Out-of-Office

The holidays are approaching fast, and I have one last thought (for the year), if you haven’t unplugged yet. We all deserve time off. But, if you are like me, you struggle with taking vacations.

Every December I face the same dilemma. As a small business owner you worry that your clients expect you to be available 24 hours a day, 365 days a year. Could potential clients perceive me as uncommitted if they get an ‘out-of-office’ message when they reach out our help [1]. Might we miss an opportunity to demonstrate how we are prepared to go that extra mile for our clients, missing a valuable opportunity to show ourselves to be committed to delivery, come rain or shine [2]?

It’s not just me, many of us are reluctant to set clear boundaries for our time off. We all deserve a little down-time, and I am aware that disconnecting makes us less stressed and more productive. And yet, I remain reluctant to switch on that out-of-office (OOO) message, even when I have a legitimate reason for being uncontactable – for example, if I am travelling, attending a conference or an important client meeting.

Is there a way we can feel better about turning on our OOO? Can we flip holidays from feeding our insecurities to creating opportunities?

Effective OOO messages ensure that our absence is communicated professionally and that anyone contacting you knows what to do in your absence. Key data include dates of absence, return date and any delegate or point of contact (if there’s one available). You might also include instructions for urgent matters, any hotline or email contact. Mention if emails won’t be read or if they should be resent after your return. Adopting this ‘safe’ and professional approach can reduce potential disruptions during your absence. I would guess that such messages account for over 90% of OOO messages and you have probably seen hundreds such messages. However, it doesn’t address our insecurities.

One of the positive aspects of OOO auto-responses is that the person writing to you gets a prompt response. They might normally have to wait until you can find the time to write back to them. However, they aren’t going to interact any further with your response boldly announces that you are out of office. What you really want is for them to open your email. For the current festivities you might consider entitling your response “Season’s Greetings.” It may encourage your emailer to open your response while you are fresh in their mind.

You should aim to use your email to make a social connection. Use clear and concise language to avoid confusion. Research finds that social connection, which adds meaning and depth to our relationships, is the greatest predictor of long-term levels of happiness, and can be a major contributing factor to our performance at work [3]. When people feel positively linked to us, they are more likely to want to do business with us and will be more likely to want to figure out solutions to problems together [4]. Connection comes from feeling like you really know someone, so share a little about yourself that might kick-off a deeper conversation with someone next time you speak. For example:

 “Hi, thank you for your message. After a great year I am going to be celebrating the holiday season at home with my family from [date] to [date]. I will not be checking email until I return. I hope you enjoy the break. Leave a message and I will make every effort to get back to you as soon as I return.

Wishing you a joyful and peaceful holiday season!”

There are plenty of psychological explanations as to why we feel this way, but that won’t help you feel better. Perhaps the best advice comes from Susan Jeffers, “Feel the fear and do it anyway.” Perhaps not the context that Jeffers was thinking of. However, although you may miss one opportunity every 10 years, you will certainly benefit from a bit of cognitive restoration, reducing the chance of burnout in the next 6 months and boost your creativity.

This year I will be putting my OOO on. I am excited to have great conversations with contacts and clients about the holidays, gifts given and received and enjoying those special moments with family when I return. It will allow me to be fully present on holiday with my family for the first time in 26 years of running Niche. And I will be killing it (again) in the New Year. Happy holidays to everyone!

PS: OK, I admit it. My out of office will be on but I will be reading emails, responding to texts and dealing with any emergencies, just like every other year. Do as I say not as I do.

References

1.  1 in 5 small business owners forgo annual leave. Aug 2024
2. Aldred T. Does owning a small business mean kissing holidays goodbye? June 2013.
3. Feeney BC, Collins NL. A new look at social support: a theoretical perspective on thriving through relationships. Pers Soc Psychol Rev. 2015 May;19(2):113-47.
4. Andersen D. 31 customer experience statistics you need to know in 2024.