Content

• To step
• Method 1 of 2: Part 1: Have the right skills
• Method 2 of 2: Part 2: Be representative
• Tips
• Warnings

Every company that receives visitors needs a receptionist. A receptionist is someone who receives visitors at the counter of the company or institution. It is usually the first person the visitor should meet, and as you know, first impressions are always very important. The receptionist must receive the visitor courteously and speak correctly, also on the phone or by e-mail. It is, as it were, the company's calling card.

To step

Method 1 of 2: Part 1: Have the right skills

1. Have excellent organizational skills. As a receptionist, you are the business card of the company - - you are the person the customer speaks with first, and to whom employees come for information and planning. In addition to taking calls and referring visitors, you often have to deal with customers, organize all kinds of events, arrange appointments, etc. Because this entails many responsibilities, it is important that you as a receptionist are well organized, so that you can do several things at the same time. can do. If you are not able to take on several tasks at the same time and complete them in the correct order, you will not last long as a receptionist.
   • A good way to be organized is to invest in an archiving system that you can work with. It is important that you know what papers and information your boss, colleagues and customers may need. Keep all this information in different folders - on your computer desktop or on paper. Organize your system the way that works best for you - if you need neon sticky notes for that, it's fine too.
   • Being organized also means you can motivate yourself - you don't need anyone to tell you how to do something, or to keep you on the right track. If you are well organized, you know exactly which tasks you have to complete in a day, and which things have priority.
   • Make sure you have (a lot of) telephone numbers at hand, for example those of colleagues, contractors, salespeople, emergency services, etc. You will need them all at a certain time. Store the telephone numbers in a special computer program or in a Rolodex.
2. Make sure you have a little technical knowledge. The most important piece of technology that a receptionist has to deal with is the telephone - and all those buttons and lines associated with it. Computer skills are also indispensable - most receptionists need to know how to send emails and be good at using a word processor. It is also helpful if you know how to create spreadsheets and use programs specific to the company you work for.
   • Keep in mind that you will most likely also need to be able to handle the copier, scanner, and printer (and troubleshoot problems your co-workers experience when working with these devices). If you know what kind of equipment you use, delve into the manuals so you can solve the most common problems.
3. Be trustworthy. The receptionist is expected to be at his / her desk at all times - the company gets a bad name if no one answers the phone, or if the waiting times are very long. Make being trustworthy your priority - if your boss knows he can rely on you and that you are always there to help, you make yourself indispensable.
4. Be a good listener. An important part of being a receptionist is listening to other people - on the phone, when a customer asks a question at the desk, or when information is passed on to you. If you are a good listener, you can work more efficiently - you will be able to solve problems more easily if you immediately understand what someone is asking of you, and you can better refer customers to the department where they can be helped.
5. Make notes of everything. When your boss asks you to do something, make notes of the details. When a customer calls, make sure to write down their information (name, contact details, what they want, etc.). Notes help you stay organized and remind you of all the little things that come along in a day. Write down your notes in a notebook or notebook and keep it with you at all times. You'll be surprised how useful that is, especially if you want to know what that person who called five hours ago wanted.
   • Make sure you write out messages in detail and read what you have written. Repeat the message and / or contact details as you write it down to make sure you have the correct information.
6. Answer the phone politely with a standard greeting, such as "Good morning, you are speaking to ____ (your name), from ____ (company name), how can I help you?Make sure to answer the phone after one or two rings. It's not okay to put people on hold for more than a minute (that's longer than you might think).
   • Listen carefully to the name of the person the person calling is asking for. Repeat if you want to make sure. Ask if the caller can spell the name if it is difficult to understand.
   • Transfer the conversation nicely with a standard phrase, such as "Wait a minute, I'll put you through to Mr. Smith". Or if the person is in a conversation: "Mister Smit is currently in a conversation. Would you please wait or shall I pass the message on?". Politely thank the caller and transfer the call.
7. Greet parcel deliverers with the same professionalism and courtesy as any other visitor. You may have to sign for a delivery. Make sure your signature is legible. The delivery person may need directions where to put the package. Make sure you contact the right employees for such matters.
8. Receive customers coming to the business effectively and politely. After the visitor tells you who they are and who they are looking for, you connect with that person and tell them who is there. A standard sentence that you can use for this is: "Mister Smit, Ms. Jansen from XYZ b.v. is here for the 2 o'clock appointment". Always try to give a first and last name, and the company that they represent. It is useful to ask if he / she has an appointment. Mr Smit will then give further instructions on where to make the customer wait and how long that will take. You can then tell the visitor: "Mister Smit will be there in a minute". Or: "Mr. Smit says he is finishing a meeting and that he will be there in 5 minutes. Please sit down".

Method 2 of 2: Part 2: Be representative

1. Have a positive attitude. As mentioned above, the receptionist is the business card of the company - customers see you first, and answer questions from people who cannot come to the office. No one wants to be greeted by a sour or grumpy face. Always have a smile on your face and a cheerful personality. Be patient with difficult customers, even if they get on your nerves.
   • Even if you have a very difficult client, keep reminding yourself that you have a strong, happy personality. Tell yourself that they are taking their frustrations out on you, but know that as long as you do your best to accommodate them, you are not the one doing something wrong. Better to keep your cool than to explode.
2. Have a greeting ready. It is always important to greet customers in a friendly manner. Even if you need to finish something before you can help the customer, it's important to greet them, so they know they've been seen and will be helped.
   • For example, you can greet with: "Good morning! If you sit down, I'll be right with you!".
3. Be polite. Be respectful. Treat everyone as if they were the most important person to walk into the office today. This is your job - no one cares that you spent hours in a traffic jam this morning, or that you just poured coffee over your new leather shoes. Leave personal worries at home. Make the customer feel comfortable and enjoy talking to you.
4. Dress representative. You represent a company, so you have to look neat. Invest in clothing that matches the corporate culture. If you are a receptionist at a specific type of business (for example, a clothing brand) it might be good to wear clothes from that brand. Tend to the conservative side, unless you work in a place where fashion or other factors are important.
   • Check if your company has specific regulations regarding clothing. Your company may be fine with formal workwear, but never remember you to dress formally (sweatpants may not be appreciated).
5. Always look neat.

Tips

• Keep personal things separate from work. That also means that you don't handle personal conversations and emails at work. The IT department can monitor your computer activities.
• Be nice to managers, see if you can help them when you have nothing to do.
• Remember who pays your salary and always be respectful of them.
• Find someone who can keep an eye on the desk or phone when you need to go to the bathroom, when you go out for lunch, on vacation, etc. That way there will be no angry people waiting for you when you come back.
• Ask colleagues if you can help with anything. You can make friends better by helping than enemies by complaining.
• Handling mail is often also part of your job. On your first day, figure out immediately where it needs to go, who will deliver it and when.
• Always be willing to learn a new task. Versatility can bring you a lot.
• Write messages in duplicate and give a copy to the person for whom the message is intended. Or use a diary, it makes things easier to find, especially if you are looking for a name or telephone number.

Warnings

• Never say "I won't." Then you will quickly lose your job.
• Don't pretend you're nice. People see right through it. Be genuinely interested, polite, and respectful. If you cannot do this, you should not become a receptionist. You take down the reputation of the company. Then rather look for an office job where you do not have to come out in public.
• Do not argue with a customer or caller. Refer him / her to a superior.