How to be a good receptionist for a media company?

Answer 1

I'd love to help you out on this one... I have trained numerous receptionists for a law firm, and have some ideas that will get you going:

1. Always dress one step above than the job you are doing. Don't wear revealing clothes, dress in business attire.
2. Whenever you answer the phone, actually put a smile on your face. The smile comes through in your voice and people will notice.
3. If you are on the phone and a customer, co-worker or anyone else comes in to your reception area, don't ignore them until you've finished your call. Look at them, smile, and give them a sign that lets them know you saw them and will be taking care of them as soon as your call is done.
4. When taking messages, ALWAYS repeat the telephone number to make sure you get it right. Nothing is more frustrating when trying to return a call, only to find out the number wasn't taken down properly. It's not as bad if the person knows who called, but this is a major cause of lost business if it's a new client.
5. Put all details on your messages. Date, time of call, subject matter, name, number, any other numbers, and initial your message. If someone wants to ask about the call, they'll know who took the call to begin with.
6. Keep your work area clean and tidy. Wash your phone with rubbing alcohol. Nothing is more discouraging than a dumpy reception area.
7. Don't get upset at people on the phone. Some callers are very arogant, nasty and downright mean. This doesn't mean to say that you have to take abuse. If a caller is being nasty with you, explain to them that taking abuse is not part of your work contract and that if they are abusive again, you will hang up and wait for them to call again when they are in a better mood.
8. If you make a mistake, say you're sorry in the most sincere way. Don't push the blame onto someone else. If you cut someone off by accident, when they call you back be the first to say, I'm so sorry, Mr. so-and-so, I made a mistake and cut you off without meaning to. Please allow me to put your call through immediately. And say thank you. More often than not, when you apologize, people don't get mad.
9. Do you have to do any filing? If so, do it 5 minutes at the beginning of the day and 5 minutes at the end of the day. This way, you'll never get overwhelmed.
10. Learn new things every day. Ask questions. Offer your help. This will get you far. All bosses (good ones!) notice the hard work and efforts.
11. Do you have to do any typing? If so, make sure there are no mistakes in your work. Read over your work. The best way to make sure you haven't made any mistakes is to read the document from the bottom to the top. So start at the end to revise your work.
12. Don't try to justsify any errors you make. This only annoys people and gives you a babyish reputation. Say you're sorry and learn from the mistake. Repair it whenever possible.
13. If you come to someone with a problem, make certain you are offering at leasst one solution to the problem, more if possible. It doesn't matter whether or not your solution is the one chosen. Just keep in mind that if you come to someone with a problem and no possible solution, then you are part of the problem.
14. Don't be snotty. A snotty or snobby receptionist is never fun to have around, not for the clients or the people that work with you. SMILE! It really does go a long way...
15. Ask questions. Remember that the only stupid question is the one you don't ask.
16. Learn. Are there any computer programs that would help you do your job better? If so, ask your boss about taking courses. Be Pro-active.
17. Don't be afraid to bring up new ideas. There is always room for improvement and if you come up with a more efficient way of doing something, then your boss will love you for it.
18. Enjoy your work. Every morning, while you're brushing your teeth, look in the mirror and ask yourself "What new miracles will happen today?" and then watch them happen.

A good recpetionist is a major asset for any firm, since you are the first impression of the company. Make sure you live up to that impression.

Good luck with your job! You'll be fine... already you're looking to be the best you can be... Go girl! You can do it!

Answer 2

Always show up a few minutes early. In your down time, when phones aren't ringing, try to learn new skills, like learning how excel works on the computer. That makes you more valuable. Always dress appropriately, not flashy or revealing. Be polite to people. Don't gossip. Don't call in sick unless you actually are. Don't lie: you should say that someone in "unavailable" if they don't want to take a call, don't say that they're "not in" if they are. Don't get involved in office politics, the whole "and then he said..." sort of thing.

Answer 3

Start by answering the phone. :-)

Be as polite, courteous, helpful and professional as you can. Transfer the calls quickly. If the person the caller is trying to reach is not in, tell the caller you will put them into the voice mail for a call back as soon as they are available.

Answer 4

remember the customer/client is always right,so no matter how rude they can be at times just remain sweet and professional.practice good telephone etiquette,never leave anyone on hold more than 1 minute.take messages correctly,and deliver promptly.make good coffee.