15 August 2023 , 15:16
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Not every out-of-office reply is made equal. At least, so says a job expert who has revealed what you and shouldn't include in your automated response. According to career expert Charlotte Davies, it's important to strike the right balance when it comes to the information you include.
On the one hand, "it's worth giving your out-of-office message a little more thought so it's as helpful as possible to anyone who gets in touch." But you don't want to "overload with too much information", either. So, what should make the cut? As you've probably guessed, the date you return from your holiday features high up on the must-include list. It's not the only important feature, however.
First up, Charlotte says it is important to share the specific date you'll be back in the office. Naturally, this tip doesn't need much explanation. We've all experienced the frustration of waiting for an email reply. So help out your colleagues, clients and contacts by clearly sharing the date you'll be back at work. You won't be surprised to hear you should also include another contact, should someone get in touch with your team regarding an urgent matter. "Projects run the risk of being delayed if people aren't pointed in the right direction when needed. Always make sure that any key colleagues' details are listed and that you have handed over the tasks and relevant details to them, so they can keep things moving and you're not left with a backlog of tasks when you return," Charlotte explained. That being said, she advised that you should always ask for permission from your colleagues first before sharing their contact information.
Once you've got the go-ahead to draft your informative out-of-office response, be sure to use a professional tone. Unsurprisingly, 'I'm at the beach and don't care about your email', won't cut it. So it is best to avoid ill-advised attempts at humour, according to the pro. "The rise in hybrid and remote working has meant instant messaging apps have normalised informal language, but that shouldn't necessarily extend to your out of office. Remember, prospective clients or senior leaders from within your company might get in touch while you're out, so it's best to keep your language professional," she warned. "While there's nothing wrong with personalising your message, including a joke might backfire and not necessarily impress your boss, not to mention suppliers or potential clients."
You might also want to consider how many auto-responses you set up, though Charlotte advises sticking with just one. "Most email providers allow you to choose how many auto-replies and out-of-office messages are shared with each person. The best approach is to send one message when someone from inside or outside of your company has emailed you, then no further auto replies if they happen to email again, to avoid cluttering inboxes," she explained.
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Last but not least, the expert recommended communicating with your key contacts before you leave the office, so you have no mid-holiday worries. As part of this approach, she suggested leaving your phone number out of your email response. "Once projects have been properly handed over, consider yourself on holiday and focus on things outside of work. It's important for your mental health to take breaks and step away from your job - you'll come back with a fresh perspective and renewed energy so don't feel guilty," Charlotte said.
"You do not need to put your mobile number on an out-of-office message to show you are committed to your job. Make sure you speak to all of your colleagues in advance and book 1:1 handovers with key people before logging off. You then won't need to be messaged or called while you're away." Summing up her advice, the expert added: "LinkedIn has free courses available that can offer further advice and support, such as Foundations of Communication, if you feel you need a refresher, or take a look at the tips shared on the platform from other LinkedIn members."