Covering the #$%^ front desk

[movinonup]

I know I've asked a lot of questions lately, and I really do appreciate all of your help.  Now I've got something that requires group input.  

The other two coordinators and I had a meeting today to discuss how to present a proposal to those in administration.  We want to suggest a new way to handle front desk coverage when the receptionist is away, which lately has become more and more often.  

Over the receptionist's Christmas vacation, one of them had the front desk phone forwarded to her desk upstairs and left a note on the door for visitors to call for admittance.  She simply didn't have time to sit at the front desk, where we don't have access to all of the work we need to get done.  

The mail person left the mail between the outer doors.  This seemed to work fine.  Voicemail is in use for all of the phone extensions, so the only calls we get are from visitors unfamiliar with the extensions or solicitors--and there's the occasional foreign caller.  

We will check with the post office about the practice of leaving the mail between the doors for pickup and drop off, and then we'll write a proposal involving these changes.  

It is my understanding that many companies have eliminated the receptionist position and changed to this M.O.  Do you have a receptionist, or do you handle visitors/callers in a different way?  How is it working out, if you've changed to a no-receptionist method?

Thanks for all input on the subject.

Movinonup

[superninjaadmin]

Our front desk does not have a receptionist, per se, but instead, we have a large security console that two security officers sit behind (they carry big guns and wear badges but they're sweeties).     If an external client or visitor arrives, someone has to come downstairs and escort them through the building.  

Phone-wise, we have direct lines, so a switchboard is not required.  

[ozbound]

We have 2 people at the front desk so usually one of them is in. If they are both going to be out, we try to get a temp if possible. It makes things really stressful if one of the other admins has to cover the front desk because then she can't get any of her own work done.

We also have a call forwarding queue so when the front desk is short-staffed, it's turned on "emergency night-ring" and rings at other desks, including mine--which I hate (and so does my room-mate!) because it rings almost constantly-ugh!

[nici]

Uops, that was not Anonymous, that was me - Nici. Sorry for that, I've just forgot to log in

[superninjaadmin]

Good to see you and I like reading your posts.  I love Germany.  My mother in-law is originally from Aus Schaffenberg near Frankfurt.  I would very much like to visit Deutchsland again soon.  

SNA