Charm New Clients from the Moment They Walk In

Ruby Receptionists Greet Seat and Treat

Have you ever felt like a ghost? You walk into an office expecting a warm greeting, and instead, you’re treated as though you’re invisible — the receptionist is busy managing multiple tasks and doesn’t notice you, or worse yet, you go unnoticed by a receptionist engrossed in a book. Either way, it doesn’t bode well, and customers could be left looking for the door.

If you or your front desk staff need a bit of help in the welcoming department, greet, seat, treat visitors — it’s simple, effective, and easy to remember! It goes a little something like this:

Greet. A great in-person greeting begins even before “Hello” is uttered. As soon as a guest enters your office, establish eye contact and give welcoming smile. If you’re on a phone call when a guest arrives, politely indicate that you’ll be with the guest in just a moment (a friendly wave does the job nicely). And if you’re not on a phone call, stop doing whatever you’re doing and focus on your guest. Always make a guest your top priority — that filing can wait! Try starting things off with a warm greeting like “Good Morning!” or “Good Afternoon!”

Seat. This one’s a snap — offer your guest a seat by motioning to your lobby’s chair or couch and saying, “Please make yourself comfortable while I let Joe know you’re here!”

Treat. At a minimum, offer your guest water. At Ruby, we keep our front desk stocked with water, local Stumptown coffee and tea (and fixin’s like sugar and half and half) for the treat portion of our greeting routine. After delivering that glass of water or cup of joe, let the appropriate team member know their guest has arrived.

First-time guests form an important impression of your company the moment they walk in the door, and without a warm welcome, that impression can suffer. Don’t miss out on an opportunity to WOW visitors — with greet, seat, treat, you can easily make the most of every front desk interaction, whether it’s with a new visitor, a returning client, or the Culligan Man.


2 thoughts on “Charm New Clients from the Moment They Walk In

  1. Sometime back I went to visit a new accountant and the receptionist offered me some water. In this part of the country it is common to drink water in small bottles, but I was offered it in a glass with ice. Then the accountant walks out to greet me and it was completely awkward dealing with the glass. I brought it into the meeting and ended up setting it his desk, as this was the only place to put it other than the floor. And then there was the matter of what to do with the glass after the meeting. Do I bring it back to the receptionist or leave it on his desk? I am not saying that the treat portion is a bad thing, only to think through how it is going to go down for the guest.

    • You make an excellent point! It sounds like a little friendly guidance would have made your experience a lot better. (“Here’s a coaster — please feel free to set your glass on my desk.” “You can leave your glass here. I’ll take care of it!”) Anticipating a guest’s needs is an important part of making a good impression. Thank you for your comment!

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