How to Make Every Office Guest Feel Welcome

Two smiling women wearing sunglasses

Ruby team members are masters of the first impression so it makes sense that we know how to welcome a guest, greet visitors, and impress clients on the phone and in the office!

At Ruby, 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 guests. Instead, we empower our entire team to welcome visitors. Making a great first impression on visitors isn’t any one person’s job at Ruby — it’s everyone’s job.

Greet, seat, and treat

All Ruby team members know the Ruby procedure of welcoming guests to the office. 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.

Ruby's 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!

Great service = great outcomes

By taking the time to make your office guests feel welcome and valued, you’ll have a positive impact on their experience. By providing phone answering by knowledgeable customer service representatives or virtual receptionists, ensuring all staff members are aware of upcoming visits, creating a warm atmosphere with hospitality, friendly conversations and amenities such as refreshments and free Wi-Fi access – your office will be a place that visitors can look forward to returning to in the future. Taking these steps will help ensure that your office is seen as welcoming and accommodating by everyone who walks through the door.


Putting in the extra effort to make sure every guest feels welcomed can lead to stronger relationships with current customers, increased loyalty from existing ones, and new connections with potential future visitors. This can all lead to positive outcomes for your business. Taking the time to make sure every office guest feels welcome is an investment that will pay off in the long run.

We’re dedicated to the greet, seat, and treat because we know the ROI of personal connections!