A guest might enter the workplace for just a few minutes, but they will leave with a complete impression of the place and its people. Were you the one who left that impression? Amidst daily tasks, some people neglect the importance of the art of receiving guests, considering it a secondary role. However, it is actually a direct reflection of the company’s culture and your personal professionalism. So how can you make a real difference in welcoming guests without being overly formal or forced? And what makes your presence felt even after they've left? The expert in self-development and coaching, Ayat Al-Mheidat, shares valuable insights on this topic.
Start with Eye Contact and a Smile
The difference is made by the first visual contact. When the guest arrives, don’t get distracted by papers or your phone—give them your full attention. Look them in the eye and smile genuinely. A real smile is far more impactful than a forced or formal one. These small details send an immediate message: "You are welcome here", even before you speak a word. People may forget names or details, but they will never forget the feeling you left with them.
Why does the way I start the meeting matter?
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The first moment sets the tone for the entire interaction.
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It provides the guest with an instant sense of welcome and trust.
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It reflects your company’s image, even without speaking.
Introduce Yourself Before They Have to Ask
The guest may not know who is responsible or where they should go. If you take the initiative to introduce yourself, you turn their moment of confusion into a moment of reassurance. Saying, "Hello, I'm [Name], and I'll be assisting you today" helps the guest feel they are not a stranger but are entering an organized system. It also shows professionalism, bridging social barriers and giving the guest confidence in who they are dealing with.Why is it better to introduce myself first?
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It removes feelings of confusion or embarrassment, especially if it’s their first time visiting.
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It shows you are confident, prepared, and ready to represent your company well.
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A smart introduction makes the next steps smoother and more efficient.
Understand the Reason for the Visit and Add a Personal Touch
Don’t treat guests like you’re just collecting data. Instead, engage with them with genuine interest. Ask about the reason for their visit and respond thoughtfully. For example, if they’re here for an interview, you can say, "Good luck, the team is expecting you." If they are here to resolve a problem, you might say, "We’ll sort this out as soon as possible." The key is not just to gather information, but to add your human touch. This is what makes the visit feel like an experience rather than just a procedure.
Does this really make a difference?
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The guest feels like they are valued, not just a number or appointment.
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Your empathy reflects the work environment and enhances its image.
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It provides you with a refined experience that you can feel proud of later.
Don’t Treat Guests Like They Are Just Passing Through
In many places, guests are left standing in the hallway or asked to wait without any care. This behavior can harm the reputation of even the most famous and successful organizations. When you offer them a comfortable seat, a drink like water or coffee, or even bring them a magazine if the wait is long, you’re silently telling them, "Your time is valuable, and your comfort matters to us." This level of attention is unforgettable and stays with them as a positive story they’ll likely share later.
Why is it important to care for guests even while they wait?
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Small moments create the most memorable impressions.
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A good professional environment shows in even the simplest details.
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Hospitality is not a luxury, but an essential part of your company's identity and culture.
Say Goodbye as If You Are Welcoming Them Again
When the guest is leaving, don’t make it obvious that you’re eager to end the interaction. Instead, say genuinely, "It was a pleasure having you here, and we look forward to seeing you again." If possible, escort them to the door or guide them clearly. The goodbye is the emotional conclusion of the visit, and you alone hold the key to making it warm instead of bland. A well-executed farewell makes the guest feel like the place is always open to them, not just in that moment.
Does the farewell have as much impact as the greeting?
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In fact, the farewell may be what cements the first impression, making it last.
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Final moments are the ones people remember most.
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It shows that good hospitality wasn’t just a temporary performance, but a genuine behavior.
In short, welcoming guests with sincerity and professionalism is not just a matter of etiquette but a powerful tool to leave a lasting impression. By mastering the art of receiving visitors—starting from eye contact to a thoughtful goodbye—you ensure that your interactions are memorable and reflect positively on both you and your company.
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