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Any company when appearing in public needs to have a face to represent their company. While excellent communication over the phone and email are important skills a receptionist should have, how to communicate face-to-face with others is what separates a receptionist from a Caregiver. Client. Usually, when someone (suppliers, candidates, community members) walks into your company, the first thing they’ll see is the receptionist – and the first impression is always. is the most important impression.
Steps
Possessing the Right Skills
- A great way to stay organized is to set up a filing system that works for you. You need to be aware of what types of paperwork and information your boss, your colleagues, and your clients will need. Store this information in separate folders – you can save them on your desktop or as printed documents. Set up a filing system in a way that works for you – and if that means you’ll need to stick luminous sticky notes on everything, go for it.
- Being organized also means being energetic – you don’t need anyone else to explain to you how to do something, or to keep you on track. If you’re an organized person, you’ll know well what tasks you need to complete each day, and which ones are your priorities.
- Always have phone numbers on hand (lots of them), like co-workers, contractors, suppliers, emergency numbers, etc. At some point, you will need these numbers. Save these phone numbers in a specific order using Rpodex or other programs on your computer.
- Remember that if a photocopier, scanner, or printer is located next to your desk, you’re bound to have to use them (and help other colleagues troubleshoot these machines along the way). use). Once you have a clear idea of the machines in use in your office, learn their main functions and learn how to troubleshoot common problems.
- Make sure you take detailed notes and re-read these and most importantly when you receive a message repeat it and repeat the sender’s contact information. information, so you can rest assured that you have received the correct information so you can forward calls before you hang up.
- Listen carefully for the name of the person the caller wants to see. Repeat if needed. Cell phones often suffer from audio interference. Write down the name of the person the caller refers to if their name is difficult to pronounce.
- Politely divert the call through typical statements such as “Please wait for Mr. Smith for a moment”. Or if the person is taking another phone call, you can say, “I’m sorry, Mr. Smith is on the phone right now. Would you like to wait a moment or would you like to pass on the call? text him?” Politely thank them and transfer the call accordingly.
Express Yourself Nicely
- Even when you encounter difficult customers, remind yourself that you are a strong and cheerful person. Tell yourself that they’re acting this way because they’re upset and that if you did your best to appease them, it’s not your fault. It’s better to stay calm than to get angry and turn yourself into a mean and lowly person.
- Some typical greetings such as “Hello! Welcome to [Company Name]” or “Good morning! Please sit and wait for a moment, I will come to help you right away.”
- Check your company’s uniform policy. Your company may allow you to wear casual clothes, but remember not to choose clothes that are too casual (sweat should be prohibited at work).
Advice
- Always ready to learn a new task or do a boring job. Flexibility will get you far.
- Ask your co-workers if they need your help. Making friends by helping them is better than making enemies by complaining.
- Always remember who pays your salary and respect them.
- Be kind to your manager, see if you can help them in your spare time.
- Write the message the customer sent to another notebook and give a copy to the recipient. Or you can use a diary, or any other way that makes it easier to review information, especially when it can help recall someone’s name or phone number.
- Handling mail is often a receptionist job, so on your first day on the job, find out where the mail is going, who delivers it, and when it’s delivered.
- Avoid bringing personal matters to the company – including personal phone and email. The company’s information technology department can and will certainly check your computer activities.
- Find a replacement when you need to use the restroom, are in a meeting, are on vacation, are having lunch, etc. This will help you avoid annoying others by making them wait for you.
- Always keep a neat appearance.
- Always be polite, even with difficult customers.
Warning
- Never argue with the person calling the company or the customer. Take them to the supervisor. However, if the person the customer wants to see isn’t available to take the call, ask them to leave a voicemail message. Sometimes a supervisor or manager will not be available to handle the situation. Here’s what you can do as a receptionist.
- Never say “I don’t do XYZ”. You will be fired quickly.
wikiHow is a “wiki” site, which means that many of the articles here are written by multiple authors. To create this article, 41 people, some of whom are anonymous, have edited and improved the article over time.
This article has been viewed 3,523 times.
Any company when appearing in public needs to have a face to represent their company. While excellent communication over the phone and email are important skills a receptionist should have, how to communicate face-to-face with others is what separates a receptionist from a Caregiver. Client. Usually, when someone (suppliers, candidates, community members) walks into your company, the first thing they’ll see is the receptionist – and the first impression is always. is the most important impression.
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