The administrative support field offers excellent entry-level positions for receptionists. This position gives newcomers a chance to gain many useful skills that fuel promotions into higher-paying administrative careers.
Answering incoming calls is the primary responsibility for receptionists. You should follow some basic phone etiquette rules when conducting yourself over the phone:
- People can hear you smile. Be sure to smile when answering the phone so that your voice comes across as positive and upbeat. When callers hear your pleasant voice, they will respond in a positive and friendly way.
- In the business world, answering the phone appropriately is important. Greet callers with, “XYZ Company, How may I help you?” Answer calls quickly. Callers become just as impatient from waiting for you to answer as they do while waiting on hold.
- Never transfer a call blindly. When a caller asks for an individual at the company, always ask who is calling so that you can announce the caller first. You can ask, “Who may I say is calling?” When the caller gives his or her name, respond with, “Thank you. One moment please,” and then announce the caller. This is a vital element when providing quality receptionist services.
- Never put someone on hold without asking. Simply say, “Would you mind holding a moment?” Always thank the caller for holding when you come back on the line. You can say, “Thanks for holding. How may I help you?”
- Always respond to “thank you” with a cheerful “you’re welcome.” “Uh-huh” or “Yup” can sound insincere, uncaring and simply unprofessional.
- Always have a notepad handy. People will often rattle off several pieces of information. Take notes and ask for clarification on any points that are not clear. This makes leaving messages easier when the call recipient is unavailable. Also, take notes to keep track of callers when several lines are active.
- It is important to get to know your managers and how they prefer to get messages. Some will prefer voice mail while others like a written message better. By getting to know their preferences, you show your professionalism and dedication to the job.
Many businesses have discovered the cost benefits of using a live remote receptionist. Remote or virtual receptionists should follow the same rules of phone etiquette employed by traditional in-house receptionists. Following these helpful tips will put you on the path to success in your new career as a receptionist.
