How to Make Every Office Guest Feel Welcome

Welcome visitors to your office

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.

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.
How to receive and treat visitors
Rubys 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!

Don’t miss an opportunity to wow visitors at your office. Even if your office has a dedicated receptionist, try developing a simple greeting routine with your entire staff. That way, guests are sure to be greeted appropriately when your receptionist is away from the front desk or otherwise tied up. By encouraging everyone on your team to play a part in making visitors feel welcome, you’re sure to impress your guests every time!

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

Ruby Blog

View All
Happy Customers

Building Real Estate Relationships With An Answering Service

Small Business Tips

Business Unusual: Freelancers & Outsourcing

Small Business Tips

Filter Robo Calls with Ruby

Small Business Tips

Rebuilding trust and winning back customers: 5 examples of companies that did it well.

Happy Customers

WOW story: bundles of joy.

Business Unusual: One Last Look at Social Media

Small Business Tips

What questions should you be asking your customers right now?

Small Business Tips

Creative Ways to Show Love from a Distance

Small Business Tips

Business Unusual: Round Table Part 2

Small Business Tips

Business Unusual: More on Social Media

Try Ruby Risk Free

Call to talk to a live virtual receptionist and hear why 10,000+ companies Ruby.

Call Ruby Sign Up
844-311-7829