The benefits of the reception service in organizations

That is why it is important to have a professional and well-prepared reception service that helps showcase the best version of the business from the very first moment.

Whether in person or by phone, that first contact will #LeaveAMark on every visitor. Whether it is positive depends on the value placed on it. First impressions have the power to drive or hinder a business, so the mission of the people in charge of the reception should not be underestimated, as their influence on everyone who interacts with the company will be significant.

To ensure this first impression is impeccable, here are the essentials that our reception staff at Armonia always meet.

Reception service skills

Good appearance, good manners, command of language (both verbal and body), problem-solving ability, friendly and polite attitude, proactivity, patience and quality service are just some of the desirable qualities in reception staff.

The reception staff are all-round professionals. While most employees focus on their own tasks, the company reception is a key piece for all departments and areas of the company. Firsthand knowledge about the company, its operation, staff, different departments and their functions makes it the ideal profile to answer all the questions and queries of clients or potential clients, as well as of the staff itself. The unexpected events and day-to-day changes in an organization make their versatility and adaptability also highly important.

Great communicators

Communication skills are their greatest asset and they not only have the ability to speak well and convey information clearly, but they are also excellent listeners, always ready to offer answers and solutions in record time, resolve unforeseen situations and ensure that clients, employees, and partners feel well looked after.

They know how to stay calm under pressure and are able to manage stressful situations calmly and efficiently, such as several phone lines ringing at once, people waiting at reception, couriers arriving, or important requests via email. They also professionally and rigorously handle difficult phone calls.

A breath of fresh air for the organization

Time management is one of these professionals’ strengths, as they excel at juggling all their daily tasks. Tasks such as mail distribution, meeting room management, parking management, taxi arrangements, messenger services, office supply management, zone office upkeep, reprography zone management, document shredding management, updating company directories, notifying maintenance staff, as well as face-to-face and phone attention for everyone who visits or calls the company, are part of the daily routine for many receptions.

Moreover, in the post-pandemic era, they have become key in helping and supporting all company staff, becoming real problem solvers and guardians of the offices.

Much more than a voice

Calling a company and reaching an answering machine or not being properly attended to can become a lost opportunity, even on public holidays. Similarly, personally answering the phone, in the case of freelancers or smaller companies, can project an image of little relevance. If you are answered by a professional, the feeling will be that of a solid company, generating more trust and reassurance.

The reception service is much more than a voice answering the phone. It is an extension of the business and, as such, reflects its professionalism.

Regardless of company size, hiring a reception service will increase productivity, as it will not only deal with the constant interruptions of the phone, but will know how to prioritize and process them. Reception staff will be trained and familiar with a business’s specific processes, as well as its jargon, allowing them to talk to clients, suppliers and others with total confidence and security.

Good reasons to outsource the service

The reception area is both the first point of contact with a company and the most frequent, not only for clients but also for employees, and plays a relevant role in representing the company. On numerous occasions and for different reasons, the reception service is neglected, being assigned to untrained employees or temp staff who do not know either the position or how the company works.

Opting for outsourcing or service externalization brings numerous benefits. Deciding to subcontract external providers to carry out the reception service tasks allows the company and its staff to focus on their key business activities.

Another very important advantage is the guarantee of quality 365 days a year, regardless of any unforeseen events the assigned staff may encounter: absences or holidays. In this way, it also ensures the service of a specifically trained professional who maintains the quality standards, without having to invest time and effort in training your own staff. 

At Armonia, our reception service is designed to adapt to each type of guest. We know how important it is to offer that professional image you are looking for, which is why we offer a professional, high-quality customer service, tailored to each customer’s needs in order to be an extension of the business.

Armonia, experts in Facility Solutions, was founded with the mission of offering a human, professional and high-quality service to the most demanding clients, through a set of services related to the workplace and the maintenance of properties and buildings: Corporate reception, Auxiliary & access control, Cleaning & logistics, Security & protection and Special Employment Centre.