Receptionists, just like secretaries or personal assistants, may be privy to a lot of sensitive information pertaining to the employees or the work a business does. She received a Bachelor of Arts in creative writing from the Santa Fe University of Art and Design, and a Master of Fine Arts in creative writing from Chicago State University. Even when it's the most entry-level position in a company, the job requires you to maintain a certain level of professionalism, and to follow certain rules of etiquette. She currently teaches English at Harper Community College in the Chicago area. Your staff should be familiar with the doâs and donâts of all forms of communication so that they can best represent your company well. At my last office job, a couple of our new hires were bright and chatty â¦ Killer Do's and Don'ts for Job Interview Success. She's also a lifelong athlete and is pursuing certification as a personal trainer. Receptionists should always try to treat customers the way they, themselves, would like to be treated. Itâs your special dayâput it in the hands of a competent professional. Studying these 11 crucial second interview dos and don'ts can help you make a lasting impression on your interviewer while avoiding common interview missteps. This way, the callers with the utmost urgent issues can skip the entire process and speak to a live human as soon as possible. A receptionist's primary duty is to receive visitors and to send them to the appropriate place in the building; in other words, receptionists must be the hospitality crew for the workplace. Keep your clothes, hair and nails neatly groomed, and keep mints on hand for fresh breath. Frazzled receptionists leave the impression that the company doesnât have matters under control. Plenty of companiesâespecially those operating in small, casual, or creative environmentsâare content to work without a formal dress code. Sometimes we naively follow everyday-life rules while executing professional duties. Now itâs the time to put your best foot forward. Even if you arenât sure you really want this job, your goal is to be impressive enough that the employer will extend a job offer. If you do not have the interviewer's direct phone number, make sure to clearly state who you are trying to reach to avoid any confusion or misdirection. Since they're often the first person a client or customer sees, another important factor for a receptionist is her attire. Keep your clothes, hair and nails neatly groomed, and keep mints on hand for fresh breath. Answer it like you care, like you want to help them, not like theyâre interrupting you and theyâre bothering you. (Yep. You can use the following tips to help you avoid these resume donâts: Avoid including unrelated or irrelevant hobbies and interests. You now â¦ Background check Dos and Donâts. Staff can make mistakes. 2. DO use one or the other, and be consistent throughout the whole script. 2) Greet everybody you meet and see, with a smile. Donât Begin with an Attitude. Itâs easy to get torn in opposite directionsâher with her cousins, you with your brothers. Many companies offer refreshments and reading materials for waiting clients. Speaking clearly and in a pleasant voice creates instant rapport and ensures the caller gets a good impression of you and your business. You represent not only the talent agency that booked you but also your own brand, so do your prep work. You uploaded your updated resume on job portals and finally get the call for your dream job. Do use caution when dealing with food or other materials that could make a mess, especially on hot days. Business Etiquette Rules for a Receptionist, Cite HR: Etiquette of Office Behaviour II -Art of Reception. To keep from feeling overwhelmed, focus on one person at a time. This should not be an excuse to be rude or to yell at them. Whether youâre walking around on foot or take part in a â¦ If youâll have a seat, Iâll be with you shortly.â Additionally, take detailed messages when you answer the phone, and repeat back the message and contact information before you hang up to make sure you have it right. As nerve-wracking as the interview process is, you need to remember that your CV and cover letter clearly left a positive impression on the hiring company if they took the trouble to call you in. To be a good receptionist, start by acknowledging visitors with a friendly and professional greeting, such as âGood morning! Instead, say, âLet me find someone who can answer your question.â If youâre asked to do something you canât do, say, âLet me find someone who can do that for you.â Regardless of your limitations, always try to assert your -- and by extension, the companyâs -- capabilities. But more than anything else, your guests want to see you together and watch you function as a team. Nicole Vulcan has been a journalist since 1997, covering parenting and fitness for The Oregonian, careers for CareerAddict, and travel, gardening and fitness for Black Hills Woman and other publications. Even the best hotels are far from perfect. Administrative Arts: For Beginners: Receptionist Tips I. The Donâts of Auto Attendant Scripting . A receptionistâs behavior is extremely important, even when she isnât speaking directly to clients. The donâts to avoid in your resume. 1) Establish Eye contact while speaking to guest. Trim Your Greeting Greet customers in a friendly, personable manner that instantly softens their mood. Keep a notepad and pen with you at all times to write down client names, messages and special instructions. It also includes knowing when to act as "gatekeeper" and keep people from bothering employees, and when it's appropriate to allow visitors. Do: Have a toast prepared. A receptionistâs behavior is extremely important, even when she isnât speaking directly to clients. If it's a law firm where workers wear suits and ties, the receptionist needs to do the same. Doâs + Donâts Before a VO Session Being professional means being prepared. Doing a criminal background check too early in the hiring process can get you in trouble. 8 Resume Do's and Don'ts November 23, 2020. DO inform candidates if a background check is part of the hiring process. Truth! While dos are to be done, donâts are to be avoided. Receptionists have multiple responsibilities, which they must often juggle â¦ Resumes typically provide the first impression of your qualifications to a prospective employer. It makes for a more pleasant experience for everyone. Do answer the phone like a receptionist. Ask the customer â¦ Refrain from speaking loudly or using off-color language. Listen carefully to the caller's request. At one reception there were blueâcolored M&Mâs in a little mesh bag at each place setting. Donât forget that the other person canât see you, so you canât rely on facial expressions or body language as you would in person. Receptionists perform many duties, but their primary responsibility is to create an engaging and friendly atmosphere for the companies they represent. If you still donât have a formal policy, youâre not alone. The bottom line is that the person sat behind that reception desk holds the power to actually make or break your business! Be professional and personable. Be courteous. Your sofas need to be clean, your entire reception area needs to be uncluttered and tidy, your walls need to be bright and welcoming, and your receptionist needs to be highly trained and polite at the very least. After a winter hiatus since northern European Edinburgh piece, 10 Do's and Don'ts return by traveling south to Athens as in Athens, Greece not Georgia.We owe this guided tour of Athens to Alexandra Stratou. That includes smiling and greeting each person who enters the office. Receptionists should always offer what they have -- even if itâs only a glass of water -- to create an atmosphere of professional warmth and hospitality. Before the day of the interview Do familiarise yourself with the location of where the interview will take place a day or two before the interview, by looking at a map online. Listen to why they are calling and get them scheduled. Multitasking capabilities. You can then try to call them during that time to get them on the line. A receptionist's primary duty is to receive visitors and to send them to the appropriate place in the building; in other words, receptionists must be the hospitality crew for the workplace. 15 Donât Before Job Interviews or Dos and Donât Before Job Interview. With this in mind, here's a quick list of dos and donâts for your referral between now and Labor Day: Do: Greet everyone âfrom the CEO to the receptionistâ formally and daily. 1.DO prepare S-T-A-R answers. Basic Etiquettes Required for Hotel Staff, List of Front Office Staff Etiquettes and Manners, Food and Beverage Staff Etiquettes and Manners list, Always greet guest and colleagues with a smile, Maintain a friendly and pleasant expression. The Doâs And Donâts Of Job Interviews. Oubria Tronshaw specializes in topics related to parenting and business. For example, fellow employees may be well aware of someone's illness, but it's typically not something a receptionist should share with an unknown person who calls asking about that employee's whereabouts. Being a receptionist is no slack job. Speak clearly and cheerfully. DO prepare to ask intelligent questions about the job, the employer, or the industry . Refrain from speaking loudly or using off-color language. 1. Keep personal calls and conversations to a minimum in the waiting area. Receptionists need to maintain the same level of professionalism as the other workers in the office. So weâll run you through some of the very important Dos and Donâts before a job interview. Donât: Lose touch with your wife. To do this well, the receptionist needs to know each person's workflow and needs. By Susan P. Joyce. That is, until the receptionist waltzes in one sweltering day in shorts, a tank top, and gladiator sandals. Career Guide / Resumes & Cover Letters / 8 Resume Do's and Don'ts. Congrats you have done it. As a job candidate, you go into every job interview interview with 2 goals: Listen well, pay attention to detail, and ask people to repeat and spell as necessary. This delicate matter takes a lot of good judgment and communication among receptionists and staff. Resumes & Cover Letters. SOP â Doâs and Donâts in Front Office. Having no questions to ask shows a lack of interest and/or preparation. Offer What You Have What follows is a digest of their research findings. Enjoy the videos and music you love, upload original content, and share it all with friends, family, and the world on YouTube. DOâ¦ 1. DO pay attention to restrictions regarding the timing and nature of various background checks. Wife.) Ruby Receptionists: Is Your Receptionist a Gatekeeper or a Brand Ambassador? DO: Be prepared: Before your visit, make sure you have your insurance card and confirm that the office or hospital you plan to visit is in-network and accepts your insurance. âJohn Luchtel of University Plaza Hotel. Rather than simply saying, âPlevin Company,â smile and say, âGood morning, Plevin Company, this is Lynn speaking, how may I help you?â Now the caller feels like youâve helped him already, and heâs more inclined to be friendly towards you in return, even if he was initially upset. PhotoAlto/Eric Audras/PhotoAlto Agency RF Collections/GettyImages. Keep personal calls and conversations to a minimum in the waiting area. This may lead to serious confusion and misunderstandings between you as a professional and your customer who expects a proper service. This is required by law. Follow these âdoâs and donâtsâ before, during and after your next appointment to make the most out of your visit. Accuracy is one of the most important attributes of an efficient receptionist. Copyright 2021 Leaf Group Ltd. / Leaf Group Media, All Rights Reserved. What to Say at a Dental Receptionist's Interview→. âI do think that itâs OK to text your hairdresser for a last minute appointment (i.e. DO practice answering the most common job interview questions, with a focus on answers customized for this employer and this job. Leave the zero-key reserved for the specific function of jumping straight to a receptionist, or agent. They need to know proper phone etiquette. DO carry water; During the summer days in Vietnam, a lot of water intake is required to help rehydrate. If youâre busy when visitors enter, immediately smile and make eye contact with each one. Our minds take too long trying to connect the dots when we hear something we donât expect. And thatâs fine for a while; no need for smothering interaction. A little smile goes a long way in the business world, both in person and over the phone. All Business: Ten Tips on Greeting Office Visitors. If your receptionist is boastful about his âbrutal honestyâ it might be harder for him to get tact down. That includes smiling and greeting each person who enters the office. There are several guidelines to follow when writing your resume that will make it clear, organized and comprehensive. You may have piles of paper to work through, but these shouldn't be spread all over your reception area. Take care of the people on the phone first, and give an honest estimate as to how long theyâll have to hold. Donât attempt to do everything yourself or have your friends do it. Do focus on taking care of the new patient the right way. Hold up a finger to indicate youâll be with them in a moment, and gesture them towards a seat. Remember that your reception area promotes your company and should look professional -- don't overload your desk with trinkets, funny gadgets, photos or desk toys. They need to gauge when it's OK to talk about an employee's activities or work, and when to stay quiet. Receptionists are typically responsible for dealing with the phone calls -- and sometimes the generic emails -- that come into a workplace. Here are some of the doâs and donâts that hotel guests ought to live by. If you're considering working as a receptionist, keep a few basic guidelines in mind. Receptionists are often pulled in several different directions at once, but it's imperative to keep your cool. Stand upright, do not fold your arms in front of the guest. 3) Address guests and team mates by name at all possible opportunity. Apologize to customers who have been waiting a while, and keep clients informed with frequent status updates to keep their patience from wearing thin. Itâs a good idea to avoid listing any unrelated hobbies or interests in your resume. This is so important! VIETNAM TRAVEL TIPS: THE DOS AND DON'TS WHEN YOU TRAVEL IN VIETNAM DOs. Since receptionists are typically the first people clients see or speak to, businesses are often judged based on the skills (or flaws) of their gatekeepers. You are scheduled to come in for an interview. WHY â We expect to hear one or the other, so itâs confusing to the caller. In an insightful article in Canadian Business, writers Andy Holloway, Erin Pooley and Thomas Watson proposed some invaluable dos and donâts about how to make your retirement happy and fulfilling. Since receptionists are the face of the company, having a âcan doâ attitude creates the impression that the company is resourceful and reliable. Try not to admit that you donât know the answer to a clientâs question. Naturally, this means being friendly and welcoming, but also knowing which calls get sent to an employee's voice mail and which ones get directly connected to the receiver. Vulcan holds a Bachelor of Arts in English and journalism from the University of Minnesota. Second interviews can be challenging, but these second interview tips will help you get ready. 4) When guest ask for direction always guide the way. Keep a clean and tidy desk, even if you have other tasks to do besides dealing with visitors. DO treat hotel staff politely. Both are interview killers! If a receptionist offers to take a message, politely decline and ask when your interviewer might be available to talk. Copyright 2020 Leaf Group Ltd. / Leaf Group Media, All Rights Reserved. "Do" Listen to the Caller's Request. Level of professionalism as the other workers in the Chicago area resumes typically provide the first a... Operating in small, casual, or creative environmentsâare content to work without a policy. The customer â¦ keep a clean and tidy desk, even if you considering... Still donât have a formal policy, youâre not alone do this well pay... And ensures the caller even when she isnât speaking directly to clients guests do's and don ts of a receptionist. 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