OOO! Out of Office Etiquette for the Modern Professional
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Ready to slam your laptop shut and head out for a well-deserved vacation? If so, you’ll want to remember to set up your OOO! An "Out of Office" (OOO) response is more than just an automatic email generated to inform colleagues of your absence. It's a reflection of your professionalism and personal brand, especially for young professionals navigating the complexities of modern corporate life.
Recent trends highlighted by sources like Forbes and Business Insider indicate that Gen Z and Millennial workers are redefining traditional workplace norms, including how we communicate our availability. However, not all that goes viral is gold! The trend of snarky, blunt or sarcastic messages may get you a lot of likes on socials, but it could also land you in a meeting with HR upon your arrival back to the office. Is the social clout really worth the potential negative impact to your professional career?
If you consider yourself an elegant woman with business savvy, I would venture to suggest that you might agree with me — taking the risk to share a snarky automated message is not worth it! So let’s bring back a bit of class to today’s somewhat chaotic corporate world.
Today I’m sharing everything you need to know about OOO etiquette and how to communicate time away from the office with ease and grace.
Regardless of your professional capacity, anytime you will be out of office, it’s important to communicate your absence in a professional manner. Today I’m sharing what, exactly, an automated out of office message should look like, the purpose it serves, and modern etiquette tips you can use and tools to enhance your professional presence.
Before we get started, it’s important to remember that a well-crafted out of office message serves several purposes:
Professionalism: It shows respect for colleagues' time by providing essential information about your absence.
Expectations: It sets clear boundaries, highlighting when you'll be available and who to contact in your absence.
Personal Branding: An articulate OOO response amplifies your professional image, aligning with your commitment to effective communication.
When crafting an OOO message, it’s important to include several key elements in your automated response. Here’s what your out of office message should include:
Clear Duration: Specify when you'll be unavailable and when you expect to respond to inquiries. For example, “I am currently out of the office until July 10 and will respond to your email upon my return.”
Alternative Contacts: If applicable, include a point of contact for urgent matters. Ensure the designated colleague is aware they may receive inquiries during your absence.
Tone and Personal Touch: Maintain a balance of professionalism and warmth. Use a friendly yet concise tone to keep it personable and depending on the situation, you may also include why you’re currently OOO for a personal touch.
While the general automated email is still prevalent, exploring alternative ways to communicate your availability can enhance your professionalism and set expectations with clients and colleagues alike:
Subtle Signature Notice: Consider including your upcoming OOO status in your email signature as a proactive communication strategy. A simple note like, “Out of office July 1-10, responding all inquiries upon return” can serve as a gentle reminder to those you interact with.
Calendar Invites: Use shared calendars to indicate periods of absence. This helps align your team's expectations with your availability without multiple email exchanges and can help with advance planning.
Automated Responses on Messaging Platforms: Utilize tools like Slack or Teams to set status messages that mirror your OOO details.
Out of Office etiquette transcends mere notifications; it is a declaration of personal boundaries and professional integrity. As modern professionals, how we communicate our availability significantly impacts our professional image and relationships.
By embracing a polished and professional approach to OOO responses, you will bolster your reputation as an efficient, thoughtful communicator in an evolving business landscape.
Next time you prepare for a well-earned break, express your absence with a clear, thoughtful and professional out of office message. Oh, and don’t forget to turn off your OOO when you return!
What are your thoughts on the current OOO trends? Do you think automated messages should be snarky and sarcastic, or professional and polished? Share your thoughts in the comments below!
