The operation of the reception desk has barely changed in recent decades. The mail is processed daily, phones are answered, and visitors are greeted. Receptionists also fill their working day with accepting, signing, and storing deliveries and parcels and notifying employees. The operational costs are significant because someone must be behind the reception desk, even in cases of illness and leave.
These 7 steps will help you build a virtual reception desk that reduces costs by 80 percent.
1. Reduce the paper mail
75% of paper mail consists of invoices, reminders, and other accounting documents. Agree with all your suppliers (and customers) to send invoices and mail directly to the appropriate department by digital means only. In three months’ time, you can digitise up to 90% of all incoming mail: no reception costs, much more efficient processing, and good for the environment.
2. Create a virtual mailbox
Create a virtual mailbox for the little paper mail you’ll still be receiving. The mail goes to a central address, is sorted, scanned, and delivered directly by email to the correct department, after which the paper letters are destroyed. This cost is limited because you pay by letter.
3. Automate the receipt of deliveries and parcels
Opening the door, checking a delivery, signing and stocking it, and notifying employees is all very time-consuming. Place a smart parcel box at the reception desk so that you can automate up to 30% of the reception staff’s tasks. With a Send & Collect service, you can also send parcels through the same mailbox.
4. Receive visitors with a visitor management system
Greeting visitors, signing them in and out, and informing the host is also extremely labour-intensive. A fully autonomous visitor management system whereby visitors simply register themselves is not only faster, it is also safer and requires only a fraction of the traditional operational costs.
5. Outsource telephone calls to the reception desk
Your mail is digitally delivered, parcels are distributed via the parcel machine, and visitors are greeted by your visitor management system. But what about the phones? Most calls today are made directly to the employee’s mobile phone or other device. The remaining incoming calls can be answered perfectly by a call centre. Employees receive an email and can call back when it suits them. This cost is also limited because you only pay by the phone call.
6. Automate internal logistics
The reception desk is often used as an internal logistics crossroads, with employees easily leaving something behind for their colleagues or IT material being made available there. Automate your internal logistics with a smart postbox that is available 24/7.
7. Let your receptionist perform valuable tasks
Your receptionist is now relieved of those repetitive day-to-day duties. So give your receptionist more responsibility and assignments with real added value to the company, such as building and fleet management, travel management, etc. Read what impact a virtual reception desk has on a receptionist's job.