Receptionist Etiquette Tip: 3 Simple Ways to Make Great First Impressions For Your Company

Virtual receptionist Erin B.
Virtual receptionist Erin B. greeting callers and visitors at Ruby

Our virtual receptionist team is dedicated to making the most of each interaction with a caller, from great greetings to friendly goodbyes. Our clients trust us to make standout first impressions for potential customers and provide returning callers with a warm welcome every time. That’s a big responsibility of course, and it might seem like a major stressor, but we’ve learned that showing kindness and positivity never fails.

Whether greeting folks over the phone, in person, or both, a receptionist has the power to shape a potential customer’s view of a business. A receptionist is a tone-setter, a connection-maker, an ambassador. (It’s no wonder the title of “Director of First Impressions” is catching on!)

If you’re a receptionist, here are three easy ways can help your company stand out from the start:

  • Make the most of “yes” opportunities. We Rubys love the chance for a friendly chat, but often, our exchanges with callers are brief, so we like to make our words count. Everyone likes hearing a “yes,” but why not amp that “yes” up and really show your enthusiasm? Absolutely and Certainly are favorite Ruby replies, along with I’d be happy to! and I’d love to! A receptionist’s enthusiasm can be an important gauge to potential clients. “Hmmm, this receptionist is clearly happy to be here — must be a pretty great company!”
  • Mind your manners. Do you ever get tired of being treated with respect? I didn’t think so! Good old-fashioned politeness never goes out of style. Conversations peppered with please and thank you are memorable in our fast-paced world. Great receptionists always request information (rather than demanding it) and ask nicely. May I is a standby, as in “May I please have your name?”  Drop “I need your name” and this I’m-too-busy-to-form-a-complete-sentence doozy: “Your name?”
  • Mean it. Niceties fall flat when there’s no feeling behind them. In order to make a great impression, you have to want to make a great impression. True enthusiasm shows in tone of voice, and one failsafe way to keep an upbeat tone is to smile while talking (this one’s an absolute must for face-to-face interactions). Now don’t get me wrong — I know we all have bad days. But one of the easiest ways to ditch a gloomy mood is by putting on a happy face, and reaching out to another person with warmth and kindness. Our virtual receptionist team knows that making someone’s day is an instant mood-booster. Give it a try — we know you’ll be impressed with the results!
Subscribe to receive Ruby tips and tricks right in your inbox!

Related Posts

Give us a call!