How to show up and sparkle at work – when you’re not there!

It’s the dilemma that’s so common now – when you’re  “Out of the Office”, just how “Out” of the office are you?

Having collected some ‘jaw-droppingly bad’ out-of-office bouncebacks over the years I thought it would be useful for you to use a simple structure for your email ‘out of office’ bounceback.

The simple-to-follow formula of Acknowledge/Inform/Guide is the most efficient and most helpful to the recipient.  It’s also the safest bet to enable you to come across to your clients, customers and colleagues as professional, helpful and thoughtful – even when you’re not there.

Depending on how you’ve decided to manage being away by doing one of the following:

1. Read your emails regularly whilst you’re away, twice per day for example
2. Have someone read them and then sort out the ones you need to read when you return or
3. Read them only when you return

1. Reading your emails regularly while you’re away

• Acknowledge:  Thanks for your message and I’m away from the office until Month, Date.
• Inform:  I’ll be reading and responding to my emails in the meantime and will do this twice per day.
• Guide:  If your message is urgent and you need immediate assistance, please email John Smith, Title, who will help you.  You can email him at — or call him on 123 456 7890.  Thanks again, Your Name. 

2. Someone’s reading them, sorting out the ones you need to read on your return

• Acknowledge:  Thanks for your message and I’m away from the office until August X.
• Inform:  My colleague, Jim Smith, Title will be accessing my emails during my absence and will ensure any requiring urgent attention, are handled while I’m away.
• Guide:  If you want to speak to Jim Smith or call him direct while I’m away, he can be contacted at —– or you can call him on 123 456 7890 

3. Read them only when you return

• Acknowledge:  Thanks for your message and I’m out-of-the-office at the moment.
• Inform:  I will return to the office again on August X and in the meantime have no access to my emails
• Guide: If you require immediate assistance, please contact Jane Smith,  Title,  who will be happy to help you.  You can email Jane:  ——-       or call her direct on: 123 456 7890.  Thanks again, Your Name.

There’s always a balance to achieve and to weigh up how your emails impact on your time away is a decision you have to make yourself.  There’s always a rub!

If you decide to read them and respond to them while you’re away, agree you’ll read them and respond to them for a certain period of time, say an hour, every day at the same time.  Plans can then be made around that and you can tell people when you’ll get back to them.  Managing their and your holiday companions expectations too!

Help yourself by discussing this first with everyone you’re on holiday with just makes it easy for them to understand and let you get on with it.  Trying to do it between trips or sneaking on to your smart-phone between meals just becomes stressful and can antagonise your family and friends.  Much easier to manage their and your clients and colleagues’ expectation.

You may, or may not agree but this quote sums up the point here:  “Time for work – yet take much holiday, for art’s and friendship’s sake”.  George de Wilde

So – here’s my version for you:

“Thanks for your attention.  I’m out of the office now until August 12th and will have limited access to my emails but my sparkly Assistant is on hand to answer any queries you may have at support@kaywhite.com.  In touch again soon.”