Whether youโreย embarking on new receptionist job or justย filling in for the afternoon, here are four easy ways to sound like a pro from the get-go:
Begin every call with a great greeting. Start with a warm welcome like โGood morningโ or “Thank you for calling” (or use both). Be sure toย state theย business name, and if you feel like upping the friendliness factor, try introducing yourself. Always end your greeting with an offer of assistance. Hereโs what a solid greeting looks like:
Good morning! Thank you for calling ABC Company. This is Ruby. How may I help you?
Courtesy is key. The secret to making a good impression can be summed up in two words: friendliness and professionalism. Commanding phrases like โI need your nameโ are a big no-no; always ask for information politely, as in โMay I ask who is calling?โ Use โpleaseโ and โthank youโ liberally, as well as upbeat, affirmative words like โabsolutelyโ and โcertainly.โ
Fear no question. If youโre new to a jobย chances are youโre going to be asked questions youโre not quite sure how to answer. Hereโs a trade secret: You donโt have to have an answerย in orderย to reply with confidence and grace. Instead of uttering a defeated โI donโt know,โ try โThatโs a great question! Iโll be happy to look into that for you,โ or โGood question! Iโll find the best person to answer it.โ
Know thereโs always a way to help (and offer it!). If youโre not able to put your caller in touch with the person theyโre looking for, be prepared to offer something else. For example, saying โTim is in a meetingโ is not so helpful, but add a bit more to it and youโre on the right track:
Tim is in a meeting at the moment, but Iโll be happy to take a message!
Tim is in a meeting at the moment. Would you like me to try his assistant?
And remember, itโs your overall friendliness and desire to help that will make a difference in your callers’ days. With a little kindness and courtesy, youโre sure to make a great impression on every caller!
