Tips for being an Effective Receptionist
From 3arf
It takes a special kind of person to be an effective receptionist. Many types of people can become a receptionist and do rather well at it, but some excel at it. Think about what a receptionist does, they receive people, payments, phone calls and paperwork. That is, of course, the tip of the iceberg for what they do in their office. For those who enter into this position with a company, there are some things you can do in order to be an effective receptionist.
- Education. Graduating high school is a good start, however taking some basic courses in business can also be very useful. Learning office etiquette is almost a necessity.
- Ability to multitask. This an absolute must in a busy office environment. You need to be able to talk on the phone, do tasks on the computer and greet people in person all at the same time. Another example of multitasking is being able to file paperwork, answer questions from people at your desk and record appointments simultaneously. The big thing is to be able to multitask and keep a smile on your face.
- People skills. If you are annoyed by people, then you will not make a good receptionist. You are the first face/voice people see/hear when they first contact your company. You set the tone for how these people will perceive the company. In many ways, it is up to you whether those people will continue doing business with your company or not. A warm, friendly personality with an empathy for people and their situations is very valuable in the career of a receptionist.
- Well groomed. Your appearance needs to be neat and clean. Hair clean and combed, clothes clean and wrinkle free and you must not have an offensive odor about your body. Again, you are the first person people see when they walk in the door. Seeing the receptionist well groomed will help build a positive view of your company.
- Ability to be discreet. Since you work the front desk, you will probably have contact with people in other departments in your company as well as with clients/customers. You must be able to put on your best "poker face" and not blab any confidential information you come into possession of, to anyone. If you have a reputation for being a gossip, then you will not be a very good receptionist.
- Computer and typing skills. These are basic skills that are easily learned and even mastered rather quickly. If you "hunt and peck" when you type, then you probably need to take some typing classes. Brush up on, or learn the basics of computer use and various office programs. This knowledge can give you a slight edge over competition when applying for a receptionist job.
- Organizational skills. The ability to organize files, phone messages, schedules and paperwork is a valuable skill. If you have a knack for putting things in order and keeping them that way, then you are a step ahead of the game. Also keep your desk and area neat and organized. This will make you appear more professional as well as make it easier to locate paperwork and other items without having to make people wait on you.
- Work well under pressure. Save the anxiety attacks and melt downs for after work. Keeping cool, calm and collected at the height of a hectic day will prove your professionalism.
If you can manage these skills and qualities, then you are well on your way to becoming a veryeffectiveand valuable receptionist.
