The receptionist represents the public face of a business. She is often the first person a customer sees or the first voice he hears over the phone. Because of this, it is important that the receptionist conducts herself in a professional manner to give customers a good first impression. Certain qualities and skills can help make receptionists better at the job and portray the company in its best light.
Whether over the phone or in person, the receptionist’s attitude comes through loud and clear. It’s been said that callers can tell when a person is smiling over the phone, and they can surely tell when she is not. A receptionist’s positive attitude tells potential and current customers that the business is interested in them and their needs.
An organized receptionist makes everyone’s job easier. She knows where to find the documents, files and phone numbers her boss, co-workers, and customers need. A receptionist must also be able to work independently, keep herself on track and accomplish her tasks without direct supervision. The ability to prioritize is essential, as the nature of the job requires frequent multi-tasking. In addition to answering the phone and taking messages, a receptionist must type correspondence, respond to company email and answer questions from people on the phone and in person.
Office technology is constantly changing, and receptionists must be able to operate a variety of equipment and systems. Phone systems usually have more than one line and multiple functions. Computer skills are a must, particularly word processing and email. Receptionists who also know spreadsheet, desktop publishing or other industry-specific software have additional skills that are in demand. If the copier or other general machines are near the reception area, the reception will often be asked for help with them as well, so her ability to master additional technology as needed is vital.
When the phone goes unanswered during normal business hours, or a line of impatient customers waits in front of the empty reception desk, it reflects poorly on the business. A receptionist is counted on to be at the desk on time in the morning, be promptly returning from lunch, answer correspondence quickly and give accurate, reliable information about the company to all inquiries.
Good Listening Skills
Taking the time to listen is essential to the receptionist’s role. Good receptionists listen closely as clients are talking so they can be efficient in solving their problems or answering their questions. Through active listening, she can connect visitors and clients with the right department or personnel quickly. It’s also an ideal way to learn new skills quickly and advance in her career.
Original Article: https://work.chron.com/good-qualities-receptionist-9637.html