It usually isn’t enough to just say you’re out and won’t be responding to messages. You’ve got to give people options for how they can get their issue or request resolved. One of the easiest wins here is to provide alternative contact information. That could mean providing your mobile number while you’re out, or, more commonly, providing the phone number and email of the colleague (or department) that will be covering while you’re away.
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I have tried this on 3 Iphones, 2 are 8s, and it only works while driving. So DND is on, turned on manually. Scheduled is set to off. Silence “always”, allow calls from, no one. Activate is set to manually, auto reply to all contacts. It will not work unless the person is driving. What am I doing incorrectly?
Editor's Note: This was originally posted in July 2018 and updated and republished on the date posted in the article. Enjoy!
Pet peeve: a fe people I know use the OOO reply to say something like ‘Have a great day!’ It is on all the time, and for no helpful reason.
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If you know that you’re going to be out of office for a long time, it’s worth thinking about redirecting your clients to your colleague. Mention their name, explain what position they occupy and how they can help your client. Include a way to contact them in the form of an email address or a phone number. Just try to warn a colleague that you want to redirect your clients to them before going on a vacation.
If you need assistance before my return please contact (name of colleague covering for you, with contact details).
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This article originally appeared on The Daily Muse and is reprinted with permission.
I could see the benefit if someone needed to ask something before they left. It seems courteous?
Well, on the one hand, it’s rude, on the other hand, odds are at least fairly high that the person ended up having to reach out to someone else to get it done. Or that it’ll take the person another week or two just to find their problem in a thousand emails that came in while they were on vacation.
Lastly, don’t forget to set your out-of-office greeting for your office and mobile phones while you’re out.
The tone of your out-of-office auto-reply may vary depending on the intended recipient of your email.
Thanks for your message! I’m currently buried in snow and will get back to you once I’ve defrosted on January 2nd.
Thankfully, with a simple out of office message taking a day off doesn’t mean that your communication with clients has to stop.
If you see the Automatic Replies button, follow the steps to set up an automatic reply.