Receptionists cover every business communication front — answering the phone, greeting visitors and interacting with online customers.
With an unpredictable to-do list, receptionists lose efficiency as they switch from task to task. Missed calls, delayed responses or long wait times become commonplace, which frustrates customers.
Implementing the right receptionist software and equipment to automate common tasks can help your team do more with fewer resources. Instead of staffing up your reception area, consider these affordable and effective tools that every receptionist should have.
Slow, outdated equipment can zap your receptionist’s efficiency and delay customer interactions.
Before investing in new software solutions, re-evaluate your receptionist equipment to ensure it’s not costing your business unnecessarily.
Receptionists lean on computers for core job functions like scheduling appointments, managing staff calendars, emailing, accounting and more.
When evaluating computers, consider mobility first. Will receptionists travel across rooms or offices with their computer? If so, they’ll need a laptop.
Battery life, internet connection and security will also impact the effectiveness of your receptionist and should be core criteria.
Here are the top laptops and desktop computers for receptionists:
While online scheduling and social media are on the rise, 92% of business interactions occur over the phone. That means receptionists spend the majority of their day on the phone. Depending on the size of your business and industry, you’ll have different phone system requirements.
Here are the most popular types of phone systems:
For wellness and cosmetic businesses, a seamless customer experience is everything. Booker is a full-service scheduling application that also assists with payment processing, customer management and marketing.
A simple scheduling experience can differentiate your business and earn you more clients. Acuity Scheduling is an industry-agnostic scheduling tool that allows clients to reschedule or cancel appointments. You can also block out specific times using the "Make me look busy" feature and even change the time intervals between meetings.
Incoming calls bog down receptionists and distract from serving clients. And let’s be honest - most calls don’t require the attention of a live person.
Numa helps field incoming calls by giving callers the option to text your business and automatically responds. The AI-based answering service serves as an extension of your receptionist — answering frequently asked customer questions and automating common tasks.
Traction Guest is a cloud-based visitor management system built for multi-location organizations or enterprises that manage multiple points of entry. Its photo-based self sign-in experience saves receptionists time checking in visitors while securing physical perimeters. The tool also integrates with business systems such as SalesForce, DocuSign, Slack and Eventbrite — perfect for large organizations that collaborate across locations.
Physical forms and sign-in sheets add more clutter for receptionists to track, manage and order. Envoy Visitor aims to modernize the workplace by taking sign-in, deliveries and document signing digital.
Receptionists easily spend hours on the phone every day — scheduling appointments, answering client questions and playing phone tag. These tasks eat up time that could be better spent on improving the customer experience.
But it doesn’t have to be this way.
Numa is an AI answering service that directs callers to text messaging and assists with appointment booking so your receptionist can stay on top of their job.
In 15 minutes or less, you can set up Numa to rescue potential missed calls and revenue for a fraction of the price of traditional solutions.
Here's how it works:
And with Numa's flat monthly fee, you'll pay a fraction of what traditional answering services charge.