Your receptionist is in control of visitors’ first impressions of the company. Here’s what this crucial person should do to ensure that those first impressions are positive ones:
1. Project professionalism. The receptionist is a gatekeeper, but they’re also charged with giving visitors their first taste of the office culture.
2. Greet all visitors loud and clear. Saying “Good morning” or “Good afternoon” in a steady, audible tone imparts an air of capability sure to be appreciated by all office visitors.
3. Ask visitors whom their appointment is with. Assuming a guest is there to see the wrong person suggests inefficiency, something no one in your business wants that person to feel going into a professional exchange with your company.
4. Ask for the visitor’s name and note the pronunciation. This way, when the receptionist alerts a member of your office that their visitor is on site, they’ll also guarantee they know how to address the visitor.
5. Keep the visitor informed. After a receptionist has notified a colleague that their visitor has arrived, they should let the visitor know they’ve done that — i.e., “Mr. Fox will be with you shortly.”