Real talk people, the person you hire to be at your front desk can make or break your business. They can cost you clients and $$money$$. It is your business, so take the time to hire the "right" person. Invest in training this person because they are the face of your business when a client walks in your front door, calls on the phone or emails you.
Like a lot of start ups and small businesses, you are doing it all yourself. You can wear many hats and can easily get overwhelmed. When you get to the point of hiring a second person, front desk or not, you are requiring them to do more than just answer the phone. SO INVEST IN THEM!
Here are just a few tips on how to keep your front desk organized, running smoothly and efficiently. The basics are easy and should be common knowledge, but should be mentioned:
1. Dress appropriately for the business (clean & kempt).
2. Great phone skills and manners.
3. Pleasant demeanor (smile, even when answering the phone).
Going beyond the basics is what will shape them into being an incredible asset to you:
4. Take the time to get to know your front desk person. How do they learn and what will make them successful in this position.
5. Schedule time at the beginning of every work week to review the weeks agenda.
6. Instruct them on when and how you want to receive daily information (first thing in am via txt, email or morning meeting...etc.).
7. Follow up with them at the end of each day as to what tasks or projects were completed. This can be done via email, simple txt or end of day 10 min meeting.
8. To save time, if their are questions and they aren't immediate, have them send them in an email to you at end of day. You can take 10 mins at the end of the day or morning to address, but make sure you do this follow up.
These seem simple enough, but you would be amazed how often I have called a business and the person on the other end makes me feel I have somehow interrupted their day. We all have walked into businesses where the front desk person is either texting or on another call and can't seem to "just nod and acknowledge" your presence.
Implementing these simple tips will set your business up for organizational success!