August 15, 2023 | By admin

Crafting an Out-of-Office Message: Is There a Right or Wrong Way to Post One?

OOO: abbreviation for Out of Office.

OOO on! Finishing up in the office before going away on the perfect trip or taking some well-deserved time off is both exciting and relieving. During the height of the holiday season, we often contemplate how to craft an effective out-of-office message. An ineffective OOO message can cause stress on your return to work, leaving you faced with a huge workload and potentially frustrated peers or clients due to miscommunication. Therefore, mastering the art of an effective OOO message is a simple solution for a smooth return to work and stress prevention.

That said, let’s look at the do’s and don’ts of OOO messages.

Art of Miscommunication: The ‘Don’ts’ of Out-of-Office Messages

There are several things to avoid when letting senders know you are away from your desk. Here are some tips on shaping an important OOO message:

  • Don’t delegate control to a colleague without them knowing. Ensure the team member agrees to be the contact and is prepared for a potentially larger workload.
  • Don’t include an alternative email or personal phone number in your OOO message. As Bonnie Dilber from Zapier advises, respect your work-life balance and boundaries, as should others.
  • Don’t be clumsy! Maintain a professional tone even while you are away. Proofread your message as it will likely be seen by many.
  • Don’t provide a specific return date, but do provide some indication of when you will respond. This topic is often debated…

The Date Debate

There is much debate about whether to provide a return date in your OOO message. For example: “Thank you for your message. I am on leave until July 16th. I will respond to you then.”

Providing a date offers clarity and allows for forward planning for the sender. However, it also creates an expectation that you will address all emails immediately upon your return.

“The big mistake many of us make is saying too much and overcommitting to a response by a certain date” – HuffPost.

Providing a date suggests when a response email will be sent or action will be taken. To avoid false promises, it is appropriate to state a return date but reinforce that the response time will be upon a certain period after your return to help manage your workload.

The Art of Out-of-Office Perfection

We’ve covered the don’ts; now let’s discuss what you should include in your OOO message:

  • Do give a reason for your absence to provide context—for example, annual leave, maternity leave, or sick leave—to set the expectation for how long you will be away.
  • Do provide an alternative contact who can assist with emergencies and relevant inquiries. Make sure to discuss this with the secondary contact and get their permission first.
  • Do keep the message concise. Senders will appreciate clear and quick information. Remember, the human attention span is roughly 8.25 seconds—shorter than a goldfish’s attention span of 9 seconds. So keep your OOO message brief and to the point!

An OOO message may seem simple but can cause many issues if not crafted correctly. Perfecting the art of OOO messages is crucial for a smooth return to the office. Join the conversation on LinkedIn and share your thoughts on OOO messages!

Stop typing, your OOO is finished…

You now have all the tips needed to master the art of writing a great OOO message. By crafting an effective OOO message, you will reduce stress, maintain professionalism, and manage your workload better upon your return. Telefónica Tech is committed to providing a healthy work-life balance and offers generous benefit. Find out more here.