The call handling menus will operate according to the opening and closing hours of your business as well as the hours specified in any holidays or exceptions you have added to your schedule. You can create multiple schedules, so make sure the one you choose or create has the correct time zone and holidays listed before you proceed.
My personal voicemail says that I prefer emails or texts when possible, and please leave a voicemail only as a last resort but either of the other two options will have a much faster response rate. I think I’ve gotten two voicemails in the last year.
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When you’re away from the office, it’s important that people know where they can reach you. This is especially true for those who work with you on a regular basis. If you have an email address or phone number listed as “out of office,” then everyone knows how and when to contact you. But what should go into this note?
Our office will be closed on [date] for the public holiday and will reopen again as normal on [date]. Contact details for emergency can be found on our website.
I’m out of the office from 01.02.2021 until 05.02.2021. During this period I will have no access to my email.
Optionally, set a date range for your automatic replies. This will turn off automatic replies at the date and time you enter for the end time. Otherwise, you'll need to turn off automatic replies manually.
I’m a huge fan of the scheduling. I give myself up until 8am the day I return, since that way I’m covered if someone is emailing me early in the morning and will know why it might take me a bit to get back to them as I sort through the backlog for triage even though I’m back in the office that day.
Wow, it’s a bloody snooze fest over here! Just kidding, this option is the most appropriate for 95% of business out-of-office responses. It’s simple, no-nonsense, and tells people all they need to know.
Thank you for getting in touch! I’ll be out-of-office from [date] to [date] and will not be checking email during that time.
We are closed today for the [public holiday name]. Our office will re-open tomorrow at am.
The kicker was when she left we teased apart all of what she had been doing and it amounted to about 10 hours a week worth of work (and she was putting in OT constantly lol)
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Give them the dates. Don't leave your sender guessing. Let them know when you'll be out and the date you'll be back in the office — not when you're returning home.
So, skip saying you are in Las Vegas attending your favorite conference with the hopes of seeing a show or finding some time to play the slot machines. Even if other colleagues are going to the same conference, just say you will have limited email accessibility for the week and will return the message as soon as possible. Rather than an Instagram post with the view outside your window and naming the hotel as soon as you arrive, save the photos for a limited audience upon your return. Finally, consider adjusting your settings so that your out of office message is sent to contacts only.
Give complete details of the person they can contact if there is an urgency. If you are in charge of multiple departments, you can add more people along with their expertise area so that customers know who they should reach.