How to Be a Good Receptionist

The responsibilities of a receptionist in nearly any office environment are many.  Companies put many tasks on the receptionist and still expect them to be the front face for their organization when people come in to the building.  They are expected to be courteous and quick and to follow directions impeccably.  If all of these things are required of the receptionist, why wouldn't more companies put a higher emphasis in find a receptionist that is high quality?

If you are wondering how to be a good receptionist you must first know that the person that will do the best in this position must be pleasant and easy to work with (these are qualities you might want to include in your receptionist resume).  They must love to make people happy and love to be the center point for gossip.  This position requires someone that can listen and not spread what they hear.


Answering the phone is an important part of being a receptionist.  The person that can answer the phone with style and energy would be a good fit for this type of position.  When the phone is answered, the person on the line wants to be able to hear the smile coming through the phone and wants to feel as if the person that answered really cares to hear what they have to say.


Another important role of the receptionist is to know who is busy in the office and who is not.  If a phone call comes in for a certain employee, the receptionist should know if they are in a meeting or are out to lunch so they can explain the situation to the caller.  They are the front person that will prevent you from having unexpected visitors as well.


To be a good receptionist you must also dress to impress.  You will be the first person that is seen when a prospective or current client or customer enters the building.  If you are dressed in a sloppy fashion, their first impression will be a negative one for sure.  You have to communicate to them through your attire and your body movements.  Let them know that you are a great example of the professionalism that they will find in your company.

A good receptionist will keep the traffic flowing with ease in the waiting area and keep those that are waiting comfortable.  They should ensure that they coffee pot is full of hot and fresh coffee and that the candy bowl never goes empty.  They are responsible for keeping the visitors at ease during their wait.


It is a good idea for the receptionist to have access to the calendars for all of the management staff that may be in the building.  If someone calls and wants to schedule an appointment they should have the tools and know how to use them so they can make the caller feel welcomed and like their call is very important.


Being a good receptionist is not an easy task.  It takes someone with an amazing outlook on life and the ability to multitask and keep things flowing nicely.  A good receptionist is hard to find but when one comes along, the company should do all they can to keep them happy and to show them how much they are truly appreciated.  They will be providing the first impression to the clients and keeping the office running smoothly.

- Gail Esparan