Great Receptionist Skills

 In receptionist

How to be a great receptionist

coursedetailsReceptionists are an essential part of the business.

This is a wide range of duties that you need to perform. You want someone who can immediately make an impact, shows initiative, is willing and able to work with others, and has the right balance of experience and future potential.

You need to be flexible, adaptable, organised, and have a wide range of technical, clerical, interpersonal and other skills. These tips and resources will help you improve your office skills and advance your career as an administrator.

What are the duties of a receptionist?

  • Accepting deliveries and greeting visitors.
  • Assist other administrative staff in overflow work such as word processing, data entry, and research.
  • Maintaining office directories.
  • Operating a switchboard and handling incoming calls

A helpful greeting

Although “Hello” sounds nice, it is not enough. Instead, treat your callers with a friendly, informative greeting. Instead, try to greet your callers with a friendly and informative greeting. Our virtual receptionists suggest that you start with a friendly greeting such as “Thank you for calling” and end with an offer to help like “How can I help you?” Make sure you include your company name.

Courteousness

While you may feel unsure about yourself from time-to-time, if your manner is pleasant, no one will notice. It’s better to ask your callers for information politely rather than demand it. Friendly questions such as: “May you say who is calling?” “May I know your name?” This is a great way of starting any question. As much as you can, include “please” or “thanks” wherever possible. Everyone enjoys being treated with respect and the happier you are, the better.

It was a great response

A great receptionist will tell you a secret: It’s not about knowing the answers to all your questions. It’s about knowing how to communicate when you don’t know what to say. These are great responses. “Let’s find out for you” or “Let us connect you with someone who can help you” are excellent ones.  As the standard “I don’t know” isn’t the best.

A Plan B

If you are unable to reach your caller, you can offer the next step to your caller. This could be offering to answer the call or to transfer it to voicemail. It’s as easy as this: “James is in a meeting right now Can I take a message or transfer you to his voicemail?”. It’s not always easy to answer the phone, but it can be rewarding and fun with some savvy. We wish all our fellow answering professionals a wonderful holiday season.

receptionist skills

Here are 10 tips and tricks for great receptionists

1. Smile often

Smiles are the best way to make a receptionist feel friendly and welcoming, while still maintaining a professional tone. A smile will make your customers feel happy and calm throughout the day.

2. Avoid Chewing and Eating Gum

If you are eating food, a receptionist won’t make a good first impression. Your caller will not be able hear you if they are chewing gum or eating food. It is a good idea to keep gum and food away from the receptionist area.

3. Avoid using mobile devices

Mobile devices don’t have to be the only distraction for receptionists. Mobile devices, like food, should be kept away from receptionists until they take a break. Personal devices can distract a receptionist from the call, and possibly cause them to miss important information.

4. Keep a handy Message Pad

A message pad is essential for receptionists to be able to perform at their best. The message pad will indicate the information that they need to collect when taking messages. This information will improve call efficiency and accuracy by being right in front your receptionist.

5. Take a deep breath

There are many things that receptionists must deal with. They have emails to file, documents to fill out, reports to complete, messages to send, appointments to schedule, and reports to prepare. It’s best to focus on the call and not your other office tasks when the phone rings. Receptionists should take a deep breath, smile, and answer the phone calmly. This will set the tone for a wonderful experience for callers.

6.  Use of Names

Recommend that your receptionist use the caller’s name during a conversation if they have the chance. A friendly and engaging manner will create a feeling of friendliness and engagement with the caller. This will make a great first impression.

7. Good Impressions

Making a good first impression is easy when you are polite and use pleasantries. If you are the receptionist, you should always say “thank you”, “please can I” and “have an enjoyable day.” Customers notice this and are more likely to remember it.

8. Do not say “I don’t understand”

It is possible that the receptionist will be asked questions they don’t know the answers to. Therefore, it is crucial to learn how to respond. It is a good idea not to use the phrase “I don’t know”. Avoid this phrase by using phrases that begin with “Let me” or “I’d love to”. Encourage receptionists use phrases like “Let me find it for you” and “I’d love to look into that”.

9. Confirm with the Caller

Make sure receptionists reads back all telephone numbers and addresses to ensure they have the correct information. A good tip is spelling out difficult words or names. This will allow the caller to feel confident that they have been heard correctly.

10. Paraphrase the Message

Another good practice is to read the message back to the caller exactly word-for-word. Callers want to be sure that their message is relayed correctly.

Summary

Receptionists and admin professionals who are well-rounded and able to adapt to office needs are the best. People working in admin have to be flexible and adapt to changing situations. All of this is while they multitask with other repetitive, mundane tasks necessary to maintain an office’s functioning. It’s an amazing feat of juggling that is often overlooked.

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