From a multifunction printer to VoIP telephony, here are the reception desk essentials to make sure you have everything you need to make your 9-to-5 hours more productive.
Your business’ reception desk is more than just an opportunity to make a good first impression on your visitors. It’s a space where your receptionist performs various administrative tasks, including greeting guests, managing access, and answering telephone calls. As such, the perfect reception desk marries together elements of interior design with the practical needs of the receptionist to create a setup that’s pleasant, comfortable, and efficient.
Every reception area office is different. But the most effective front desks include some very important items that offer maximum functionality. In today’s post, we’ve got some reception area setup tips and review the essentials you need to successfully run the desk.
Here is a list of must-haves for your reception desk:
An obvious inclusion on this list, a desk is the foundation of the setup. While you’ve got a lot of choice and freedom, it is important to choose a desk that offers the right height, shape, and layout that will allow your receptionist to work comfortably. There should also be enough space to display and store items without getting cluttered. Consider features like file drawers and locking storage areas for an organised workstation. When positioning the desk, make sure to leave enough space around the workstation so that employees can move freely.
Your receptionist needs a powerful computer, alongside a good wireless or fibre internet connection, to get access to executive calendars, office events, internet searches, work chats, and more. To ensure the computer will handle the workload, consider specs like the type of processor, RAM, hard drive storage, and more. Take into account that a bigger screen size and better resolution can greatly increase productivity.
Receptionists spend much of their time on the line and should be equipped to deal with a lot of phone calls in the most efficient way possible. In order for them to keep up with their workday pace, it makes more sense to equip their desk with a VoIP phone system instead of a traditional landline. It’s super easy to use and comes with a range of features for call management. These include auto attendant, call forwarding, call queuing — the list goes on. And since you only need an internet connection, the operating costs for VoIP are much lower than a landline.
Being able to print, scan, photocopy and/or fax can make your receptionist’s work so much easier. Fortunately, these features come standard with multifunction printers so your receptionist can manage these tasks with a push of a button. In addition to a USB interface, some printers have wireless capabilities that allow employees to connect on-the-go via a laptop or mobile phone. And, what’s more, multifunction printers aren’t particularly bulky, which makes them easy to store around the reception desk.
Because printing results in piles of paperwork, your receptionist needs a way to keep important documents safe, organised, and easily accessible when needed. A filing cabinet makes the perfect addition to any reception desk — not only can it be used to store paperwork but also to keep office supplies and stationary at hand. Of course, choosing a filing cabinet comes down to your space, appearance, and filing needs, but there are plenty of options available that should make finding the right one easy.
A front desk can be personalised to fit the work needs of your receptionist. For example, they might want to decorate it with something that brings them joy or help them minimise distractions. It’s important that you, as a business owner, work together with your front of house staff to carve out a workspace that inspires creativity and productivity.