> ## Documentation Index
> Fetch the complete documentation index at: https://docs.recepai.ai/llms.txt
> Use this file to discover all available pages before exploring further.

# Improving Response Quality

> A systematic approach to making your receptionist better over time.

Your receptionist can always improve. The [Chat Quality Criteria](/quality/chat-evaluation) and [Voice Guest Satisfaction Criteria](/quality/voice-evaluation) tell you what's happening — this guide tells you what to **do about it.**

Here's a systematic approach to continuously increase the quality of guest interactions.

## The Weekly Review Routine

Set aside **15-30 minutes per week**:

<Steps>
  <Step title="Check evaluation results">
    Open [History](/admin-panel/history) and filter to conversations with "Needs Training" or "Failed" status.
  </Step>

  <Step title="Focus on long conversations">
    Long conversations often indicate the guest isn't getting the answer they need. Review these first.
  </Step>

  <Step title="Note recurring patterns">
    Are multiple guests asking the same unanswered question? That's your priority to fix.
  </Step>

  <Step title="Update one document or prompt">
    Make one focused improvement per week. Small, consistent changes compound over time.
  </Step>

  <Step title="Test your changes">
    Ask the same questions that previously failed. Verify the answers improved.
  </Step>
</Steps>

## Common Issues and Fixes

<AccordionGroup>
  <Accordion title="Receptionist doesn't know something it should">
    **Cause:** Information missing from Training Materials.
    **Fix:** Add a document covering that topic. See the [Document Preparation Guide](/knowledge-base/document-preparation).
  </Accordion>

  <Accordion title="Receptionist gives outdated information">
    **Cause:** Document not updated when things changed.
    **Fix:** Update the document with current information. If using Notion, re-sync the page.
  </Accordion>

  <Accordion title="Responses are too long">
    **Cause:** Prompt doesn't specify response length.
    **Fix:** Add to your "How they should chat" field: "Keep responses concise — 2-3 sentences for simple questions." For voice, add to your "How they should talk" field: "Keep every response to 2-3 sentences maximum."
  </Accordion>

  <Accordion title="Receptionist sounds robotic">
    **Cause:** Prompt lacks personality guidance.
    **Fix:** Add personality traits: "Be warm and conversational, like a friendly concierge who enjoys helping guests." See the [Chat Prompt](/prompt-engineering/chat-prompts) or [Voice Prompt](/prompt-engineering/voice-prompts) guides for personality templates.
  </Accordion>

  <Accordion title="Receptionist makes up information">
    **Cause:** Knowledge gap + no instruction about uncertainty.
    **Fix:** Add a NEVER rule to your prompt: "NEVER make up information. If you're not certain about something, say so honestly and provide the specific phone number or email for the guest to follow up."
  </Accordion>

  <Accordion title="Receptionist ignores instructions">
    **Cause:** Prompt is too long or contradictory.
    **Fix:** Simplify your prompt. Remove conflicts. Focus on the 10-15 most important rules. Keep chat prompts under 10,000 characters and voice prompts under 5,000. See [Advanced Tips](/prompt-engineering/advanced-tips) for prompt length guidance.
  </Accordion>
</AccordionGroup>

## Quick Wins

These small changes often have the biggest impact:

1. **Add your top 10 FAQ** — Covers the majority of guest questions
2. **Include specific times** — Change "Open daily" to "Open 09:00-22:00"
3. **Add contact alternatives** — "For reservations, call extension 100 or email [reservations@hotel.com](mailto:reservations@hotel.com)"
4. **Include seasonal info** — "Pool heated November through March"
5. **Add specific locations** — "Located on the ground floor, next to the lobby"