Receptionists play such a crucial role in a company’s overall success. Not only are they responsible for handling the day-to-day tasks that keep the organization operating smoothly, but also tend to be the main representative of the company to customers/clients who reach out. Perform at your best and improve your skills as a receptionist with these tips:
Ideally, you would be able to give your total focus to one task at a time, but as a receptionist, you will likely have competing priorities to juggle at once. Improve your ability to multitask effectively by being intentional on what is truly considered urgent and deciding how to handle common scenarios ahead of time. When you get interrupted, taking notes on what you were in the middle of will prevent you from forgetting to go back to what you were doing.
Communication is key in the workplace, but especially as a receptionist since clients/customers and colleagues rely on you to provide essential information in a manner they can clearly understand. Practicing active listening, in which you fully focus on what the speaker is saying, can greatly help you hone your communication skills because it gives you the opportunity to make sure you both are on the same page. Examples include: not thinking about what you’re going to say next and instead only taking in what is being said, repeating the paraphrased points the speaker made back to them and asking clarifying questions. Doing this allows you the chance to learn about any misunderstandings before the conversation is over.
There are high expectations for the sheer amount of knowledge receptionists must have at any given time, so the more organized you are, the better you will perform and the less stress you will experience. Set up systems to store information in a way that works best for you so you can quickly find it when needed, whether it’s physical files or designated folders in your email inbox. Keep commonly requested information (such as contact information or other FAQs) easily accessible in one place to be able to answer inquiries more quickly. Don’t rely on your memory – always keep a designated notepad or word processor around to take notes and set yourself calendar reminders or alarms for anything with deadlines.
Receptionists often have many urgent duties to handle, so time management skills are crucial at staying on top of things and making the best use of your effort. Make a To-Do list each day, and indicate which tasks are your top priorities. If you get interrupted or feel overwhelmed, you can refer to it and know exactly where to start. Set a schedule for what times of day to complete particular tasks based on your circumstances to maximize efficiency. For example, when the office tends to be quieter, dedicate that period to your tasks that require more focus.
Explore New Opportunities
Are you ready to find a new receptionist position? PrideStaff San Jose can help make your job search less stressful and more successful. As a leading staffing firm in the San Jose area, we will utilize our expertise to match you with the receptionist job opportunities that are the best fit. Search our available jobs today to get started.