How to Make Every Office Guest Feel Welcome

At Ruby®  Receptionists, we aim to wow everyone we interact with, be it in person or when we’re answering phones. Although we’re an office full of live virtual receptionists, we don’t have a specific in-office receptionist tasked with greeting visitors. Instead, we empower our entire team to welcome guests. Making a great first impression on visitors isn’t any one person’s job at Ruby — it’s everyone’s job. When a team member sees a guest walk through the door, they know it’s time to greet, seat, and treat.

  • Greet – As soon as a guest enters the office, approach them and — you guessed it — greet ‘em! Follow that greeting with a friendly “How may I help you?”
  • Seat – Offer the guest a seat in the reception area.
  • Treat – Offer the guest coffee, tea, or water, and if they accept, bring their beverage to them. After greeting, seating, and treating, let the appropriate team member know their guest has arrived. Check in with the visitor if he or she is waiting for more than a few minutes.
Kate C. and Amanda S. show us how it's done!
Rubys Kate C. and Amanda S. show us how it’s done!

Pretty basic stuff, right?  It’s true — our greet, seat, and treat routine is nothing revolutionary. But it is important, because when everyone on staff feels comfortable welcoming guests, we limit the risk of awkward first impressions. And especially at Ruby, face-to-face encounters are a fun complement to our phone answering routine. We don’t get a lot of guests, and when we do, we want to make sure they feel special!

Don’t miss an opportunity to wow visitors at your office. Even if your office has a dedicated receptionist, try developing a simple greeting routine with your entire staff. That way, guests are sure to be greeted appropriately when your receptionist is away from the front desk or otherwise tied up. By encouraging everyone on your team to play a part in making visitors feel welcome, you’re sure to impress your guests every time!

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