Many businesses don’t take the time to properly train their receptionist because they don’t want to spend the time or money. Often times, companies also don’t realize the significance of a well-trained receptionist. As a business’s first point of contact, a receptionist has the potential to close a deal by providing a great first impression or to lose the deal making a commonly-made mistake. Equip your company with the following receptionist tips and tricks to make sure all of your callers have a great first impression.

    1. Smile Often

      Although it may seem silly to smile while on the phone, it works! Smiling is the easiest way to ensure your receptionist sounds friendly and inviting, maintaining the perfect tone. In addition, keeping a smile on their face will help your receptionist feel calm and happy throughout the day.

    2. Avoid Eating & Chewing Gum

      Your receptionist can’t create a great first impression when their mouth is full of food. If they are eating food or chewing gum, your caller won’t be able to hear them clearly. A good practice is to ask that food and gum stay away from the receptionist area. If the food isn’t there as a temptation, callers won’t be turned away by the sound of chewing.

    3. Refrain From Using Mobile Devices

      Receptionists already have plenty of distractions throughout the day, a mobile device doesn’t need to be another. Similar to keeping food away from the receptionist area, mobile devices should be put away until a break is taken. Personal devices can cause a receptionist to be distracted from the call and potentially cause them to miss important information.

    4. Keep a Message Pad Handy

      In order for a receptionist to function at the highest level, it’s important to have the proper message pad handy. This message pad can indicate what information they should be collecting when they take messages. Having this information right in front of your receptionist improves call efficiency and accuracy.

    5. Take a Breath

      Receptionists have a lot going on — emails piling up, documents to be filed, reports to write, messages to be transmitted, and appointments to be scheduled. When the phone rings, it’s best to put all other office duties aside and focus on the incoming call. Encourage your receptionists to take a breath, put on a smile, and answer the call calmly. This will immediately set the tone for a great experience for the caller.

    6. Use the Caller’s Name

      If your receptionist has the opportunity to use the caller’s name in a conversation, recommend that they do. Addressing the caller properly creates a sense of engagement and friendliness. This, in turn, will create a great first impression.

    7. Be Polite & Use Pleasantries

      Being polite and using pleasantries aid in making a great first impression. Encourage your receptionist to always say, “thank you,” “please may I,” and “have a nice day.” When these polite terms are used, the customer notices and their experience is enhanced.

    8. Avoid Saying “I don’t know”

      There is a good chance that your receptionist will be asked questions that they don’t know how to answer, so it is important to train them the proper way to respond. It’s a good idea to make it clear that using the phrase “I don’t know” is not an option. Phrases beginning with “Let me” and “I’d be happy to” are great ways to avoid this phrase. Encourage your receptionists to use phrases such as “Let me find out for you” or “I’d be happy to look into that.”

    9. Confirm with the Caller

      To ensure that your receptionist has taken down information correctly, teach them to always read back telephone numbers and addresses. Another good tip is to spell out names or words that could be tricky to spell. This will give the caller the confidence that their message has been taken correctly.

    10. Paraphrase the Message

      Reading the message back to the caller word-for-word is another good practice to ensure accuracy. Callers like to know that their message will be relayed correctly so this will make sure of that.

    Let Front Office Staff-Reno Be Your Answer

    These receptionist tips and tricks will get you on the right path to training a successful receptionist. However, if you don’t want to bother training your receptionist yourself, contact Front Office Staff-Reno. We offer off-site training in the Reno area to take the burden of cost and training off your mind. Or simply implement our call center service in Reno and let us be your answer!

    Connect With Our Reno Call Center Service

    How can I make my receptionist Sound good?
    Receptionist Soft Skills
    1. Verbal and written communication.
    2. Listening.
    3. Professionalism.
    4. Customer focus.
    5. Organization and planning.
    6. Handling pressure and tolerating stress.
    7. Attention to detail.
    8. Initiative.
    What blocks sound best?
    Best Soundproofing Materials for Airborne Noise
    • Cement Particle Board.
    • Rock Fibre Slab.
    • Chipboard.
    • MDF Fibreboard.
    • Gypsum Board.
    • Plasterboard.
    • Mineral Wool.
    • Polymer Membrane.
    What fabric absorbs sound?
    Materials that have been proven to have soundproofing and sound-absorbing qualities including wool, foam, burlap, velvet, acoustic fabric, and mass-loaded vinyl. more
    Is dental receptionist hard?
    There are many misconceptions that dental reception is as easy as answering the phone, collecting money, and scheduling patients. It's true that those are the basic tasks of the position, but to be a truly excellent dental receptionist, one has to fully embody various roles. more
    Can carpet absorb sound?
    Carpets are the complete antithesis of hard, echoing surfaces. Sound waves are absorbed by carpet and the padding used beneath it, and the level of sound absorption from a carpet can be further enhanced by the use of thicker underlay. Some manufacturers even offer an acoustic-optimized carpet backing. more
    Do towels absorb sound?
    This is also how towels work as a soundproofing material. They are made of tightly-woven strains of fibers that act as a natural barrier against sound. When sound encounters a towel, it is absorbed by its fabric, preventing the sound from traveling any further. more
    Does water carry sound?
    Below the surface, sound waves pass directly through the water and into your head. You're witnessing evidence that water is a good conductor of sound. For starters, sound travels through water five times faster than it travels through air. more
    Does sponge block sound?
    The short answer is No. Unfortunately egg box type foam does not stop sound transferring through your wall from your neighbour or from leaving your room. All it will do is absorb some of the sound within your room and stop it echoing and amplifying. more
    What causes S3 sound?
    The third heart sound (S3), also known as the “ventricular gallop,” occurs just after S2 when the mitral valve opens, allowing passive filling of the left ventricle. The S3 sound is actually produced by the large amount of blood striking a very compliant left ventricle. more
    What does sound sound like in space?
    No, there isn't sound in space. This is because sound travels through the vibration of particles, and space is a vacuum. On Earth, sound mainly travels to your ears by way of vibrating air molecules, but in near-empty regions of space there are no (or very, very few) particles to vibrate – so no sound. more
    Do pillows block sound?
    Cushions and Pillows The pillows and cushions in your home would make for an excellent soundproofing device. You can stuff the pillows in the window area to block out the sounds. more


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