When you step into a commercial zone, the reception area is often the first impression that lasts. This is the space that sets the tone for visitor experience—is it a welcoming oasis that puts guests at ease or an afterthought that leaves them feeling uninvited?
Whether you’re building it from scratch or refreshing what already exists, here’s how you can make all the difference for your reception space.
1. Make the Seating Arrangements Welcoming
Seating options are one of the essential requirements for a reception area. Provide enough chairs, benches, or sofas to keep visitors around and relax. But what can make the space feel more welcoming is seating arrangements that encourage conversation while minimising physical barriers.
For example, set up chairs in a semicircle or, in less formal environments, place a low coffee table in the middle of the seating space. This will make guests feel comfortable and relax them so that they can engage with one another naturally.
2. Optimise the Use of Natural Lighting
Natural lighting adds a lot of warmth and inviting feeling to your life. Environmental psychologist Sally Augustin, Ph.D., says that it’s some magical elixir that’s got a “powerful, nearly primordial” effect on people’s minds and well-being. (1)
So, if you let as much natural light as possible pour through your windows or skylights, you instantly lift the mood and make the space feel more rejuvenating. In case that’s not possible, ensure that you complement this with good quality and energy-efficient lighting fixtures that have warmth similar to daylight.
3. Create Soothing Aesthetics and Add Personal Touches
Shades, textures, materials… these three can significantly influence the entire décor of the reception area.
Achieve a calming and soothing colour scheme, such as soft neutrals or muted earth tones. Vibrant or screaming colours can overwhelm the senses and defeat the object of warmth intended for those inviting rooms. Selecting the best reception desks for welcoming spaces is another important consideration as they’re great at seamlessly blending with and enhancing the overall aesthetic. But make sure to source these pieces from reputable providers for optimal results.
Personal touches can also do much to customise the reception space well in conjunction with your brand. Hang up artwork, photographs, or other decor whose meanings align with company values and culture. Those minor details will certainly make visitors relate better to your business and its identity and possibly build belonging and trust with it.
4. Bring in Nature’s Touch
Want to add a touch of nature and soften the overall aesthetic of the reception area? You’ve got to incorporate greenery. Strategically position plants or flowers around the space to create this calming, rejuvenative atmosphere.
One published study in the Journal of Physiological Anthropology highlighted how plants would help alleviate stress levels and even promote well-being. This natural feature helps establish a relaxing atmosphere that calms the guest right from the door. (2)
5. Add Functional Amenities for Comfort
Some of the amenities you can have available in your place are a water dispenser, magazines, and Wi-Fi access. These features really make a difference in the room and in the guest’s experience. Something as simple as offering a refreshing glass of water can go a long way in making visitors feel welcome and cared for.
6. Make Use of Technology to Streamline Processes
Another thing that should be done for functionality’s sake is to incorporate technology into the reception area. Check-in and general administrative procedures can be made much more efficient and organised if a reception desk is installed and includes a computer along with a printer.
You can add a TV or digital signage to display important information like announcements, company updates, and even welcome messages. With a recall rate of 52%, these digital displays can help you establish a loyal customer base. (3)
7. Make It Accessible for True Inclusivity
Accessibility is another essential element to consider. As 16% of the world’s population suffers from disabilities, you must ensure your reception area makes these people feel welcome. This means having clear pathways, proper seating heights, and accessible power outlets. Such features not only show that you commit to inclusivity; they also add to the overall experience of all your guests. (4)
8. Keep It Tidy
A clean and tidy space is essential for making a professional and welcoming impression. The reception should be always kept neat, well-kept, and free of clutter. Through regular cleaning, you’ll find it much easier to maintain the warm ambience you’ve created.
Bringing It All Together
From seating and lighting to amenities and technology, everything within the space must support making your guests feel valued, respected, and at ease. By living through these principles of design, you can create warmth, hospitality, and a memorable positive impression on anyone who steps into your business.
References
1. “How Lighting Choices Can Affect Your Mood”, Source: https://www.psychologytoday.com/intl/blog/people-places-and-things/202106/how-lighting-choices-can-affect-your-mood
2. “A Hobby for All Seasons: 7 Science-Backed Benefits of Indoor Plants”, Source: https://www.healthline.com/health/healthy-home-guide/benefits-of-indoor-plants#7-benefits
3. “10 Reasons why digital signage can provide ROI”, Source: https://www.retailgazette.co.uk/blog/2024/07/10-reasons-why-digital-signage-can-provide-roi/
4. “Disability”, Source: https://www.who.int/news-room/fact-sheets/detail/disability-and-health
