Receptionists play an important part in the day-to-day operation of a business. Being an office receptionist isn’t an easy job as most people might think. They are the link between you and your visitors and make sure that everybody gets the assistance they need.
This guide will help you learn the skills you need to succeed in this job.
Contents
Efficency
A receptionist is often the first person a client sees when they come in to an office. They need to be efficient, organized and able to multitask well. They must also be comfortable speaking on the phone or with clients in person.
They are responsible for answering phones, greeting visitors and scheduling appointments throughout their workday.
Receptionists are expected to keep track of who’s coming into and out of the building at different times throughout each day as well as help with any clerical duties that may arise during business hours (like filing).
Good interpersonal skills
You need to have strong interpersonal skills. You’ll be expected to make customers feel comfortable and at ease with your personal touch, but you also need the ability to maintain a professional demeanor.
The ability to give people the correct information in an organized manner is also key; if someone has questions about policies or procedures, you should be able to guide them through it in a way that’s easy for them to understand.
Finally, you’ll need good listening skills: When someone calls into your office asking for help over the phone or visits in person, listen carefully so that you can help them as efficiently as possible with their problem.
Excellent communication skills
Excellent communication skills are an essential component for a successful receptionist.
You may be surprised to learn that many people who work as receptionists do not have excellent communication skills. If you want to stand out from the crowd, here are some tips for how to get excellent communication skills as a receptionist:
1. Listen carefully: When your boss or another employee is speaking, make sure that you are giving them your full attention by listening carefully. If there are other things going on around you and it’s difficult for you to listen carefully, take a break from the conversation until they have finished talking (e.g., if someone else comes into your office).
2. Use appropriate body language: Think about how you look when you are listening and speaking with someone else. Make sure that your body language matches what you’re saying-if you’re telling someone something positive then don’t frown or look down at your feet; instead make eye contact with them!
3. Ask questions if necessary: If there is something that you don’t understand while listening or speaking with someone else then ask them questions so that they can explain it better (e.g., “What do mean by ‘highly confidential’?”).
Organization
Another important skill for a receptionist to have is good organization skills. Being able to multitask and organize your time and resources efficiently is a crucial part of the job.
While organizing can be learned, some people are naturally more organized than others, which makes it easier for them to succeed in this role.
Organization means being able to make sure you have all the necessary information at hand when you need it so that you can do your job efficiently and effectively.
It also means making sure that all aspects of your work area are neat, tidy, and well-organized so as not to distract yourself or others with clutter or messiness. Finally it means following through on any tasks assigned by management promptly so that they don’t pile up on one another (and thus cause stress).
A willingness to learn
- You’ll be learning all the time. In fact, you’ll probably continue to learn after you’ve been hired and settled into your position as a receptionist.
- You’ll need to learn about the company itself, its employees and its customers. This means that most of your learning will take place when you’re not at home or in school—it’s something you’ll have to do on the job.
- As part of this process of learning about what goes on at work, you may also need to learn office procedures that are specific to your particular workplace.
For example, if there is an email system in place for communicating with clients then it’s likely that there will be some sort of protocol dictating who sends emails and when they should send them out (and other such details).
If there are no written guidelines for such things then they will probably be explained verbally by managers or supervisors during training sessions or one-on-one meetings with employees newbies like yourself.
But even if those rules aren’t spelled out explicitly somewhere else within your company’s structure (like in a handbook), then chances are good it was mentioned during orientation since many companies include information about these kinds of things early on so everyone knows how things work from day one so no time is wasted later down the road trying figure things out as everyone gets settled into their roles here at work.”
Initiative
If you want to take initiative but don’t know where to start, try looking for problems with the current system and offering suggestions for improvement. You might be surprised by how happy people are when someone comes up with a solution instead of just complaining about their problems all day long! Here are some important points:
- Spot the need for action
- Motivate yourself to take action
- Generate ideas for taking action
- Be self-motivated
- Think for yourself
- Be proactive in your thinking and actions, and don’t wait for someone else to do something about it if you have an idea or solution to a problem at work (or anywhere else)
- Work independently – this means that you need to be able to complete tasks without constant supervision from your boss or another colleague – this is particularly important if you’re the only person working on a project eek!
The ability to multitask
Multitasking is an important skill for a receptionist to have. All the tasks you perform on a daily basis will be very different and require attention, but they also need to be completed within a short space of time.
You need to make sure you don’t forget any appointments or leave anyone waiting, while being mindful of how busy your employer is at that moment and prioritising their needs above all others.
You must also ensure that you do not upset anyone during your shift by speaking too loudly or laughing at inappropriate times.
It can be hard for new receptionists with little experience in customer service positions like these; if this happens then it is best practice for them (and indeed any member of staff) not just apologise but also offer solutions such as “How about I call back later?” so that everyone else remains happy too
Typing about 70 words a minute without mistakes is a great benefit
In addition to being able to type 70 words per minute, it’s important that you can write clearly and precisely.
A good receptionist will be able to send emails and letters quickly and efficiently, giving your business an advantage over its competitors.
In fact, clear writing is often more valuable than typing speed because it demonstrates your ability to express yourself clearly in writing as well as verbally.
If you’re applying for a job as a receptionist or office assistant, make sure that your application includes samples of both your typing skills (if relevant) and your written communication skills.
The ability to file correctly.
Filing is one of the most important skills that a receptionist needs to have. The ability to file correctly will help you stay organized, which in turn helps with your job performance, and it can save you money and time in the long run by avoiding mistakes.
Here are some tips for getting started:
- Make sure all the folders are labeled clearly so it’s easy for others to find what they’re looking for
- Don’t put too much paper in each folder – this will make them bulky and difficult to sort through later on
- Folders should be kept upright instead of laying flat on top of each other because this makes them easier to reach into when needed
Being organized and good at communicating
To be a good receptionist, you’ll need to be able to build rapport with clients and make them feel like they are the most important person in the world.
You’ll also need excellent communication skills so that you can communicate empathy and understanding when handling clients’ concerns or complaints.
If a client has a simple question about what time it is, or how much longer their appointment will take, answering those questions is easy; but if a client needs help navigating an insurance claim and it’s your job to get that information for them—that’s where your ability to communicate comes into play.
As we said earlier, there are many different tasks involved with being a receptionist: taking calls and making appointments; greeting clients when they arrive; filing paperwork; answering emails (and responding promptly); etcetera!
So having an organized mind is crucial if you want to stay on top of all these tasks while still keeping everything straight in your head at once!
