Receptionist Training : Receptionist Training Slide 2: The Face Of An Organization Slide 3: The Face Of An Organization The First Impression Slide 4: The Face Of An Organization The First Impression The Backbone Of the Office Slide 5: What makes a good receptionist? Slide 6: L earn how to make a first impression Slide 7: Learn strategies for dealing with difficult people and situations. Slide 8: Receive Visitors Professionally Slide 10: Stay motivated Be a part of the company team. & Slide 11: Business Image
on The Telephone Slide 12: Effective
e-mails Slide 13: 1. Write a meaningful subject line. Recipients scan the subject line in order to decide whether to open, forward, file, or trash a message. Remember -- your message is not the only one in your recipient's mailbox. Before you hit "send," take a moment to write a subject line that accurately describes the content. Subject: [Blank] Subject: "Important! Read Immediately!!" Subject: "Quick question." Subject: "Follow-up about Friday" Subject: "That file you requested." Subject: "10 confirmed for Friday... will we need a larger room?" Slide 14: 2. Focus on a clear message. Often recipients only read partway through a long message, hit "reply" as soon as they have something to contribute, and forget to keep reading. This is part of human nature.
If you have a lot of questions or action items, consider numbering them (and presenting them in order, most important first. 3. Avoid attachments. E-mail works best when you just copy and paste the most relevant text into the body of the e-mail. Try to reduce the number of steps your recipient will need to take in order to act on your message.
If your recipient actually needs to view the full file in order to edit or archive it, then of course sending an attachment is appropriate.
In general, attachments
take time to download (and check for viruses)
take up needless space on your recipient's computer, and
don't always translate correctly for people who read their e-mail on portable devices. Slide 15: 4. Identify yourself clearly. When contacting someone new, always include your name, occupation, and any other important identification information in the first few sentences. While formal phrases such as "Dear Professor Faheem" and "Sincerely Yours," are unnecessary in e-mail, when contacting someone outside your own organization, you should write a signature line that includes your full name, Designation or at least a link to your company website. Slide 16: 5. Be kind. Don't flame. Think before you click "Send." @!$% &*@!! &(*! If you find yourself writing in anger ,Go ahead... write it, revise it, print it out, throw darts on it, and scribble on it with crayon. Do whatever you need in order to get it out of your system. Go get a cup of coffee
Just don't hit "Send" while you're still angry . Slide 17: 6. Respond Promptly If you want to appear professional and courteous, make yourself available to your online correspondents. Even if your reply is, "Sorry, I'm too busy to help you now," at least your correspondent won't be waiting in vain for your reply. Slide 19: So Remember Be Helpful Be Professional &
Most Importantly SMILE