Hotel receptionist job

Learn how to train a successful receptionist with these ten helpful hints and tricks for receptionists.

Because they do not wish to invest the necessary amount of time or money, many companies do not bother to provide their receptionist with the appropriate training. In many cases, businesses are also unaware of the significance of having a receptionist who has received adequate training. As the first person a customer speaks to when interacting with a company, the receptionist has the ability to either seal the deal by making a favorable first impression or to blow the opportunity by making a mistake that is all too common. Ensure that all of your callers have a positive initial experience by providing your business with the following advice and suggestions for the receptionist position.

Smile Often

It may seem silly to smile while you're on the phone, but studies have shown that it actually works! Smiling is the quickest and easiest way to achieve the ideal level of friendliness and invitingness in one's tone when working as a receptionist. In addition, reminding your receptionist to keep a smile on their face will help them maintain a sense of serenity and contentment throughout the day.

Steer Clear of Eating and Chewing Gum.

When they have something in their mouth, your receptionist won't be able to make a good first impression on customers. They won't be able to be heard clearly by your caller if they are chewing gum or eating food at the same time. It is a good idea to request that gum and food be kept away from the area where the receptionist is working. Callers won't be scared away by the noise of people chewing if the food isn't there to entice them in the first place.

Avoid Using Mobile Devices If At All Possible

There are already a lot of opportunities for distractions throughout the day for receptionists; they do not require another one from a mobile device. In the same way that food shouldn't be brought into the receptionist area, mobile devices need to be stored somewhere else until a break is taken. Personal devices have the potential to divert a receptionist's attention away from the call at hand, which could result in the receptionist missing vital information.

Maintain a Notepad Nearby at All Times.

It is essential to have the appropriate message pad on hand for a receptionist to be able to perform at the highest possible level in their job. When they take messages, this message pad can indicate what information they need to collect from the sender and receiver. The accuracy and speed with which calls are handled are both improved when your receptionist has access to this information.

Just Catch Your Breath

There is a large amount of work for receptionists to do, including the accumulation of incoming emails, the filing of documents, the writing of reports, the transmission of messages, and the scheduling of appointments. When the phone rings, it is best to put all of the other office responsibilities on hold and concentrate on the person who is calling. Whenever a call comes in, remind your receptionists to take a deep breath, smile, and answer the phone with composure. The caller will have a fantastic experience from the moment this is done because the tone will have been set immediately.

Make sure you use the caller's name.

Recommend to your receptionist that they make use of the caller's name whenever they have the opportunity to do so in the course of a conversation. When a person takes the time to properly address a caller, it conveys a sense of friendliness and engagement. As a consequence of this, a fantastic initial impression will be made.

Be Polite & Use Pleasantries

When you want to leave a positive first impression, it helps to be polite and to use pleasantries. You should always say "thank you," "please may I," and "have a nice day" to your receptionist and encourage her to do so. The customer takes notice when these courteous terms are utilized, which in turn elevates the quality of their experience.

Try to avoid using the phrase "I don't know."

It is imperative that you instruct your receptionist in the appropriate way to respond, as there is a good chance that they will be asked questions to which they are unable to provide satisfactory responses. It's a good idea to make it abundantly clear that saying "I don't know" is not an acceptable response in any circumstance. It is highly recommended that you steer clear of this phrase and instead use phrases such as "Let me" and "I'd be happy to." Encourage your receptionists to use phrases like "Let me find out for you" and "I'd be happy to look into that" when they answer questions from customers.

Confirm with the person who called you.

Teach your receptionist to always read back addresses and telephone numbers so that you can rest assured that the information they have taken down is accurate. Another helpful piece of advice is to write out any names or words that might be difficult to spell. This will instill confidence in the caller that their message was heard and understood properly on the receiving end.

Change the Wording of the Message

One additional best practice for reading accuracy is to read the message back to the caller in its entirety word for word. Callers like to have confidence that their message will be conveyed accurately, and this will ensure that they have that confidence.