What makes a great receptionist? Most people picture a smiling face when they enter an office while others think of a gentle voice on the phone ready to help them with their request. Since the receptionist is the representative of the business to the public eye and ear, it’s really important to have a good quality receptionist working in your company.
While most people have the assumption that anybody can be a receptionist and that it’s not am important job, in reality, your receptionist can make or break your company. Why are receptionists so important? They carry the full responsibility for making your customers feel right at home or making them call someone else for the job. Here is a look at good qualities of a receptionist.
Organized & Technology
It’s important to have an organized receptionist. This makes the rest of your staff’s jobs easier. Your receptionist will file documents, take down phone numbers and access important information for clients and your staff. If a receptionist can keep track of paperwork, detailed information and still have time to help everyone in need, he or she is doing a great job. Your receptionist should be able to keep track of things, work independently without supervision and have great phone and typing skills.
Since your receptionist is going to be answering the phone often or making calls, he or she needs to be able to understand your phone operating system. Being good at technology can make or break a receptionist’s performance. Make sure your receptionist can make a spreadsheet, can send a fax and email, and knows how to look up information online or through your company’s programs in order to answer client questions.
Since your receptionist is answering phones and speaking to clients, he or she should be a good listener. Receptionists need to hear the problems, questions or praise received from clients in order to pass on the information or personally respond.
Sometimes your clients may just need a listening ear, and having a receptionist that can listen and empathize is really beneficial to gaining a loyal customer. Be sure that your receptionist is good at listening to you too, so that you can make requests and your receptionist won’t ask you questions later that were already answered.
Good Communicator & Professional
Make sure your receptionist is communicating well. It’s important that verbal communication is top-notch because your clients will need someone that can communicate information well and be an active listener.
In addition, make sure your receptionist is speaking to clients in a professional manner. If he or she lacks a professional demeanor, attitude, or appearance, it could affect your client experience. Have your receptionist answer the phone with a scripted greeting and guide them on how to handle requests and complaints. They should also be interacting with the rest of your staff in a professional way.
Lastly, make sure your receptionist can multitask well and that he or she has great interpersonal skills. These skills are the key to a great receptionist, and they are the guide to great success for your business.