We all 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 today. 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". You might reasonably conclude after receiving this sorry example above that he/she:
a) doesn't know when he/she will return
b) doesn't wish to be bothered and
c) doesn't care enough to mention an alternative contact in his/her absence.
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 reader some idea of when you'll be back on the job reading emails, or at least the frequency with which you plan to review email in the coming days.
2. More importantly; give the recipient an alternative in your absence. Mention either another email address 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 one that allows me to close this post on a positive note. Here's an "ooo" done right:
"I am currently out of the office on vacation the week of 8/21 and will be back at it 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 that is urgent. Send a text for anything especially urgent. Thanks."
(freepik image above)
