One of the important qualities of a good receptionist in a hotel is being able to work without micro-supervision. There are some receptionists tasks that many consider as minor however, they can tell a lot about the person behind the front desk and the business as a whole. One of these seemingly ‘menial’ tasks is keeping a front desk that is neat, clean, and welcoming. This is one of the first jobs that a receptionist should accomplish when they arrive at the office. The reception area must be ready for clients and visitors. It should be free of clutter and there should be no litter. Any reading material such as pamphlets, brochures, or magazines should be in the proper place. Used cups or glasses should be collected and cleaned. The receptionist is also responsible for restocking any reading material, forms, beverage, candies, etc. In the front desk area, making sure that anybody can have easy access anytime they need one.
0 Comments
One of the important tasks of receptionists is answering inbound calls. Unfortunately, many of these calls are answered with just a simple “hello”. Creating a standard receptionist script when answering phone calls is very important in creating a first impression of the company or business. The script must be compact but complete, containing particular information so that the caller will know what company or business they have reached and whom they are speaking to. A common example is “(Name of the company) Good morning/afternoon. This is (name of the receptionist). How may I help you?” Before picking up the phone, the receptionist should already have a smile because who wouldn’t want to hear a cheery and friendly person on the other end of the line? When putting a caller on hold, don’t let them wait for far too long. If they really need to wait for a few minutes, be sure to keep checking on them to make sure that they don’t have any problem with the wait.
Recording incoming calls is an excellent way to monitor and keep tract of call details. It is also an important tool in maximizing marketing and sales productivity. What transpired during the call, including the little details can also be used in training new receptionists or members of the team.
The latest technological advancements include better and more reliable call recording software. The technology no longer limits businesses to traditional phone calls. There are various call recording apps that even include tools that will keep tract of unconventional call techniques. Office staff should know how to record incoming calls. Many phone recording apps are fairly easy to use. However, some are easier to use than other applications. There are automatic call recorders or those that require you to hit the record button to dial, merge calls, and have access to the record file once the call is over. For many employers, the most important quality that any receptionist should possess is excellent communication skills. It is imperative that a receptionist should be able to speak well so the proper information is conveyed and understood by a guest or client. Having good communication skills also mean that the person should be a good listener in order to understand and respond to the queries and needs of the client. Being at the front desk means that the receptionist has a high degree of contact with clients. Thus, they need to have an outgoing personality because people tend to be drawn to people who are friendly and always has a ready smile for everyone. Receptionist should be a people-person, meaning they love interacting with various people without forgetting the value of delivering excellent customer service.
UPbook specializes in helping your business find and train the right person who is perfect for your front desk office. The work description of a medical receptionist job is basically the same with other types of receptionists, except that they work in a medical environment. A front desk medical receptionist answers phones, greets patients and visitors, and schedule appointments. Medical receptionists work in a hospital, doctor’s office, dentist’s office, or other types of medical facilities.
Maintaining a professional attitude in all their undertakings is very important, as well as dealing with basic clerical tasks in a timely manner. In smaller practices, medical receptionists may also be task to perform both administrative and clinical duties. When applying for a medical receptionist job, the education requirement is a high school diploma or a similar certificate. But knowledge of clinical procedures that is obtained from enrolling in a certificate or associate degree, as well as office procedures can give you an edge when applying for the position. Veterinarians with active practices should the important role that their receptionist has on their practice. In fact, they should realize that their receptionist can make or break the reputation of their practice. Indeed, your receptionist has a very important impact on your clients. They are often the first person whom pet owners see when they walk through the doors of your clinic. Thus, they are responsible for creating that unforgettable first and last impressions. Just like any receptionist, a veterinary receptionist is a ‘jack-of-all-trades’. They are the ambassadors of your clinic, meeting and greeting pet owners, explaining the policies of the practice, coordinating between other members of the team and the veterinarian/s, dealing with calls, making appointments, billing, etc.
If you want to work as a receptionist in a veterinary clinic or hospital, jump-start your career by enrolling in a veterinary receptionist training program. Many of these programs are offered as 4-week courses. For many people, an appointment with the dentist is not something to look forward to. Thus, many arrive at the clinic anxious and nervous. For newly hired dental office receptionists, facing these clients can be quite daunting but with the proper training and orientation, the job won’t be as challenging. Many clinics and offices have prepared dental office receptionists scripts so there is a standard form of communication that should be adhered to. One of the primary responsibilities of a dental receptionist is to help calm nervous clients, help them fill up forms, make them feel comfortable, and explain the procedure. These can go a long way embedding the seed of confidence and trust in the knowledge, experience, and ability of the dentist. Just like any other type of receptionist, a dental receptionist must conform to a dress code that shows professionalism and help create a positive impression about the facility or establishment.
Answering and making phone calls are just one of the main tasks of a receptionist. Even if these calls are not face-to-face encounters, receptionist phone greetings should be friendly, courteous, and respectful at all times. Proper telephone etiquette is very important considering that a receptionist represents the entire company or business. It can also have a big impact on the caller and their impression of the business. Phrases such as “please” and “thank you” are important to denote courtesy and maintain a professional atmosphere. The person at the other end of the line must be allowed to speak without being interrupted. When the phone rings, it must be answered within 3 rings as much as possible. Letting the person wait can be taxing his patience and can create a negative impression. And did you know that a smile can be seen even through the phone lines? Yes, the person at the other end of the line will be able to feel your friendly and optimistic attitude even in non-person-to-person interactions.
A hotel receptionist is the best ambassador a hotel can have. Being at the front desk means the receptionist is often the first person whom guests will see as they walk in. Thus, the receptionist should possess outstanding qualities in customer service. People tend to be more comfortable talking to a pleasant and friendly person. Among the primary responsibilities of a hotel receptionist is to make hotel guests feel welcome, make bookings, facilitate check-in and check-outs efficiently. They should also learn to deal with guest inquiries, concerns, and complaints in a professional manner, face to face or by phone, email, and other forms of communication.
A hotel receptionist responsibilities list also involves being aware of the ins and outs of the business so it will be easier for him/her to coordinate between departments and direct people to the right person. People who call a business or establishment tend to make an initial impression based on the manner of the person answering the phone. Suffice to say, receptionists should always answer the phone with a polite and friendly attitude. They should speak clearly, greeting the caller followed by the name of the company, and then who it is that the caller is speaking to. And make sure that the opening line is delivered smoothly, without stumbling or sounding uncertain. And don’t forget to smile; the caller will know that you are smiling even if they don’t see you. Proper telephone etiquette can help reassure a potential customer that they have gotten in touch with the right place and that their call is given value and importance. When receiving a call, receptionists should always listen carefully so they will know that the caller actually wants. When calling a business or company, people expect to be treated politely and in a friendly manner, but they also want their concerns or queries addressed as quickly as possible. Learn more details click here-
|