How to Be A Good Receptionist

So as I mentioned in my hub about myself, I work for a print company owned by AFLAC. Communicorp has two locations in Georgia, and I work for the main office.

What we do is print. We print brochures, pamphlets, business cards, invitations, stationary, and other paper products in house for AFLAC. We also print other paper products with some of out vendors.

But, we don’t stop with paper products. Communicorp has a special area for AFLAC merchandise items that includes pens, shirts, mints, and other food items packaged with an AFLAC label, ties, the actual AFLAC ducks, as well as other promotional products with the AFLAC duck.

But, again Communicorp expands into commercial products, as well. The company has a number of salespeople and their CSR’s that assist in making, starting, and completing a sale with business. We print their business cards, pamphlets, stationary, notebooks, as well as various promotional products such as water bottles, balloons, car magnets, banners, pens, shirts, and tons of other merchandise.

So, needless to say there are people walking in and out of the company at nearly all times, whether AFLAC employees, vendors, or clients, and of course Communicorp employees.

And, now that you know all about the company that I work for, it’s time to share what I do… Which is of course any and all receptionist duties…

Hopefully, I will be able to help out anyone searching for tips on how to be a good receptionist, as I feel I do my job pretty well. No complaints from employees, customers, or vendors, who walk through the door.

First, off I do want to explain a little about what my job as a receptionist at Communicorp entails before we go any further.

The basic details of the job includes taking car of customers and vendors as they walk through the door. I also make sure that I answer all the phone calls from employees within the office as well as people calling in, and I make pages for employees to call an extension or for basic announcements. In a way, it is like the Greeter at Wal-Mart, but better because I get to sit down all day in front of a really nice Mac and talk to really cool people that typically aren’t crazy or intoxicated, like many of the Greeters in my town have to deal with… Remember I’m in the South, and pretty much everything goes. Ha.

And, while I'm answering the phone and entertaining anyone and everyone who walks through, I usually have something else I'm working on, given to me by another department. Typically, I'm stuffing something, whether it's invoices into envelopes or labels into DVD cases.

But, on top of all that, I have by far the best office in the entire building. I have the biggest office and the one with the best amenities.

This is what I’ve got going on:

• Flat screen TV: although it only plays whatever I ask it to play, which is only what is approved by the HR director
• New Mac computer
• 3 live tree plant things
• Nice big desk with really nice office chair
• Couch and chair
• Floor lamp
• 3 end tables each with desk lamps
• 1 table with 2 chairs
• Huge bookshelf
• And the ONLY office with a window

If you are looking at directions for how to be a good receptionist or if you just want a few tips, I can try to help. The following is what I try to take into affect while I am working each day.

People (not employees)

• Act happy even if you are not. Remember that you are the first face that the customer, vendor, or employee sees as he/she walks through the door. You want to make a good impression, especially since it may be the person’s first impression upon the company. So, if you’re having a bad day, FAKE IT!
• Be pleasant, and again fake it if you have to.
• When customers or vendors walk through the door, make sure to ask their name and company so that you can relay that to whomever they are there to visit.
• Try to keep small talk with them even if it’s about the weather, and you’ve asked everyone for the past 30 minutes how the weather is outside. Just make sure that the last person you asked, still isn’t in the front lobby.

Talking with Employees

• If you know an employee, an employee’s child, spouse, or other family, was sick, hurt, in a confrontation, or an accident, make sure to ask them how they’re feeling the next time you see the person. The employee will appreciate you caring, even if you really don’t, you want them to think that you do.
• If an employee went on vacation or on a trip for just the weekend, ask them how the trip went and how the weather was.
• In the mornings, remember to say “Good morning;” in the evening remember to say, “Have a good night;” and on Friday’s, “Have a good weekend.”

Intercom System

• Remember to say please and thank you, especially if you have to make a page over an intercom system. For examples, “Jane Doe please call extension 1234, Jane Doe please call extension 1234, thank you”
• Oh, and it is nice to repeat things twice, just in case the first time it was missed.
• You want to speak loudly and clearly, but don’t yell when speaking over an intercom system.

Phones

• Remember to be polite, even if you don’t mean it. You are the face of the company, and you do not want to give a bad impression.
• If you have to put someone one hold, check back with them after a minute, to see if they want to continue to hold, call back, or speak with a different person that may be able to assist them in the matter.
• When answering the phone, the company you work for may have a specific saying they want you to say, but if they do not, try “Good morning (good afternoon), thank you for calling <insert business name.>”

Downtime

• Make sure that you have something to do when the phone isn't ringing and there isn't anyone walking through or hanging out in the lobby area. Bring books to read, puzzle books, paper to write or draw, etc.