When someone walks into a business, the first person they usually meet is the receptionist. That first hello sets the entire tone for what follows, whether it’s a client, a customer, or a colleague. Receptionists are the face and voice of their workplace, which means their skills go far beyond answering phones and greeting guests. If you want to stand out as a receptionist and make every visitor’s experience memorable, you’re in the right place. Let’s explore some practical, down-to-earth tips to help you shine in your role and enjoy every minute of it.
Perfect Your Greeting: Warmth, Eye Contact, and a Smile
First impressions really do count. The moment someone steps through the door, your body language and greeting set the mood. Stand or sit up straight, make eye contact, and offer a genuine smile. Whether you say good morning or just a friendly hello, make it feel personal and welcoming. If you know their name, use it. If not, don’t be afraid to ask. People love to be recognised, and a simple, warm welcome can turn an ordinary day into a great one.
Bonus tip: If you’re on the phone when someone arrives, acknowledge them with a smile or a quick hand gesture. It shows you’ve seen them and will be with them as soon as possible, making them feel valued and not ignored.
Master the Art of Multitasking (Without the Stress)
Reception desks are busy places. Calls are ringing, people are waiting, emails are pinging, and sometimes all at once. The secret isn’t working faster, it’s working smarter. Prioritise politely—if you’re with someone in person, give them your attention and ask callers to hold. Keep a tidy workspace so you can find what you need in a flash. Use handy tools like digital calendars, task lists, and sticky notes to keep on top of your day. If it ever feels overwhelming, take a deep breath and remember you’re only human! It’s okay to ask for a moment or call for backup if things get hectic.
Communication is Key: Be Clear, Friendly, and Professional
Whether you’re talking face-to-face, on the phone, or in an email, how you communicate matters. Speak clearly and keep your tone upbeat and approachable. Avoid using jargon or complicated terms—simple is best. Listen carefully to what people are asking, and don’t be afraid to ask questions if you need more information. If you need to pass on a message, make sure it’s accurate and complete. Quick written notes or digital memos can help you keep track of details, so nothing falls through the cracks.
Handle Challenges with Calm and Confidence
Let’s face it, not every visitor is cheerful, and not every day runs smoothly. The best receptionists stay calm under pressure. If someone is upset or in a hurry, listen patiently, show empathy, and don’t take things personally. Sometimes people just need to feel heard. If you don’t know the answer to a question, be honest and say you’ll find out. Then follow through promptly. When managing multiple requests, set clear expectations—let people know how long they might be waiting or what the next step is. Confidence grows with practice, so the more you handle tricky situations, the easier they’ll become.
Keep the Reception Area Inviting and Organised
It’s not just about you, it’s about the space around you too. A tidy, well-organised reception area makes everyone feel comfortable. Keep the desk clutter-free, chairs neatly arranged, and any reading materials or company brochures up to date. If there are refreshments or water, check they’re topped up. Add a bit of personality—maybe a pot plant or some artwork—but keep it professional. A welcoming environment says a lot about your business before you even say a word.
Go the Extra Mile (and Enjoy the Journey)
Little touches make a big difference. Remembering regular visitors’ names, offering a cup of tea while they wait, or helping someone find their way can all leave a positive impression. Stay curious—ask questions, learn about your company, and look for ways to help your colleagues and guests. Enjoy the variety your role brings and take pride in how important your job is to the business. When you go the extra mile, people notice, and it makes the day more rewarding for you too.
Ready to Take Your Receptionist Skills to the Next Level?
Being a brilliant receptionist is all about creating great experiences and building positive relationships. If you’d like to boost your confidence, polish your skills, and learn even more practical tricks for the front desk, why not check out our fun, interactive Receptionist Skills Training Course? Whether you’re new to the role or looking to refresh your approach, we’ll help you turn every greeting into a great first impression. Book your spot today and let’s make every visitor feel welcome!
