Parsing the out of office reply

We use it, but how should we use it and when?  I'm talking about that automatic email feature known as an "Out of Office" reply.  

Let's ignore the when consideration for now; but it's the "how" behind the usage of the out of office reply that piques my interest.  I received one recently that reads exactly like this with nothing added before or afterward:  

"I'm ooo."  

That's it.  I'm ooo.  First, imagine receiving a voicemail greeting like that -- spoken exactly the same way followed by a beep to record a message.  Now consider, that you need something from the email author of that "ooo".  After receiving this sorry example one could conclude that the sender: 

a) doesn't know when he/she will return, or doesn't want to share that information

b) doesn't wish to be bothered  

c) doesn't care enough to mention an alternative contact in his/her absence.

d) assumes everyone should know what is meant by "ooo".

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I understand the desire to have a clear delineation between work time and personal time, but should that desire trump common courtesy?

Here are two simple guidelines for composing an out of office reply:

1.  Give the recipient some idea of when you'll be back on the job, or at least the frequency with which you plan to review email in the coming days. 

2.  Give the recipient an alternative in your absence.  Mention either another email address and/or phone number of someone who can handle a request, or if you prefer to handle responses yourself; invite the sender to text urgent matters to your cell phone.

Within an hour of posting this little screed about out of office replies; I received an excellent example of an "ooo" done right:

"I am currently out of the office on vacation the week of 8/21 and will be back on Monday 8/28.   I will be checking email at least once a day and will try to get back to you timely for anything urgent.  Send a text for anything especially urgent.  Thanks."                                                                                                                                                                                                                                       

Kanjorski & Armey - a worthy dual.

This morning, while watching CNBC's Squawk Box (as I frequently do while dressing for work), I was struck by a welcome reminder that civility and reasoned political discourse still exist.

Democratic Congressman Paul Kanjorski and former Republican House Majority Leader Dick Armey debated.  The issues and the exchanges mattered less to me than the tone and outcome of the segment. 

Neither man gave much ground, but neither fell prey to stupid sniping or demagogic interruptions while the other man spoke.  Honest officials can put forth opposing views without acting like vicious morons.

I don't know if it is because Mr. Armey and Mr. Kanjorski were reared in an earlier era, or if actual maturity comes to one later in life.  All I know is this: Joe Wilson rants and Keith Olbermann types do us no good.  

French lessons

We are fortunate to have a young student from France living with us these days. It is her first visit to the US and we are learning as much (or more) from her, as she is learning from us.

Here's an example. After attending high school classes with my younger daughter for a week or so, we prompted our guest to share her honest impressions of class here in America. She told us that students here strike her as more disrespectful to their teachers than what she is accustomed to in her native France.

Where are our children learning how to behave this way?  Oh, that's right -- it's us.

How do you rate on the phone etiquette meter?

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I have fumed about this issue for years. It’s called phone etiquette. 

When one calls someone else, one is invading their office, their home, or their peace. One is an invader, perhaps a friendly one, but nonetheless an invader in the strict sense of the word. Therefore, it’s incumbent upon the invader, to identify himself/herself first.  Key point: callers should identify themselves first.

As a boy, I was raised to answer our home phone thus:

“Maddentes’ residence, John speaking, may I ask who is calling please?"

OK, I don’t answer the phone that way any longer; and I don’t ask my children to do that either, however, I still identify myself first whenever I am calling someone else. It is the minimum courtesy one ought to expect. 

This issue applies to work or home life. My daughters get phone calls from school mates and as soon as I answer, the caller usually begins by saying something like “Hi is (insert name) there?”  Sometimes, there is not even a greeting, it’s just, “Is (insert name) there?”

Whoa.  You are asking me to function as a switchboard operator and just turn the phone over to my daughter without the courtesy of even knowing who you are?

I suspect it’s generally how one's parents used the phone that affects the way one practices (or chooses not to practice) phone etiquette. I just penned this post after taking a call from an adult who after hearing me answer said simply, “Hi is (insert name), there?”

Now I immediately responded with “I’m sorry, you must have the wrong number.” As it turns out, my daughter got on an extension in the nick of time and said “Dad, hold it, she’s here!” I knew my daughter had a guest over, but I know her as “Katy” not “Caitlin.”  Had her Mother began the phone conversation by saying, “Hi, this is Caitlin's Mother calling…” I would have made the connection and spared us both the embarrassment.

My wife gets calls from a neighborhood friend (whom I really like) and I have a little unspoken game with her. The woman calls, doesn’t identify herself and simply says “Is Mary there?” I answer knowing full well who she is because of her familiar voice - and I reply - “May I ask who is calling, please?”

We both know how the game is played and we both never change our lines. Once she says, “Its Gladys Pickover" (name changed) I immediately respond with something like, “Hello Gladys, good to hear from you!”

That’s how we play the game.  When I answer, she knows she’s going to get “the question” from me, but instead of beginning with a simple “Hi, it’s Gladys” she puts us both through the paces and I stick to my part of the game by asking who is calling.  It bugs my wife, but I won’t change (and I doubt Gladys will either).

Again, this principle applies equally well to home or work. Yesterday, with our office assistant on vacation, a few of us were trying to figure out how to work the postage meter. One employee, while trying to solve the problem, received a call at her desk. To make myself useful (and keep her focused on the postage problem) I answered the phone for her.  It was an internal call from another office, but before turning the call over to the employee, I asked the caller, “Could I tell her who is calling, please?” 

I wouldn’t think of doing less.