How to Make Guests Feel Welcome in Your Waiting Room

You’ve heard that first impressions are everything. Because the first impression most guests and clients get of your business is that of your waiting room, it’s important to design the space to make everyone feel welcome. Here are some tips to make the people in your lobby feel at home.

Set the Temperature to a Comfortable Level

You don’t want the people in your lobby to be freezing, but you don’t want it to get too stuffy. Although it will be impossible to please everyone, we recommend keeping your waiting room temperature around 70 degrees. This will keep most visitors comfortable while they wait.

Accommodate Active Waiting

Sitting in a reception area waiting for an appointment is just plain boring. Make sure you accommodate active waiting so your guests can enjoy every moment of their visit to your business.

What do we mean by active waiting? Simply put, give your guests something to do while they wait so they aren’t stuck staring at a wall the whole time. Provide free Wi-Fi in your reception area so guests can use their phones and laptops freely while waiting. Keep reading materials on nearby coffee tables as well. Most importantly, think of the average demographics of the people visiting your office and what they would enjoy doing during their wait. You may even want to incorporate a child play area if you’re a healthcare facility or an office that commonly hosts children.

Pamper Every Visitor

Whether it’s a client, partner, or new intern, treat every visitor in your waiting room as a valued customer by going above and beyond to make them feel welcome. Pampering your guests can be as simple as offering coffee, tea, or water.

You’ll certainly want to pamper your guests when it comes to the furniture in your waiting room. Chairs should be plush and padded, while the reception desk and décor should be beautiful and inspiring. Your guests should feel like they’re in a 5-star hotel, whether your waiting room is a corporate office or a small business.

Allow Visitors to Take Control

Avoiding uncomfortable situations is key to making your guests feel welcome in your office. Visitors in your waiting room should have a wide range of seating options available so they aren’t forced to sit next to anyone they may not want to be by. Take care to offer different types of seating as well, including chairs with arms, chairs without arms, and bariatric seating options.

Design the Room to Reflect Your Brand

Your guests should know where they are the moment they step foot into your waiting room. From the colors you use to adorn the room to the arrangement of your furniture, create a look in your reception area that reflects your business. Whether that’s calm and serene or bold and exciting will depend on your business’s branding.

Waiting Rooms

Reception Area

How to Brand Your Waiting Room

Your reception area is the first point of contact that most people have with your physical office location. Whether it’s employees, investors, or customers, everyone should know exactly where they are when they step into your business, and your office design should give a positive impression. Here are a few techniques you can use to achieve brand recognition and shine the right light on your company via the design of your reception area.

Display Your Business Name

First and foremost, your company’s name should have a place of pride at the front and center of your reception area. Common places to display a company name or logo include behind the reception desk and on the front door, but the location will vary depending on the layout of your waiting room.

Incorporate Your Brand’s Colors

Your company probably uses color in your logo or on your website. While you may consider painting the walls in your brand colors, there are plenty of other ways to bring in a splash of your signature style. Try incorporating your company colors via the chairs in your waiting room, or pull in pops of color in the artwork or décor in the space. Remember that less is more, so be careful to add just the right touches without going overboard.

Add Items That Reflect Your Company Culture and Values

If your company emphasizes fun, reflect that by using bright colors and funky furnishings. If you’re strictly business, keep your reception area polished and pristine. You can even take a literal outlook on this technique by posting your company values or tagline on a board for all to see. This may also be a great opportunity to show your passion for the city in which your company operates.

Use Existing Features

You could cover up cement flooring with carpeting, but maybe you could work with it to create a unique look while saving a little money. Other great ideas include creating reading nooks in small, awkward spaces and using large blank walls to display branded artwork. Working with your waiting room’s existing architecture will create better visual flow and differentiate your space from competitors.

Remember that your waiting room branding serves multiple groups of people. Not only does it need to leave guests with a lasting, positive impression of your business, but it also needs to inspire employees every day when they come to work.

How to Design a Modern Waiting Room

Designing a modern waiting room can be daunting, no matter how small or large your space may be. After all, your reception area is often the first image guests will have of your organization, so making a positive impression in this room is vital. Here’s what you should add to your space if you want to achieve a truly modern look in your lobby.

Sleek and Simple Guest Seating

Make sure that your guest chairs aren’t too big or bulky. Traditional sofas and lounge chairs take up a lot of space in a room—instead, go with chairs with seats raised from the floor. This will give off a more modern appearance and even help make your waiting room appear larger. You can kick the style up a notch by choosing chairs with a metal framework.

Occasional Tables That Match Your Guest Seating

Match your tables to your guest chairs for a collected, well-coordinated appeal. Glass top tables give off an especially sleek and simple look, delivering the functionality of coffee and end tables without the bulky design elements that many traditional options tend to feature.

Statement Reception Desk

Because it’s likely the first thing visitors see when they enter your office, the reception desk should be the statement piece of your waiting room. Choose something large enough for staff to work comfortably, but make sure it’s proportionately sized to fit the space in your lobby. Additionally, you should select a desk with a transaction counter that will make it easy for guests to fill out paperwork while standing. You may also want to consider reception desks with ADA-compliant surfaces that can accommodate users in wheelchairs.

A Comfortable yet Stylish Receptionist Chair

It is far more important for your receptionists to be comfortable while they work than for you to equip them with chairs that look good, but it’s usually not too difficult to find task seating that accomplishes both of these feats. Select an ergonomic chair with multiple adjustments that can be easily switched up to accommodate different employees as shifts change throughout the day. This ensures your staff is comfortable while working since you can’t expect good work from uncomfortable employees. When it comes to the style factor, you may want to choose an ergonomic chair in sleek mesh or leather upholstery. Additionally, a chair with a white or chrome framework will be much more visually exciting than a chair that’s basic black.

Simple Artwork

Blank walls don’t make much of an impression, so dress them up in just the right way. Remember, less is more. You’ll want to make sure not to go overboard with your décor choices. Try adding framed or canvas artwork in a neutral or minimal color palette.

Functional but Interesting Coat Racks

You’ll need a place for guests to hang their coats and hats when they enter, so why not make that area just as stylish as the rest of the room? Coat racks in a modern style look great whether they’re being used or not.

An Elegant Floor Lamp

Even the most beautiful room is nothing without good lighting. Illuminate your reception area with a chrome or satin nickel floor lamp to light up the space. You can even use matching table lamps in the room for a well-coordinated look.

Cozy Accent Pillows

Adding pillows to the space will make your reception area feel a little more like home, which is often a welcoming feature for guests. This is also an excellent opportunity to bring in some color, which you may want to match to your wall art if possible.

The Benefits of Providing Hip Chairs in Your Healthcare Waiting Room

Concerned for patients who have difficulty getting into and out of the guest chairs in your medical waiting room? Consider adding hip chairs to your reception area, especially if your healthcare facility sees geriatric, orthopedic, or pregnant patients regularly.

Hip Chairs Offer Easy Access for Patients With Limited Mobility

Hip chairs have a seat height that typically measures around 40”H. Because hip chairs have a much taller seat height than standard guest chairs, they facilitate ingress and egress for patients who have a hard time sitting down and standing back up. Patients can simply lean into a hip chair rather than having to bend down far, which can cause major body strain.

Hip Chairs Lower the Risk of Injury

Not only do hip chairs make the waiting room experience more comfortable for patients, but they can also significantly reduce the risk of injury for the people who need them. Bending to get into a chair is a recipe for disaster for anyone at risk of falling. Hip chairs require less bending and less exertion of energy, making them much easier to get into and out of, thus greatly reducing the risk associated with standard waiting room chairs.

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