5 Tips for Creating an Excellent First Impression at your Reception Area
The success of your business goes beyond your product and service offerings. Customers form an impression of your company, begin evaluating and making decisions about your business as soon as they walk into your reception area. Whether they come into your office for a scheduled meeting or pass by, you can showcase your company culture and commitment to service with reception area excellence. Check out the 5 tips for creating an excellent first impression:
1. Create the Right Color and Light Scheme
Make sure that the lighting in your reception area is aligned with your business. In other words, adjust the luminosity for the vibe you are wanting to create. For example, if your health & wellness practice has massage therapy, you may want to adjust the lighting to reflect one of relaxation and serenity. If you have a business office, you may want a brighter light spectrum. You can invest in industrial-looking pendant light or something that provides a comfortable ambiance without glare. Natural light shining into a reception area, with the ability to close shades, has a significant effect on mood and productivity.
Consider a warm or cheerful color for your reception area. With the best choice of color, you can deliver the desired energy to your client. In addition, you can assimilate your brand’s color in the reception area. We will address in another blog Color Psychology, the study of how colors affect perception and behavior, impact consumer impressions of a brand in making purchases.
2. Create a Space That Invites Conversation
To make a good impression on your guests, arrange your reception area that makes sense in terms of people entering and exiting. The layout and design of the perfect waiting room is essential to welcoming a client as well as efficiently moving them to the next area for a meeting. Create a comfortable waiting area with seating, TV that perhaps has a running video of your product & service benefits, computer access, guest Wi-Fi and magazines. If you have water, coffee and tea available, your guests will appreciate it.
3. Create an efficient Guest Check-In Process
You may have a live receptionist or a digital concierge. It is important that your receptionist be friendly, welcoming, knowledgeable and attentive. When you greet visitors with a smile and a handshake (or elbow bump of more comfort these days), it gives them confidence and a good feeling about your business, showing that you care about their arrival.
If you use a digital concierge or other electronic alternatives, make sure they clearly welcome the person with instructions on how to sign in and let you know they are ready for their meeting.
4. Notify your team when Guests are coming so they may greet them when passing.
When it comes to first impressions, facial expressions, clothes and knowledge are an important part of the ensemble.
Remember to look up and smile, welcoming them by using their first name, Ms. Parker, Dr. Mitchel when appropriate.
Clothes are also an important part of the ensemble. Depending on your company culture and your role, you may need to update your wardrobe. While some people choose to wear simple, dark suits, you may choose something brighter that is equally professional and aligns with your personality. For example, one year at the Nuclear Regulatory Conference where men typically wore suits & ties, the Honorable Kristine Sviniki wore a very bright floral dress to deliver her keynote. From then on, women who chose to leave their traditional dark suits at home felt comfortable with their own professional style.
Other ways receptionists may greet visitors include:
- Asking them if they need assistance or advising them you will announce their arrival.
- Showing them around the building, pointing out restrooms, kitchen if they may use it
- Asking them about their flight or if they have been to your city, etc. to get acquainted.
- Have a clear desk with no clutter, food or beverages showing
- Cover your workspace and computer when stepping away from the desk
- Ensure that information is clearly displayed for all visitors
5. Create A Pleasant, Welcoming Atmosphere
(this seems redundant – perhaps have another one like, providing educational materials, company prospectus, information about company that people can prepare prior to meeting, display awards, etc.)
The first impression that most people get of a company is through the front desk. If it looks clean and organized, then customers are more likely to believe that the rest of the office is as well. Therefore, keeping all your reception equipment in good condition and making sure all surfaces are spotless should also be priorities.
In summary…
Creating an attractive, clean, welcoming reception area can help you make a great first and lasting impression on your potential and current customers. In addition to friendly people, an efficient traffic flow and information, paintings, plants, and tasteful artwork are all additive to creating life long customers who refer you to other customers.
