If you’re planning a summer break, one important task to complete before leaving is setting up an out-of-office auto-responder for your inbox. While it may seem like a simple task, many of us make mistakes when creating these messages. The first mistake is not using one at all. Angela Karachristos, a career coach with experience in HR, advises against this, as it could damage your credibility as a responsive colleague.
However, even if you do create an out-of-office message, you still need to be mindful of the content to avoid complications upon your return. Career experts suggest that the biggest mistake people make with their automatic replies is providing too much information and committing to responding by a certain date. By doing so, you may inadvertently set expectations that you will reply immediately upon your return, causing unnecessary stress.
To avoid this, Bonnie Dilber, a recruiter, recommends giving a clear timeline for when people should expect to hear from you. For instance, if you return on June 6th, inform them that they will hear from you the week of June 12th. This sets a realistic expectation and allows you to prioritize your responses without feeling overwhelmed.
It’s important to remember that out-of-office emails are meant to establish boundaries while you’re away. If you indicate that you’re reachable, people will try to contact you. Dilber advises against leaving your contact information, as it will only encourage people to use it. To avoid this, be specific about your limited access to email or phone calls. For example, you can state that you will check your emails once in the morning, once in the afternoon, and once in the evening.
The best out-of-office replies are brief and straightforward. Angela Karachristos suggests including the dates you’ll be away and providing a contact person in your absence. You don’t need to explain why you’re unavailable in great detail, but it’s helpful to mention if you’re on vacation rather than simply stating you’re out of the office. This prevents misinterpretation and speculation from colleagues.
It’s also advisable to include a backup contact for urgent matters. This way, you can detach yourself from the pressure of responding promptly to emergencies. Make sure to obtain your colleague’s permission before adding their contact information to your out-of-office message.
In addition to setting up an out-of-office email, there are other ways to inform people about your time off. Ebony Joyce, a career coach, suggests mentioning your planned time off in your email signature as a reminder. You can also proactively reach out to individuals who may expect to hear from you before you leave.
Coordinating with your co-workers about deadlines and creating an effective out-of-office reply may require a few extra minutes of your time, but it ultimately reduces stress upon your return. By doing so, you can fully enjoy your time off and return to work feeling refreshed.
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