Receptionists are often a company’s first point of contact with customers. You make a crucial lasting impression on behalf of the company. As a receptionist, you set the tone for how current and potential clients perceive the business. Follow these tips on how to improve your receptionist skills.
Refrain from Eating and Chewing Gum
Whether you are on the phone or face-to-face with a client, eating food or chewing gum is unattractive, noisy, and distracting. A good rule of thumb is to keep all food away from your desk and refrain from chewing gum.
Never Say, “I Don’t Know”
Hearing the words “I don’t know” is one of the most frustrating scenarios for customers. It can turn a current client into a former client. It implies that you are not willing to find a resolution to the issue. Instead, try phrases such as:
- “Let me check and get back to you.”
- “I can find out for you.”
- “One moment, please.”
Ensure Every Issue Is Resolved
Before ending every call, double-check with the client that all of their concerns have been adequately addressed. Resolve each problem one at a time before moving on to the next. Satisfied clients translate into a higher customer retention rate.
Don’t Forget to Smile
Smiling is the best way to make customers feel at ease instantly. It shows that you are friendly and willing to help in any way possible. Believe it or not, callers can tell over the phone when you are smiling.
Use Names
One of the first pieces of information you should ask for is the customer’s name after a pleasantry. For the remainder of the phone call, it is best to refer to the individual by name. This leaves a great impression and personalizes the call by making the customer feel heard and valued.
Take Notes
You’re not superhuman, and that is okay. It is advisable to take notes during phone calls. This is advantageous because it ensures that you do not forget pertinent information.
Bonus tip: Taking notes is a useful hack if you have a hard time remembering names!
Maintain Empathy
What the caller is going through may not seem like a big deal to you, but it is to them. Be sure to remain empathetic and considerate for the duration of the call. It is an effective way to validate what the consumer is going through and help relieve their frustrations until the issue is resolved.
Improve Your Receptionist Skills and Find Your Dream Job Today!
Being a receptionist is a rewarding job that allows you to help people while being a vital part of your company. Whether you are looking for your first receptionist job or a veteran, these tips will help you stay at the top of your game and instantly improve your receptionist skills.
As the leading staffing firm, Arrow Staffing can help you find the perfect receptionist position to fit your career goals. Browse our open receptionist jobs in Redlands California, today!
