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Tag Archives: Receptionist

Treat Clients Like Royalty And Build A Personal Relationship

Communicating with your customers is vital to continued success in business. Poor communication is the fastest way to lose existing customers, whether it’s because of lack of communication or unclear communication. Sometimes communicating with your customers can be a job in itself. This is especially true for companies with a large clientele list. You do not have to be like Michael Scott from The Office, who memorizes the names of every client’s kids, their allergies, and their favorite sport. That may be a little creepy. But you sure don’t want to come across as an insensible person, who has no care for personal relationships and is only in business to make money. So here are a few steps a business owner, manager, or even a salesperson can take to make their relationship with their customers indissoluble.

            Michael Scott may take it too far with his knowledge of his client’s children’s habits, but it shows that he truly cares about the business relationship they have and most of the time it works to his advantage. Whatever you do, you want to stand out, so the next time that client picks up the phone looking for the service you provide, there is no way they are calling anyone else. It is difficult to stand out when business is becoming so impersonal. With the internet and phone being the connection between most businesses and customers, how do you stick out?

Receptionist

            First, find a talented receptionist. This person is the voice of your company. When those clients start calling, you want someone with confidence and cheer taking care of whatever problems or questions they might have. The receptionist should be the epitome of your mission statement bundled up into the perfect employee. Train them to care for each phone call as it is their own customer and offer them bonuses or incentives to keep them upbeat and focused. There is software available that can simplify the job and keep your company on track. A receptionist plays a huge part in the operation of a company and should be rewarded for hard work.

Online Forum

            Next, create an online forum for your company for those clients who prefer to work over the internet. Your receptionist can also be in charge of this forum with your guidance and knowledge. This will allow your customers to have a place to ask questions that are not time-sensitive, which will promote a more transparent relationship. Your customers will have faith that you care for their questions after they see you invested in an on-line forum which caters to their needs.

Holidays

            Finally, acknowledge any special days or holidays. Don’t do it the old fashioned way! For example, you should have the first day your company did business with the client on record. It is almost like your anniversary! On major holidays like Christmas and New Years, send them a New Year or Christmas corporate holiday E-card thanking them for their continued business. These e-cards are the newest and fastest way to show your customers how much you care. They will be happy to know you are thinking about them during the holiday and impressed with the tech-savvy card. It also saves a lot of time that most people don’t have anyway! No more cramming written holiday cards before your precious few days off.

This is the way to build a personal relationship first and a business relationship on top. It guarantees a level of trust between your business and your customers. Trust will always win a customer over; once they know you provide the best service, the personal rap you build with them through these steps will ensure repeat service and a fruitful relationship.

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Ashely is part of a team of writers that has contributed to business blogs and news sites. If you want to see more, follow her on Twitter @ashelymarie1985.

 

 

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Are Serviced Offices The Best Solution For Your Small Business?

Serviced-Offices

When you’ve just started out with an idea for a new business you need a quiet space where you can get away from it all and concentrate on establishing your business. For many start-ups, the perfect solution to this quandary is a serviced office. In this post we’re going to have a look at why serviced offices might well be the perfect solution for your small business.

Flexibility

One of the key requirements small or start-up businesses should look for from their office space is flexibility. Small businesses are plagued by uncertainty. As a new entrant in any market you will be entering the unknown: Will customers flock to your products or services? Are there barriers to entry you had not anticipated? Is there room for another player in the market? Whilst you are finding your place in the market it is important not to tie yourself into a long term lease for a business premises. You might expand more quickly than you had anticipated, or need to work from home if your costs grow quickly out of hand. Serviced offices provide short term leases with little or no start up costs, allowing you to hit the ground running or leave at a moment’s notice.

Location

When choosing the location for your commercial premises there are plenty of considerations for business owners. If you plan on meeting clients at your offices then good transport links are a must. On the other hand, you may conduct client meetings offsite, in which case offices in close proximity to your home may be worth a look. What about status? Are you operating in an industry where the right address will carry clout with your clients? If so, you might need to pay a bit more for offices in the heart of the city. Regardless of your specific needs at the time, the beauty of a serviced office is your ability to meet the changing demands of your business, quickly and without additional expense.

Easy to expand

With a start-up you never know quite how quickly business will take off, if at all! Many companies will turn from a one man band to a business with 10 or so employees in the first year, and will grow exponential thereafter. Obviously serviced offices are not the most cost effective solution for your business once your company gets much bigger than 10 employees, but in the early days whilst you are growing serviced offices are perfect, as they allow you to move from a small office to a larger office without having to take all the furniture with you or worry about other business infrastructure. A move can be completed in an hour, simply move your computers across and can carry on working with extra space and increased capacity.

Infrastructure is included

Growing a small business demands the owner’s full attention. The last thing you want is to be spending your valuable time organising office furniture or fielding calls you really haven’t got the time for. The majority of serviced offices will provide you with a receptionist service, so any clients you are due to see will be greeted by the in-house receptionist, helping to build a professional first impression and create the illusion that your business is bigger than it really is. The receptionist will also be able to field your calls for you if this is a service you require, which can help to reduce the time wasted on calls when it could be better spent elsewhere.

Charlie Maine is an employee of D&G Office Interiors. They specialise in high quality, ergonomically designed furniture, creating fresh and attractive spaces.      

 

 

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Why The Receptionist Is Arguably The Most Important Person in the Office

Selecting the right person for each position within your company is imperative, but the receptionist is probably one of the most crucial. When clients enter your business for the first time, the person to greet them when they enter the office is not typically the CEO or sales manager. It is the receptionist. They create the first impression that a client has of your business, whether it’s good or bad, so it is important to choose the right receptionist for your company’s image. Blue hair, ripped jeans and a nose ring are probably not the image that you want to convey, unless you happen to run a tattoo parlor or skateboard shop, then this might be just the image you are looking for.

Business Ambassadors

While many people view the role of the receptionist as minor, this couldn’t be farther from the truth! The role of the receptionist is vital to the smooth operation of any office. The receptionist’s duties include: acting as an ambassador by welcoming people to your business, screening phone calls, setting appointments, and directing client traffic throughout the work day. Organizational skills are an intrinsic part of the receptionists job, as is good judgment, diplomacy and proper etiquette. A good receptionist will create a welcoming atmosphere for your clients, help to keep the staff organized, and serve as an information center for employees and clients alike. This does not include the latest water cooler gossip! Not found in the job description for receptionist are the following qualities: poor personal hygiene, sloppy dress, a limited or poor command of the language, or phrases such as “that’s not in my job description” or “get your own coffee.”

Personality Counts

When searching for a receptionist, a personality type that should be avoided is that of the drama queen. The drama queen always needs to be the center of attention. Their problems, imagined or otherwise, always trump the needs of anyone else in their hemisphere. They may be entertaining to listen to on lunch break, but are probably not the best person to act as the face of your company.

Admin Tasks

Many receptionists also work in an administrative capacity, so it is important to make sure that their knowledge of the office software used by your company goes further than knowing the brand name, and that they can actually type. No, this does not include using only the index finger of each hand, or the ability to send rapid text messages!

Remember, by hiring the right receptionist, you are on your way to having a successful, smooth running company.

Written in association with Office Angels

 

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