Unsure of what to look for in a receptionist or what a good receptionist should know how to do? You’re not alone. Trying to find a good receptionist to represent your business can be a challenge if you don’t know where or how to start your search.
What qualities are important to look for in a receptionist? What type of education or training should a receptionist have? How can you tell if someone will be a great receptionist for your company?
Your receptionist will become the face of your business (or the voice of your business), so it’s important to start your search with the right receptionist criteria.
We’ll outline the 4 qualities you should look for in a receptionist below.
4 Qualities To Look For in a Receptionist
Before seriously considering anyone for a receptionist position at your company, make sure they possess these 4 qualities. Include questions in the interview that can help give you insight into the professionalism, organizational and communication skills, and familiarity with technology the candidate has.
Anyone applying for a receptionist position or working at a virtual receptionist agency knows the importance of being completely professional. Professionalism is always a requirement. The level of professionalism your receptionist, virtual or in-house, displays is a major factor in your success.
Badly dressed receptionists, or those that answer your phone with a tired or annoyed, “Hello?” instead of the customary company greeting, lack professionalism and shouldn’t have a place at your company.
A professional receptionist:
- Is well-groomed
- Dresses appropriately
- Wears minimal or natural makeup
- Listens well
- Smiles often
- Is not confrontational
2. Organizational Skills
Your receptionist needs to be an expert at organization. Well-organized receptionists easily manage your calls, messages, and appointments. Disorganized receptionists routinely forget to relay messages, leave customers on hold too long, or over-schedule appointments.
The job of a receptionist can get stressful and requires organizational skills to keep things running smoothly. Well-organized receptionists have an easier time being the friendly, professional “face” of your company and can be trusted to manage critical information.
3. Communication Skills
Since your receptionist will be the first person your customers or visitors speak to and/or see at your company, it’s extremely important that they communicate well with others. You can make sure your receptionist has great verbal communication skills by simply conversing with them.
Do they listen to you when you speak? Do they smile at you, nod their head, or show signs that they agree with or acknowledge what you’re saying? Do they seem awkward or like they avoid eye contact?
These are important things to note right away, because the way your receptionist communicates with you is telling of how they’ll communicate with your customers.
4. Understands Technology
A good receptionist isn’t necessarily tech-savvy, but understands technology well enough to get along without needing assistance beyond initial training. Your phone system, fax machines, computers, and scheduling software can be difficult to navigate, so hiring a receptionist that is well-versed in technology is a smart move.
Conversational Receptionists answer your company’s incoming calls, take messages and deliver them to you, and schedule your appointments from our North American call centers. Our receptionists work with a variety of industries and small businesses, including law firms, real estate agencies, dentist offices, and more. We train our receptionists to deliver all the qualities you look for in a receptionist. Click here to learn more about our monthly pricing plans!