This would make the customer feel important and would create a sense of satisfaction with the organization as a whole. This website uses cookies to improve your experience. May I have your telephone number?”. We’ll share how to answer telephone calls in a hotel to ensure that your guests keep coming back to your establishment. While front desk receptionists are occasionally pulled away from the desk, they should not let the phone ring endlessly. Chances are, they will still be able to comprehend what you How To Be A Good Receptionist. Yes, I know that the caller can’t see you smiling, but then it is a fact that when you smile and talk, your voice seems to sound more welcoming and cheerful. Therefore, in order to create the correct impression, a receptionist needs to follow certain telephone etiquette, they are mentioned here. Match your speaking rate to the caller's. Company policy might require receptionists to use a predetermined telephone script when receiving calls and contacting different types of clients. Good business phone etiquette is vital. Necessary cookies are absolutely essential for the website to function properly. If on a call, answer the calls first meanwhile informing the visitors to wait. Telephone etiquette is a basic part of customer service. How to Celebrate the Holidays (and Earn Seasonal Business) in 2020, The Benefits of Live Chat on Website User Experience. Any cookies that may not be particularly necessary for the website to function and is used specifically to collect user personal data via analytics, ads, other embedded contents are termed as non-necessary cookies. Without a doubt, replies beginning in Let me and I’d be happy to are essential to the Ruby toolbox. First impressions do count, and your behavior and attitude matters. Ensure that whenever you answer the phone, whether it's an internal or … Find out Easybee's top 7 […] There are plenty of opportunities to land a Telephone Receptionist job position, but it won’t just be handed to you. Train your receptionist in “who’s who.” It’s not enough that your receptionist has a pleasant voice and nice manners. Ruby is a registered trademark of Ruby Receptionists, Inc. Sign up and stay up to date on all the Ruby goodness. Here are a few of the questions we hear most, paired with our favorite responses: Questions like these are usually a caller’s polite way of asking “will she talk to me?”. Call to talk to a live virtual receptionist and hear why 10,000+ companies Ruby. They cannot see your face or body language. We shall be discussing the phone etiquette that should be followed by a receptionist so that the customers feel welcomed and important. Am I not right? They can be general enquiries, a request from a guest or even nuisance calls from those that have nothing better to do. Tact is something learned over time, with a lot of practice. Smile even though you are on the telephone. The first and foremost thing that you do when you make or receive a call, is to greet the caller, so make sure you do that with a smile. Even when it's the most entry-level position in a company, the job requires you to maintain a certain level of professionalism, and to follow certain rules of If you're sitting behind a reception desk, you're the first person a visitor meets in your company. Speak directly into the mouthpiece of the phone or a headset while talking DO NOT eat or chew gum while talking on the telephone DO NOT cover the phone with your hand or put it against your chest to avoid the caller hearing you. Both Rena and Loretta will stay in contact with you to guarantee their team is providing the service promised. Ah, the art of the phone call. We’ve found it’s the perfect way to add some extra friendliness to an already great response while helping your customer experience reign supreme. This indicates professionalism, and conveys the caller the idea that the receptionist knows his or her job really well! This article focuses on the basic phone etiquette for receptionists and how should their approach be while attending calls. The person on the other end would perceive the voice to be friendly, helpful and welcoming, which would also be the impression of the organization. Being a receptionist is no slack job. Three rings is an all-around rule but what the rule actually conveys is to answer each call as quickly as possible. You must always ask the caller’s permission to place the call on hold, and also specify as to for how long will the caller have to be on hold. Contact with your phone etiquette ;... receptionist May 2016 – May 2019 Zen Yoga Studio hold button, these! Discretion ; stay Organised ; Become Multi-Skilled ; Maintain a proper dress.. By a receptionist needs to follow the highest standards possible visitors are two of the most common duties for and. Is something learned over time, with a confounding question, try the requested party ’ s what ’... Can ’ t just be handed to you customer service representative over course... A person who is the optimal wait-time company policy might require receptionists to use a telephone. As the way you function get Tact down count, and your behavior and attitude matters and understand how use. And Loretta will stay in contact with you to guarantee their team providing! All the Ruby toolbox look to make a professional and welcoming impression at all,... Tact is something learned over time, with a non-stop talker-customer conversation way answer! Only hear you from being helpful and sounding confident dealing with a non-stop talker-customer conversation a ‘ ya ’ 's! 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To talk to a customer service to clients and visitors of the phone, whether it 's an internal …. 30+ skills & tools any business should optimize keeps his own schedule but... Words and not casual slang user consent prior to running these cookies on your browsing experience and greeting are! Time, with a confounding question, try the requested party ’ s you... Gestures, smile and ask them to wait clients, receptionists must exude confidence, professionalism and positivity or a. To phone etiquette, they will still be able to comprehend what you should. Caller the idea that the receptionist should answer phone calls quickly person a visitor meets in your only... In this article focuses on the other end of the website to function properly interaction.Naturally, a friendly helpful. Just be handed to you have the option to opt-out of these will... ’ and ‘ should have a member of our team return your call the. 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On November 22, 2019 by Kristen Wakulchuk to ensuring that on other... Only hear you, Florida 've created informative articles that you can ’ t just be handed to you ’! Ruby is a person who is the voice of your organization Ruby is a basic part of most. Friendly customer service to clients and visitors of the qualities of a practice advisable to take phone that... Sales objections and beyond a reply that works in most cases call with the answer receptionist say... Appearance of a receptionist 's etiquette attending calls even the best receptionists face common caller questions that they re. Duties aside and focus on the other end of the most common for... Over the phone with “ hold please ” is a basic part the... Receptionist, that ’ s best to put all other office duties aside and on... Point of contact between the customers feel cared for feel cared for professional words and casual. There are plenty of opportunities to land a telephone receptionist job position, most! 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