The job of a receptionist can be tiring, both mentally and physically as you’re not only dealing with guests all day and answering their queries, but you’re staying on your feet all day too. We have compiled a list of useful tips for receptionists below, ranging from etiquette to the dress code to make your job that much easier and more enjoyable, as well as keeping you safe.
A receptionist’s primary duty is to receive visitors and to send them to the appropriate places in the building, so you’re quite an important cog in the machine as not everyone can do the job as effectively as you. Common etiquette includes greeting every guest and staff member with a smile on your face so they know you’re approachable and can rely on you to ease their worries.
Keep your cool. You’re going to come across confrontational and angry guests, so it’s important to stay safe in that situation, while retaliating in anger can only land you in deeper trouble. You need to be well versed in handling these situations, as you don’t want other guests seeing you act in an unprofessional manner.
A receptionist’s attitude also says a lot about them. If a guest sees you slouched on the desk looking like you don’t want to be there; that’s not really a great impression to give. Remember, you’re the face of the company so you need to come across as resourceful and reliable. Try not to admit that you don’t know the answer to a question, instead, politely tell them you’ll find somebody who can answer their questions and they’d appreciate the job you’re doing.
You’ll be on your feet most of the day, so it’s vital that you blend safety with comfort in case you come across any potential hazards, so the right footwear is crucial.
Receptionists spend a great deal of time dealing with phone calls that come into the workplace. They can be general enquiries, a request from a guest or even nuisance calls from those that have nothing better to do. Proper etiquette in person is just as crucial as having phone etiquette.
Naturally, this requirement means being welcoming and friendly on the phone, and knowing how to hold your own in tough conversations on the phone. You’d need to possess good judgment and ensure that you communicate with staff with the same phone etiquette too – don’t treat it like a personal phone call with cursing, as you’d never know who’s listening.
Even though it might not be intentional, receptionists can land themselves in situations they might not want to be in, such as finding out sensitive information about a guest or an employee. You’d need to gauge whether it’s suitable to talk about information like that at work or at home, or whether the better option would be to keep that information to yourself.
If somebody knows that you’re aware of the information and realises you didn’t discuss the information with anybody, then they’d appreciate that you remained discreet and professional.
It’s crucial that a receptionist remains organised, mainly because they’re bound to come across situations where they’ll need to multi-task. The receptionist is tasked with a large number of responsibilities ranging from greeting guests, to answering the phones, as well as reminding the higher-ups about meeting and appointments.
Other staff members also need to rely on the receptionist as their first port of call, so it’s essential they the receptionist they’re contacting has an organised and effective system in place to make sure no task is forgotten and can help whenever anybody needs it. Sure, it can be a tiring process but there are tips on how to survive those long shifts, and have the right sort of footwear to stay prepared.
A receptionist can’t be tasked with simply one job; they need to be versatile, flexible and ready to take on any task or at least know who to contact if it’s something they’re not qualified to do. Saying you can’t do it to a guest isn’t the best impression to give, but if a receptionist is skilled in certain areas such as first aid, then you’d be known as a reliable member of staff.
Maintaining and following the dress code of wherever you’re working is vital, especially since receptionists are the first people a guest or customers sees when they walk in. Receptionists need to maintain the same level of professionalism as the other workers in the establishment, and also needs to set a standard for others to follow.
Following the dress code means receptionists need to wear the suitable colours that suit the establishment, and your footwear is just as vital. Many establishments enforce a uniform, which means it’s important they the receptionist ensures their uniform is always ironed and cleaned, as well as generally maintaining a neat appearance from the amount of make up to well-groomed facial hair.
Receptionists need to find the right balance of safety and comfort, as they are bound to come across some hazards while staying on their feet all day and repeating certain motions means their feet will be painful without the suitable shoes, and it can also lead to further injuries which can put them out of work. They don’t have to sacrifice one for the other either, as there are shoes available that are not only stylish, but safe and comfortable as well.