Receptionist Etiquette Tip: 3 Simple Ways to Make Great First Impressions For Your Company

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Virtual receptionist Erin B.
Virtual receptionist Erin B. greeting callers and visitors at Ruby

Our virtual receptionist team is dedicated to making the most of each interaction with a caller, from great greetings to friendly goodbyes. Our clients trust us to make standout first impressions for potential customers and provide returning callers with a warm welcome every time. That’s a big responsibility of course, and it might seem like a major stressor, but we’ve learned that showing kindness and positivity never fails.

Whether greeting folks over the phone, in person, or both, a receptionist has the power to shape a potential customer’s view of a business. A receptionist is a tone-setter, a connection-maker, an ambassador. (It’s no wonder the title of “Director of First Impressions” is catching on!)

If you’re a receptionist, here are three easy ways can help your company stand out from the start:

  • Make the most of “yes” opportunities. We Rubys love the chance for a friendly chat, but often, our exchanges with callers are brief, so we like to make our words count. Everyone likes hearing a “yes,” but why not amp that “yes” up and really show your enthusiasm? Absolutely and Certainly are favorite Ruby replies, along with I’d be happy to! and I’d love to! A receptionist’s enthusiasm can be an important gauge to potential clients. “Hmmm, this receptionist is clearly happy to be here — must be a pretty great company!”
  • Mind your manners. Do you ever get tired of being treated with respect? I didn’t think so! Good old-fashioned politeness never goes out of style. Conversations peppered with please and thank you are memorable in our fast-paced world. Great receptionists always request information (rather than demanding it) and ask nicely. May I is a standby, as in “May I please have your name?”  Drop “I need your name” and this I’m-too-busy-to-form-a-complete-sentence doozy: “Your name?”
  • Mean it. Niceties fall flat when there’s no feeling behind them. In order to make a great impression, you have to want to make a great impression. True enthusiasm shows in tone of voice, and one failsafe way to keep an upbeat tone is to smile while talking (this one’s an absolute must for face-to-face interactions). Now don’t get me wrong — I know we all have bad days. But one of the easiest ways to ditch a gloomy mood is by putting on a happy face, and reaching out to another person with warmth and kindness. Our virtual receptionist team knows that making someone’s day is an instant mood-booster. Give it a try — we know you’ll be impressed with the results!

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*Ruby is delighted to offer a money-back guarantee to first time users of both our virtual receptionist service and our chat service. To cancel your service and obtain a full refund for the cancelled service (less any multi-service discount), please notify us of the service you wish to cancel either within 21 days of your purchase of that service or before your usage exceeds 500 receptionist minutes/50 billable chats, as applicable, whichever occurs sooner.