8. Remote working (COVID-19) out of office replies. Remote working has become more prevalent due to the COVID-19 pandemic, therefore increasing the need for specific out of office replies.
Setting up an out of office message is quite simple. It can be set using the auto-reply function of your mail provider or program – just don’t forget to turn it off when you return!
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The season of good cheer is upon us and you can feel the anticipation in the air. Most of us will be taking at least some vacation, and we all want to get the most out of our time away. So before you re-post your standard out-of-office reply, stop and ask yourself: will the way you’ve written the message really help you do just that?
What we need in our work communication is not more professional politeness or less formal, chat-based messaging applications like Slack. We need honesty. The problem is that we’ve conditioned ourselves to see honesty as self-indulgent or disrespectful. I’d argue the opposite is true. Honesty, even if it’s a bit more inconvenient for all parties in the moment, pays dividends later. It builds trust. When my partner Anne Helen Petersen and I were interviewing people for our forthcoming book on remote work, a frequent lament from both middle managers and workers was that they didn’t feel like they knew how to succeed in their jobs; that they were guessing what their superiors and coworkers wanted and, even when they asked, they didn’t quite trust the responses they got back.
I meant email. The phone calls were similar, but a whole other problem. Your overdue notice? Did you discuss it with Head of Circulation (who knew the background)? No? Let me transfer you.
Hi, Thanks for your email. I am out of the office right now and will not return until [MM/DD]. Fortunately for you, our resources never take time off and we’ve got this awesome [ebook/brochure/infographic/etc] that I think you would enjoy. I’ll reply to you as soon as I get back into the office.
Help your users know when to expect a response. It’s easy to show customers your team’s availability and let them know when they can get assistance from your team. You can manage their expectations by setting your office hours and expected response time.
Type in a message. You can format the text using the tool bar, or cut and paste text you've formatted, including hyperlinked text.
To be honest, if it wasn’t for the bloody flashing red light I’d never bother with it. Can’t stand the flashing light.
Sample voicemail message for office or department: “Thank you for calling The University of Toledo’s (office/department). The University is closed for winter break. Please call back after New Year’s Day or visit our website at (website URL). Thank you and happy holidays.”
The one that gave a personal cellphone number (they didn’t have a company phone or were required to use it for work) while out on vacation, with a comment like “I’m out on vacation from date x to date y and in my absence please contact Jane Smith but if you don’t get any joy please call my personal number if it’s urgent”.
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I saw a version of this on IG that was an old school (paper) OOO from an associate pastor. It has a line like “if this is an emergency and you must speak to someone, Jesus is always available on the mainline.” Too funny.
Don't be afraid to use a pop cultural reference that the audience would recognize. Instead of bemoaning your absence, they'll have something fun and familiar to laugh at.
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A. Administrative offices will be closed; however, designated individuals will be on call to respond in the event that an urgent matter arises.