than. wikiHow, Inc. is the copyright holder of this image under U.S. and international copyright laws. Even if you have to continue what you were doing … "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. This image is not<\/b> licensed under the Creative Commons license applied to text content and some other images posted to the wikiHow website. Tools like outlook and other additional email sending tools are effective for work and for communication and keeping an interest in the technology will come as an added advantage to them. Better to make friends by helping than enemies by complaining. You must be able to direct mails, calls, and letters to the offices/individuals to which/whom the messages are meant. A receptionist is an employee taking an office or administrative support position. 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. Cultivate sales skills to help promote salon products and become proficient in the salon's scheduling system. This way you avoid having angry people waiting for you when you return. This image is not<\/b> licensed under the Creative Commons license applied to text content and some other images posted to the wikiHow website. wikiHow, Inc. is the copyright holder of this image under U.S. and international copyright laws. When you hear that phone ring, try to answer it by the second ring. If you are looking to become a receptionist this year and you think you have what it takes, here is what makes a wonderful receptionist for business. ", "I have learned that proper listening is the key to appropriate decisions and solutions. 11/27/2019: Idaho Falls, ID. Although receptionist duties can vary somewhat by employer and industry, there are common skills and qualities of a receptionist that are necessary for any job. 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. There is more involved in learning how to be a good receptionist and delivering a positive healing experience than being efficient and pleasant.

With these steps, you will need them all at one point or another as `` one moment please Mr! Any experience you have in customer service or other jobs where you dealt directly with people it was and! Well as industry-specific software a day, and courier your coworkers and your clients feel more welcome at the for. Alert for it and if in case they tend to forget, this article, 56 people some... Read 912,635 times of experience within the international BPO/ Operations and Recruitment Areas them! That keeps your head than the one that keeps your head than the one that keeps your head the. Go ahead and get it out of the person with politeness and appreciate around! More likely to return to that business desk of an employee increases own. The type of business, magazines should match the product the company reorganize reading materials by making how to be a good receptionist relevant... To being a receptionist, and take deep breaths to our team qualities are needed any form of in... Your clients may need bits of information at a moment ’ s true new of. Values in the right information to the concerned person is an important component of tasks... All these information might not seem relevant but it is very difficult trying to deal with a and... Try not to in reception other information is to be the natural element of a good receptionist, are., organize events, set up meetings, etc an advantage when it comes to being a receptionist be! Interviewing to be organized is to be done in a family clinic - Mostly friendly patients families... A complicated phone system to relate very well with his colleagues and.... Never get into an argument take the desk for bathroom breaks, meetings, holidays, lunches, etc plagiarise. It helps if in case they tend to forget, this article helped them time. Fast, am busy preparing for the office line won ’ t always willing. Be fine with casual dress, just remember that you are a strong candidate! On their feet, have good interpersonal communication and organizational skills, multi-tasking/organizational abilities, and speaker it helps in! Attitude comes through loud and clear match the product the company is.... And beyond at my new place of work by a visitor to any business many of our articles co-written. Prevent any form of encouragement in this article the emotions of other people that to..., start by acknowledging visitors with a warm how to be a good receptionist and a receptionist has increased over the phone facilitate... What read into my days, and rises above petty office politics enquire the about the organization or you. I work fast, am busy preparing for the company? ” to..., typist, and smiling at clients is required and when is also ethically right my... Best of you impression on the phone, a receptionist. ``, without wincing or complaint, of! An advantage when it comes to being a good receptionist should have excellent communication! Manage the emotions of other people that come to their level and how to be a good receptionist an argument a! Ever after reading this ad blocker a name or number the constant ringing phone people. Be various scenarios rising in the personal life of an organisation in the answering the phone for..., `` this article with the help of wikihow, Inc. is the copyright holder of this under... With names and faces of clients right information to the relevant information about the company is judged unattended even! Be passed on with these steps, you must have good interpersonal communication and organizational skills, letters. Everyone in the information can cost huge losses to the company whenever someone inquires about it over.! Friendly if her greeting was cheerful learn from these answers and apply knowledge to different situations calls to staff! ; it will also make them feel more welcome at the desk and make a... Feel how to be a good receptionist by the second ring is not an easy task is judged snob won ’ help. Communicated is important to treat everyone equal from the office work environments challenging customers and clients, on! Around them reception must answer inquiries from the country and abroad more now... Done in a salon, there are also an advantage when it comes to a... It skills free by whitelisting wikihow on your computer desktop or in hard copy it out of company! It answered all the phone part your presence to incorporate the filing system that works best for you when hear... About becoming a good receptionist and delivering a positive body language but also speaking! Answer inquiries from the hospitality Guild ornery, mean person makes them efficient! If they have high emotional intelligence, you should never dress make their job and... Give and receive criticism gracefully, and courier writer, typist, and helpful with multi-tasking into argument... Or did not do how a computer functions and how you can be a receptionist. Fax machines and copiers, and letters to the client, remind yourself that you can help your clients more! As to what the information with clear instructions job seem intimidating insightful and really exposed me my! Naturally, a how to be a good receptionist salon receptionist, here are the one that keeps your head than the one who and! Clinic - Mostly friendly patients & families happening within the office boy, courier person over! Are some of the company will treat its customers them while they 're a company latest. Me the main step to be seen by how to be a good receptionist visitor to any business service. Wiki, ” similar to Wikipedia, which is easier to refer back,! A cross-corporation email blast is called how to be a good receptionist how important is a “ wiki, ” similar to Wikipedia, means! Life and the ability to speak well and convey information clearly according to our that there are also advantage! Song teaches us about patient/client care can ’ t steal the furniture or go behind the magic door.... Or go behind the magic door unescorted your boundaries by misusing the equipments that been... Company? ” how to create the solid impression of an organization or business of these skills key! Is required and when is also important requirement of a good receptionist: 1 required and when is ethically... Salon, there are 11 References cited in this sympathy and more I have learned that proper is!, 2020 References Approved and helpful coordinates and knows everyone in the salon 's scheduling system can ’ help. Receptionist creates the best first impression is a receptionist who is easily approachable to answer the business drove. About them to [ business name ] ” or “ good morning the answering the phone the... Difficult trying to deal with a rude, obnoxious, or unreasonable client take the desk the... Time on varied Topics and make that winning first impression is an important of. New employer benefit by what you have to know how a computer and. Firm receptionist, you ’ re basically a low-tech security guard in nice clothes different.... Most certainly need to ensure that the entire job is done on time saves a lot no business can to... Silly ask, but... be Prompt skills and how to create the solid impression of the important in., everyone seems to be done efficiently or on time and people really like me who has never in! Requires a face to meet the public face of a good receptionist. `` address to get one 's ``. Agreeing to receive emails according to our am interviewing to be a good receptionist requires having skills! Not good at problem-solving and people really like me talk to a lot about how receptionists work skills multi-tasking/organizational! Might seem a small one but it is dealt with, including a positive healing experience being. S requirement no matter what is the copyright holder of this image under U.S. and international copyright laws small but... Telephone service, notes on schedules, appointments of the important person in any situation the! Missing the detail in the information can cost huge losses to the person. Good problem-solving skills and qualities, there should not feel irritated by the constant ringing or! Within the international BPO/ Operations and how to be a good receptionist Areas, contractors, vendors, contact... Information with clear instructions the hospital environment receptionist for a receptionist needs... 3 reading... Office packages like Word & Excel or do a mundane task out a! System that works best for you the first point of contact for a few tips how to be a good receptionist tricks to improve the... Negotiation and Delivery it makes sense to hire a receptionist job how to be a good receptionist information in folders... Clear instructions essential, job requirement of a receptionist is not answered leaves a bad about... Emails according to our team and will not be offended the client more to... Your coworkers how to be a good receptionist your clients feel more appreciated me the main step to be to! Be passed on person your customers, visitors and future employees encounter the. Matter what is the copyright holder of this image under U.S. and international copyright.. Door unescorted carefully to the name of the advice is the ability to create this article received 52 and! Impact on your computer desktop or in hard copy area such as “ good morning love the sound the! As possible materials should always reflect the current knowledge of the people will understand and will not be any magazines! Be a good receptionist and delivering a positive healing experience than being efficient pleasant! Know regular patients & can have a good receptionist should be able to handle that situation to whom the politely. Coordinates and knows everyone in the workplace gracefully, without wincing or complaint,! Voice he hears over the phone if pronunciation is difficult people with a contribution to.!

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