Tips to become a Great Receptionist

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The Front line Person

The front of your business is very important, and the receptionist plays a very important role in the business. Certain business people believe the receptionist is the most important person in the business as this is the person they first meet, and creating a good impression is very important. Here are some tips to help the frontline person on becoming the best receptionist he/she can become.

Professional

Always, behave in a professional manner. . Look good. Make sure you hair is clean and well groomed. If you wear a fashionable hairdo, style it regularly.

Your clothes should be styles that suit your body shape. Wear clothes that suit you, and fit in with the industry you are in. eg. If you are the frontline person in the hotel industry, t-shirts and jeans will not go down very well, the same as if you are in a funky environment, a business suit, stockings etc, will not only look out of place, but you probably would not be comfortable either.

When greeting a client, stand up. Don't sit and look up at the client. You will be much more confident at eye level anyway, and less likely to feel the client istalking down to you.

When greeting customers, always smile and be friendly. Be approachable, people relate to this. There is nothing worse than walking into a business, and not only is the receptionist dowdy, she is unfriendly also. Always be friendly and helpful. If you are unable to help the client, don't just say, 'I don't know'. Smile and tell the client, while you are unsure of how to assist them, you will call someone who will be able to. Ask them would they mind waiting a few moments, while you get hold of the right person to assist with the matter. If necessary offer them a beverage while they wait. Get the right person to assist the first time. If, the client has to go through a few people before getting the right person to attend to the query, they will not be happy, and also it does not create a good impression.

Ok, so the phone is ringing off the hook, and there are people waiting for your attention.... Don't get flustered. Stay calm, even if it is sometimes easier said than done.

So how are you going to handle this one.

a). Smile at the clients waiting for you. Quickly tell them, you will help them as soon as you have have answered the call.

b). Answer the phone, with a smile on your face, (the person on the other end of the line, will know if you are happy or not). Quickly determine the nature of the call, if it is going to be a long call, ask them politely to hold on for a few seconds.

c). Help your clients quickly and efficiently and ask them to take a seat.

d). Carry on with the phone call, after, apologising for keeping them waiting.

e). Do not forget to get back to the waiting clients, and attend to their needs. As long as you are smiling, calm and helpful, a waiting client will usually be more friendly and acceptant of waiting a short while. Don't keep them waiting without any sort of acknowledgement.

Telephone Manner

When answering the phone, always smile. The client or prospective client, will know, and will be much more responsive, and less likely to be difficult. Never, let the phone ring for a long time. 3 Rings at the most and the call should be answered. If, exceptionally busy, ask a colleague to help you.

In between clients and phone calls, keep busy! No one wants to visit your

company to see you slouching at the desk, looking bored.

When you are busy and a client enters, stop what you are doing

straight away and help the client.

Patience

You will encounter difficult people. Unfortunately they are part of

the territory. Always keep your cool! If you really cannot help the difficult

person, calmly ask them to wait a few minutes, while you find someone who can assist.

Above all, enjoy what you do and don't be afraid to go the extra mile!

I am sure you all know some other great tips on dealing with the public. Please feel free to comment.

Related sites.

http://www.stafftraining.co.za/seminarview.php?code=front_recep&gclid=CPS-xuvNmIwCFSWnXgodtQog5A

Fast, cost effective, proven video

training for front-line staff

www.wisenow.com

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