Content

• Steps
• Advice
• Warning

Any company that appears in public needs to have a face to represent its company. Although excellent communication by phone and email are important skills a receptionist should have, face-to-face communication is what sets a receptionist apart from a Caregiver. Customer. Usually, when someone (supplier, candidate, community member) walks into your company, the first thing they'll see is the receptionist - and the first impression is always. is the most important impression.

Steps

Part 1 of 2: Possessing the Right Skills

1. 

   Possessing perfect job organization skills. The receptionist is the face of the company - they are the first people the client will talk to and the person colleagues or others turn to for information and event planning. of the company. In addition to receiving calls and guiding clients, receptions often have to communicate with clients, organize events, set up meetings, etc.With these responsibilities, the receptionist really must have the skill of arranging to be able to handle many requests at the same time. Someone will not be able to stick with the receptionist profession for a long time if he or she is not able to handle multiple tasks at once and cannot organize the work in an organized manner.
   • A great way to keep yourself organized is to set up a filing system that works for you. You need to be aware of what documents and information your boss, your colleagues, and your clients will need. Store these information in separate folders - you can save them on your computer screen or as printed documents. Set up a system that organizes your files in a way that will work for you - and if that means you will need to stick glow sheets on everything then feel free.
   • Being organized also means being active - you don't need someone else to explain to you how to do something, or get you on the right track. If you are organized, you will know clearly which tasks you need to complete each day, and which tasks will take priority.
   • Always have phone numbers on hand (lots of numbers), for example the numbers of colleagues, contractors, suppliers, emergency numbers, etc. You will need these numbers at some point. Save these numbers in a specific order using Rolodex or other programs on your computer.

2. 

   
   
   A little bit of technology. The first piece of technology a receptionist must know to use is the phone - and all the buttons and its distinctive lines. Computer skills are also a must - most receptionists must know how to use email and have to master word processing skills. Knowing how to create a spreadsheet is also quite helpful, as well as how to use any program in a particular field.
   • Remember that if a copier, scanner, or printer is placed next to your desk, you will most likely have to use them (and help other colleagues troubleshoot these machines along the way. use). Once you have a clear understanding of the type of machine being used in your office, learn about their main functions and learn how to fix common problems.

3. 

   
   
   Be a reliable person. A receptionist must be regularly present at his desk - the company will not leave a good impression on everyone if there is no one to receive the incoming call, or if there are many people waiting in line. help. Make it a trusted person a priority - if your boss knows you are trustworthy and there is always a willingness to help, you will become something the company cannot lack.

4. 

   
   
   Possesses great listening skills. An important part of being a receptionist is listening - whether over the phone, a customer question, or information passed on to you. Listening works for you - you'll be able to solve problems more quickly the first time you understand someone's question, and you'll be able to get in touch quickly. to whom they need it.

5. 

   Note everything. If your boss asks you to perform a task, write down the request in detail. If a customer calls, be sure to have a record of their information (name, contact information, why they contacted, etc.). Take notes are a great way to organize your tasks and to remind you of the little things of the day. Keep these notes in your notebook and don't forget to take them with you. You will be amazed at how useful they are, especially when you are trying to recall the request of the person who called the company five hours ago.
   • Make sure you take notes in detail and re-read this information and most importantly, when you receive a message, repeat it and repeat the contact information of the sender. message so you can rest assured that you have received the correct information so you can forward the call before you hang up.

6. 

   Answering the phone politely using typical greetings such as "Good morning, thank you for calling our company, my name is ___, how can I help you? / madam? Make sure you answer the phone immediately after a ring or two. You shouldn't let anyone wait more than a minute (that one minute is longer than you think).
   • Listen carefully for the name of the person the caller wants to meet. Repeat as needed. Mobile phones often experience noise. Write down the name of the caller if the name is difficult to pronounce.
   • Transfer calls politely through typical statements such as "Please wait for Mr. Smith a moment". Or if the person is on another phone call, you can say, "I'm sorry, Mr. Smith is on the phone right now. Would you like to wait a moment or would you like to speak?" Voice message to him? ". Politely thank them and divert the call accordingly.

7. 

   Greet the delivery staff with the same professional and polite attitude as to the other visitors. You may need to sign in order to receive the parcel. Make sure your signature is valid. The delivery staff will probably need you to show you where they can order packages. Make sure you contact the appropriate departments for each particular issue.

8. 

   Welcoming guests in a polite and efficient manner. After a client tells you their information and that of the person they want to meet, get in touch with that person and let him / her know that someone wants to meet them. The typical saying in this case is "Mr. Smith, Mr. Jones from XYZ Company is waiting to see you. He has an appointment with you at 2 o'clock". Remember to ask the client's full name and company name. You may ask if they have an appointment with Mr. Smith in advance. Mr. Smith will guide you through where guests can wait and how long they should wait. And then you can tell the client, "Mr. Smith will see you soon" or "Mr. Smith said his meeting is about to end and he will see you in 5 minutes. Please sit down. Thank you." ". advertisement

Part 2 of 2: Good Expression

1. 

   Have a positive attitude. As mentioned above, the receptionist is the face of the company - they are the first person the customer comes into contact with, and the person who cannot come to the company to answer customer questions on behalf of the company. Most people wouldn't like to be greeted by an irritated face and a grumpy demeanor. Remember to always keep a smile on your face and always keep an optimistic and cheerful attitude. And remember to always be patient with difficult customers, even when they are really annoying.
   • Even when you encounter demanding clients, remind yourself that you are a strong and cheerful person. Tell yourself that they were acting like this because they were disappointed and if you did your best to calm them down, you are not at fault. It's better to stay calm instead of getting angry and turn yourself into a mean and lowly person.

2. 

   Always remember to greet customers. It is quite important to greet customers in a friendly manner. Even if you continue to do your job right after starting to help them, it is important that you greet them so they feel welcome and that you will help them soon.
   • Some typical greetings are such as “Hello! Welcome to "or" Good morning! Please wait a moment, I will help you right away ”.

3. 

   Be courteous. Please respect others. Treat everyone like they are the most important people who step into the company today.This is your job - no one cares how stuck you were this morning, how you ruined your newly bought wallet, or even lost your favorite CD. Don't bring personal matters to the office. (Even if you don't respect the customer's message or the way they convey it - just pretend). In general, make sure you make the other person comfortable and happy with you.

4. 

   Choose the right outfit. You are a representative of a company, so you should dress accordingly. Invest in casual office wear. Alternatively, if you are the receptionist at a certain store (such as a fashion store), you might consider choosing to buy some store outfits and wear them to work. Follow the closed-neck trend, unless you work at a company where fashion, trends, or other factors are paramount.
   • Check the company's uniform policy. Your company may allow you to wear clothes as usual, but remember not to choose clothes too trivial (perspiration should be forbidden at work).
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Advice

• Always be ready to learn a new task or do a boring job. Flexibility will get you going.
• Ask your colleagues if they need your help. Making friends with others by helping them is better than making enemies by complaining.
• Always remember who pays you and respect them.
• Be kind to the manager, find out if you can help them in your spare time.
• Write the message the client sends in another notebook and give the copy to the recipient. Either you can use a journal, or any other way that makes it easier for you to review information, especially when it can help recall someone's name or phone number.
• Mail handling is often a job of the receptionist, so on your first day of work, find out where the mail will be sent, who the mailer will be, and when.
• Avoid bringing personal matters to the company - including personal phone and email. The company's IT department can and will certainly check your activities on computers.
• Find a replacement when you need to use the restroom, are busy in a meeting, on vacation, eating lunch, and more. This will help you avoid annoying others by making them wait for you.
• Always keep a neat appearance.
• Always show a polite attitude, even to difficult customers.

Warning

• Never argue with callers to companies or customers. Take them to the supervisor. However, if the person the customer wants to meet is not available to receive the call, ask them to leave a message via voicemail. Sometimes, a supervisor or manager will not be present to handle the situation. Here are the things you can do as a receptionist.
• Never say "I do not do things XYZ". You will be fired quickly.