How To Set Up And Write A Great Out Of Office
Set up an Out of Office and everyone who e-mails you will get a message saying you aren't available to do whatever it is they wanted you to do. Get it right and you'll come back to find a vastly reduced workload. Get it wrong, and you'll come back to find someone else sitting at your desk.
Step 1: Word It Ded Gud, Yeh?
Before you start, recognise that friendly, professional wording is the order of the day. “Oi oi im off 2 Ibiza 4 me hols so wont get ur email soz lol xxx” won't go down too well at all when the CEO emails you about a potential promotion, or if a client drops you a line about a future big order.
Use all the proper spelling, punctuation and grammar you learned at school to word something that sings.
If you want, you can even make it so different people receive different messages. Internal emails can receive a different Out of Office to external ones, in which you can be extra specially polite.
Step 2: Keep It Simple
A nice, short, matter-of-fact Out of Office is best. Let them know you're not in the office, and when you'll be back. Don't go overboard on the details; no one needs to know you're out because you're having breast enlargement surgery, but too few details will be infuriating for your recipient.
For example: “I'm at the yearly conference until the 23rd, and won't be able to check my emails as regularly as usual. I'll get back to you as soon as I can.”
Step 3: Pass The Buck
In your Out of Office, make sure you've left a point of contact so people can get what they need in your absence. Be careful not to overload your contact by saying “All enquiries to Davey on 1-800-WORKHORSE, please...” because that'll most likely annoy the hell out of them and you'll have made yet another office enemy. Split potential enquiries between several people: “For enquiries about ABC, please call Becky on... and for enquiries on XYZ, call Dave on...”
The more relevant points of contact you can provide, the less work you'll come back to on your return.
Step 4: Be A Little Bit Sneaky
Here's a tip: overloaded at work? Pop your Out of Office on for a couple of hours to free up some time. Let people know that you're terribly sorry, but you've got a lot on your plate at the moment and a very tight deadline, and won't be able to respond until later in the day. Not only will this save you having to check emails and perform menial tasks for a bit, but any emails from your slave-driving boss will get sent back showing what a dedicated employee you are. And that you've got too much on and either deserve a pay rise or an assistant or some such.
