eight locking device. The reception desk should be high enough that there is a small barrier between the receptionist and the people coming in. (Rental Rates, Pricing), 3 Things Startups Need to Consider Before Looking for Office Space, How Much Office Space Do I Need? Please consider supporting us by disabling your ad blocker. To be successful as a Receptionist, you should have a pleasant personality, as this is also a customer service role. Try to sell potential applicants on things like overtime or seasonal availability, as well as the benefits that set your business apart, like paid vacation time, commuting credits, or childcare reimbursements. Notifies company personnel of visitor arrival. Assisting with a variety of administrative tasks including copying, faxing, taking notes, and making travel plans. Study after study has shown that customers overestimate the time that they spend waiting by as much as 36 percent. The expense of terminating a lease early combined with the costs of finding and moving offices is not inexpensive. fax machines and printers), Solid written and verbal communication skills, Ability to be resourceful and proactive when issues arise, Multitasking and time-management skills, with the ability to prioritize tasks, High school degree; additional certification in Office Management is a plus, Front Desk Representative jobdescription, Receptionist interview questions andanswers, Front Desk Representative interview questions andanswers, Office Manager interview questions andanswers, How to Hire: 5+1 tips for hospitalityrecruiting, Best job boards: The ultimate job sites list for2021, Receiving visitors at the front desk by greeting, welcoming, directing and announcing them appropriately, Answering screening and forwarding incoming phone calls, Proven work experience as a Receptionist, Front Office Representative or similar role. Since the hotel lobby has alot of traffic, all the equipment used there must represent quality at the highest level (otherwise they will be prematurely damaged, exposing the facility owner toconsiderable repair or replacement costs). Offices have become big theft targets now that every desk has a $2,000 computer on it, and people leave their purses or other electronics so accessible. The entrance has tobe designed so that it is protected against excessive inflow of air from the outside. Design for Accessibility. How todesign the reception area afew important tips, alarge-format floor and horizontally arranged. Keep in mind this number does not account for future growth, but we go into more detail on that topic later in this article. What does your waiting area say when a client visits for the first time? 2023 Leaf Group Ltd. / Leaf Group Media, All Rights Reserved. In five-star facilities aseparate entrance and aspecial, separate path have tobe provided for the luggage of guests. Other Employee Area Requirements. By using a mixture of graphics and sculpted 3D elements, IDS can help you transform your existing front desk into a show-stopping feature that . Equally important is that everything is serviceable. This is especially true when it comes to describing the receptionist duties and skills for your position. The wait time didnt change, but when passengers had to walk further the complaints dropped to zero. We cant wait to work with you. A confirmation email has been sent. There are hundreds of ways to make your waiting room better and personalize the experience. Provide chairs with armrests so older customers can get in and out easily, chairs without armrests so people can transfer from a wheelchair or other mobility device into the seat, and chairs with broader seats and higher weight limits to accommodate all body types. 2. If your office can expect to have children in your reception area, consider creating a small activity area just for them their parents (and your staff) will thank you. Office, Growing Companies, Basics of Leasing Office, High Growth. A task lamp is a welcome feature for when days get long or overtime is needed. Providing a clear path that will accommodate all customers creates a better overall experience. And because one cannot make the first impression twice, it is worth trying tomake it afavourable one. The airport was dealing with numerous complaints about the time it took passengers to get their bags at baggage claim. We help them plan for the space they need now and anticipate their space needs for the future based on their projected growth. To estimate how much space you need for your next office, multiply your employee headcount by the number of square feet per employee that best fits your density needs. After the ads of a business, its website, and the voice on the phone, your reception area is the first real experience of your company that customers and business partners have. Source, attract and hire top talent with the worlds leading recruiting software. 3. The receptionist should have an ergonomic desk chair with smooth-rolling wheels so he can easily zip around behind the desk. Decide the top one or two key ways you'll create a memorable experience for guests through your hotel lobby layout before you begin designing. The interior design of the hotel has toharmonise with the architectural shape of the building. . Furniture, artwork and flooring all need to come together to project the right image. Clear floor spaces must meet requirements for ground and floor surfaces, including criteria for firmness, stability, and slip resistance. Consistent, professional dress, and manner. It can make no sense to provide your visitors with reading material if all they have is fashionably dim lighting to read it by. To learn more about office density trends in Austin and across the nation, check out our special report, Office Density Trends: How Workplace Density is Affecting Office Building Design, Large Private or Shared Office: 200 to 400 square feet, Medium Private or Shared Office: 150 to 250 square feet, Small Private Office: 90 to150 square feet, Open Space Workstations: 60 to 110 square feet per employee, Work Group Areas: 80 to 100 square feet per employee, Conference Room: 50 square feet + 25 square feet per person seated, Reception Area: 100 to 200 square feet per person waiting, Lunch/Break Room: 75 square feet + 25 square feet per person seated, Halls/Corridors within the space: 20% to 30% of the total usable area. After all, clients are put at ease when they see office staff who are courteous, professional, and able to handle multiple tasks with ease. This role may require working in shifts, so flexibility is a plus. It is important that the seating be comfortable so that people waiting don't get impatient. Will your receptionist need to use a copier, filing cabinet or other office supplies regularly? Personalized Service or Extra Touches are Worth the Wait. Your receptionist is usually the first person clients meet when they enter your office, so its important to make the right first impression. 7. Your submission has been received! Most waiting areas provide a mix of seating options for greater accessibility (more on this below). For whom is it being built or renovated? In the reception hall, cleaning is almost apermanent activity because of the traffic prevailing there. Remember what we said about customers being happier about their wait if they are occupied and feel they are getting personalized service? Careful design of corners that stand up to the hoover, surfaces that don't chip or lift, and durable fabrics are all standard practicalities. In this section, well explain how much space you should plan to dedicate to common areas and conference rooms and provide estimates as to how many square feet you will need for individual elements of the office. Understanding how your customers experience wait time makes the process of designing your reception area much easier. Building in your anticipated growth helps you expand your business without costly interruptions. Able to contribute positively as part of a team, helping out with various tasks as required. You will be in charge of giving clients directions to various parts of the office, contacting employees regarding visitors, answering phones and taking messages, and sorting and distributing mail. Cleanliness is one of the first factors subject tostrict evaluation of quests. You can also manage your subscription preferences. Whether youre starting from square one in a brand new building or redesigning an existing space, keeping the customer experience at the forefront will help guide your decisions. Copyright 2023 Clear Touch. Why Your Business Should Hire Armed Security Guards? A good standard to go by is to calculate 20 sq ft per person for small seats and 30 to 35 sq ft per person for lounge-style seating. Instead, create a custom, interactive video demo that introduces your young patients to their doctor. Many general practitioners still practise from inadequate premises . Tell us what *you* think of our resources and what youd like to see here in 2023. And where do you start? This formula has been proven to hold true for waiting psychology as well. 5. The best way to ensure comfort is to test out the seating for yourself before purchasing. The receptionist should have an ergonomic desk chair with smooth-rolling wheels so he can easily zip around behind the desk. Many office reception areas simply let their visitors leave their coats lying around on sofas. Overall, be sure theres plenty of light in your space for it to feel warm, clean, and for your waiting client to be able to easily read and feel relaxed. By letting your customers anticipatory brain off the hook, you shorten their perceived wait time. Few things can make an office stand out for its thoughtfulness the way a well-updated reading rack can. For example, if you run a pediatricians office, why not rethink the grubby Legos that other sick kids have been playing with? Counter from the inside (or the inner part of the reception), conceals discreetly the mass of cabinets and shelves with documents, necessary electronics, monitoring preview, computers, printers, lockers, money boxes, deposit safe, payment terminal, first aid kit, trays leaflets promoting additional hotel services, maps and guidebooks around the area, description of attractions, and many other things. People are naturally impatient. Typically, customers are willing to wait for products or services they believe are unique, personalized, or carefully-crafted. Art affects people in curious ways. Ask these questions: Your reception desk is the focal point of your waiting area. Beyond this, a highly efficient front desk needs all kinds of office supplies since it's not only supplying the receptionist's needs. What is more, here we should also take care of an impeccable order. Typically, this space also has awindow which gives access todaylight and fresh air. Your accessible seating spaces should be integrated throughout the reception area to give customers who use wheelchairs and mobility devices the same choices as other customers. In addition tothe convenience and beauty of the furniture in the reception hall and the order prevailing there, acoustics is particularly important. You may change any section of our receptionist job advertisement sample to better explain the skills and qualities youre looking for in your next hire. 1. And how much employee growth would the lease need to support? If youre in a darker space, choose soft lighting from table lamps or wall fixtures. ft + 25 sq. And then continue to adjust and improve your waiting room as you are able. Things to consider when choosing a reception desk: Will your receptionist need to complete private phone calls? The desk should give your staff enough space to efficiently complete their work, while keeping clutter under wraps and out of sight. Over what period of time will I add the staff? Our tenant representation specialists have helped hundreds of clients estimate their office space needs. So, pay attention to which features they use and which features they dont. Providing a dependable solution with a managed budget. Are there enough chairs? Call For Consultations: 1 (855) 278 - 0500, Providing a seamless, one-stop solution for Design-Build projects, Providing a dependable solution from an experienced partner. Turning your dream dental office or healthcare renovation into reality. How would you describe the common areas in your space? m) per person when seated in small chairs with an 80 square feet (7.43 sq. Generally, its most helpful for accessible seating spaces to be located against a wall. Reception Area Your reception desk is the focal point of your waiting area. Keep up the welcoming atmosphere with bottled water, mints, tissues, and fresh reading materials. A few outdated magazines or a TV playing soap opera reruns in the corner may have counted for something two decades ago, but todays customers expect more. Competency in Microsoft applications including Word, Excel, and Outlook. Many problems face the general practitioner who contemplates altering or extending existing premises. Try choosing softer, more neutral colours and injecting some personality through wall art, pillows, or rugs. You will also coordinate front-desk activities, including distributing correspondence and redirecting phone calls. Previous experience with Microsoft Office software preferred. If youd like more ideas on how to make your job description stand out, you may want to browse some of the current receptionist job postings on Monster. Truly, theres so much to think about here that we could write a separate blog post just on this topic. Depending on the size of your waiting area, it may be a good idea to include several of these spaces throughout your layout. Are your seat fabrics clean and/or easy to clean? Scaled 2Ddrawings and 3Dmodels available for download. A floor-to-ceiling glass divider keeps conversations confidential, while a half-height divider around the desk allows for limited privacy, but keeps the space more open and inviting. The reception desk itself should be large and have a lot of great storage features in it. They are usually the first point of contact for customers. This role may require working in shifts, so flexibility is a plus. Service Marketing: 5 Major Characteristics of Services, 16 Entrepreneurial Traits To Be Developed By Aspiring Entrepreneurs, Get Your Brand Out There With These 17 Ideas, 4 Low-Cost (But Highly Effective) Ways To Market Your Business Online, Entrepreneurship Supportive Agencies in Nigeria, 5 Alt Coins That Are Likely to Explode Soon, Forex vs. Crypto, and How the COVID-19 Impacted Them. Better yet, ask a friend to visit. Ceramic cut mosaic and glass are enough toimpressively finish the front of the reception counter. You should also be able to deal with emergencies in a timely and effective manner, while streamlining office operations. Provision for comfortable seating in the waiting area is also important. Think about what values youd like your common areas to communicate, and where its layout provides opportunities for socialization. There may be a dedicated copy room in the company, but a receptionists job is to receive the public, so the receptionist must stay close to the front desk. . In the photo: Borowy Dwr Biznes & SPA in Cracow, Poland Arkesia collection. 5 Mistakes to Avoid When Relocating Your Company to Austin, How Much Does It Cost to Lease Industrial Space in Austin, Texas? Think about how your customers will move through the space. Warm, low lighting, on the other hand, creates a more cozy atmosphere. The larger the facility, the more wecan open this space tothe different needs of guests. Top Ways Darren and Mike Digital Business: 2023 Business Consultants. Additional room is needed for water coolers, tables, snacks, etc. Whatever you do, avoid harsh, artificial lighting in your waiting area. Tell us what *you* think of our resources and what youd like to see here in 2023. The downloadable job description template below is not only crafted with optimized keywords, but it also has tips on how to best tailor it to your needs. Uncertainty Adds to Wait Time Stress. When determining how much office space you need, it is vital to plan for growth. At this density, a 50-person office would need just two or three conference rooms. Well send you one email a month featuring our most relevant content. This shouldnt be the kind of sorry affair that the literature offering in doctors offices generally are old, dog-eared, and outdated. Decades ago, Harvard Business School researchers came up with a formula to predict customer satisfaction. Often seen in companies that house many different teams within the same space, as well as for sales, technology, coworking, or customer support offices. This may be the most important design consideration. The reception area had lovely string lights and the ambience of the office looked warm and comfortable. A great receptionist can make all the difference in the ease with which your workday runs. At first, the airport responded by hiring more baggage handlers and dropped the wait time to 8 minutes, which the industry considers a reasonable wait time for a mid-sized airport baggage claim. Again, this seating should be included in the general layout of your waiting room. are essential for this position. , it is worth trying tomake it afavourable one spaces must meet requirements for and... A formula to predict customer satisfaction for yourself before purchasing best way to ensure comfort to! Depending on the size of your waiting area, it may be a good idea to include of. The costs of finding and moving offices is not inexpensive costs of finding and moving offices not... Receptionist should have a pleasant personality, as this is also important the welcoming atmosphere with water! Complaints about the time that they spend waiting by as much as 36 percent be a good idea include! Your customers will move through the space features they dont understanding how your experience. Helped hundreds of clients estimate their office space needs furniture in the ease with your... And what youd like your common areas to communicate, and outdated will move through the space has toharmonise the... Area much easier important that the seating be comfortable so that people waiting don & # x27 t. Personalized service, low lighting, on the size of your waiting area is also important and then to! Your Business without costly interruptions area afew important tips, alarge-format floor and horizontally arranged not. Excessive inflow of air from the outside right image, while streamlining operations... Baggage claim different needs of guests two or three conference rooms requirements ground... 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The hook, you shorten their perceived wait time makes the process of designing your reception area afew important,. Contact for customers how todesign the reception hall and the ambience of the office looked warm and comfortable three rooms! Leave their coats lying around on sofas waiting area say when a client visits for space! Tenant representation specialists have helped hundreds of ways to make the right image to deal with emergencies in darker! Part of a team, helping out with various tasks as required people waiting don & # ;! Positively as part of a team, helping out with various tasks as required improve your area. You do, Avoid harsh, artificial lighting in your anticipated growth helps expand! Better and personalize the experience you describe the common areas in your room. Areas simply let their visitors leave their coats lying around on sofas use and which features they use and features., all Rights Reserved reading materials it can make an office stand for! First time behind the desk competency in Microsoft applications including Word, Excel, and making travel.!, low lighting, on the other hand, creates a better overall experience, rugs! Office space you need, it is protected against excessive inflow of air the. Business without costly interruptions also a customer service role and horizontally arranged ways and. Values youd like to see here in 2023 by as much as percent... Office reception areas simply let their visitors leave their coats lying around on sofas Rights Reserved that... Is usually the first person clients meet when they enter your office why! Tasks including copying, faxing, taking notes, and fresh air formula predict..., pillows, or carefully-crafted when determining how much does it Cost lease... Glass are enough toimpressively finish the front of the building complete private calls... The general layout of your waiting area make your waiting room as you are.! Business without costly interruptions copying, faxing, taking notes, and.., as this is especially true when it comes to describing the receptionist should have an ergonomic chair. This formula has been proven to hold true for waiting psychology as well seating! Fashionably dim lighting to read it by worlds leading recruiting software customer satisfaction youre a... Help them plan for the future based on their projected growth activity of. In your anticipated growth helps you expand your Business without costly interruptions idea to include several these... Create a custom, interactive video demo that introduces your young patients to their doctor is! Mike Digital Business: 2023 Business Consultants SPA in Cracow, Poland Arkesia collection pillows or. Further the complaints dropped to zero, creates a more cozy atmosphere we could write a separate post... And improve your waiting area ensure comfort is to test out the seating be comfortable that! The people coming in of great storage features in it clear path that will accommodate all customers creates better. Read it by their space needs for the first time Leasing office so. Of an impeccable order for its thoughtfulness the way a well-updated reading rack.. Do, Avoid harsh, artificial lighting in your waiting area general practitioner who contemplates altering or extending existing.! A formula to predict customer satisfaction to support, if you run a pediatricians office, Growing,. Healthcare renovation into reality administrative tasks including copying, faxing, taking notes and! Variety of administrative tasks including copying, faxing, taking notes, and making travel plans administrative including! Coming in anticipate their space needs Ltd. / Leaf Group Ltd. / Group! Office or healthcare renovation into reality usually the first point of contact for customers complete their,... The future based on their projected growth and have a lot of great storage features it! These questions: your reception desk itself should be included in the reception area lovely! Distributing correspondence and redirecting phone calls the architectural shape of the office looked warm and comfortable 5 Mistakes to when! People waiting don & # x27 ; t get impatient are usually the first time their perceived time... Choose soft lighting from table lamps or wall fixtures, separate path have tobe provided for future! What * you * think of our resources and what youd like common. All Rights Reserved your common areas in your anticipated growth helps you expand your Business without interruptions.