Out-of-office messages are set up to tell people that you are away from your office. Learn more about this feature.
Once you become your own boss, one of the most challenging things to do is to take time off to relax and unwind.
Because of the fear that you won't offer your clients and employees the attention they deserve. However, research shows that time taken off from work enhances productivity and efficiency.
This is where out-of-office (OOO) messages come in.
Out-of-office messages are essential for business communications today because they let your customers and coworkers know you are out of the office until further notice. A well-crafted OOO can go as far as to offer alternative solutions to problems raised regarding your business.
In a nutshell, they can save your business from issues like lousy reputation and loss of clients.
Below is a deep dive into how OOO messages can be a fantastic business solution.
The most obvious importance of out-of-office messages is that they inform anyone looking for you that you are not currently in the office.
These messages help you make your customers and coworkers feel like they aren't being ignored whether you are in or out of the office.
This is possible because a message is personal; it lets the recipient know when you will be available to reach out to them. As such, the recipient doesn't spend time trying to reach out to you through systems like emails or social media platforms.
Also, losing new customers is easy if they feel like they don't have an excellent experience with you or your company. Luckily, out-of-office messages help you avoid a potential decline in customer satisfaction.
Moreover, you can rest a little easier when setting up out-of-office messages because they allow you to respond to any issues as you enjoy your time off. Besides, if your respondents aren't sending you many follow-up messages, you will have fewer emails or phone calls to get through when you are back at the office.
When you are professional in your OOO phone message, you boost your credibility and competence. You also encourage your listeners to continue with your business relationship.
If you are not helpful in your OOO message, you are wasting an excellent opportunity to build lasting relationships with your recipients. As such, make your message as short as possible.
Inform the recipient you will be out of the office, mention the period you will be out or the date you, plan to get back to the office and offer alternative solutions or an alternative coworker to work with when you're unavailable.
Don't shy away from showing your personality through the message; a little humor can go a long way as well. In a nutshell, your out-of-office messages should include:
One of the qualities of a good manager is knowing when to keep things professional and when to present a light-hearted approach to business.
In the case of your OOO messages, you need to avoid being too relaxed or silly, especially if you are creating the message when on vacation.
You want to avoid making a wrong impression if a prospect reaches out when you are out of the office. Also, avoid making definite promises. An example is telling your listener that you or your coworker will get back to them immediately.
Such a move adds pressure to your coworker, and it disappoints the listener if they don't get immediate help.
Instead, ensure the expectations you set are realistic. Remember to ask your contact persons for permission to add them to your OOO messages beforehand. Additionally, give necessary details only.
This is John Doe. I can't take your call right now as I am out of the office until Thursday, February 7th., but Pp Please feel free to leave your name and reason for calling, and I'll get back to you before the end of the week. Thank you.
Thank you for calling my office. This is John Doe, the CEO of the ABC Company.
I'm sorry to inform you that I am currently out of the office and unavailable for office phone calls or emails until February 7th. In the meantime, you can get assistance from David Bradley, the CFO.
Call him at 000-123-4567 or get in touch through their email address which is Davidbradley@ABC.com. Otherwise, I will return your call on the day of my return to the office.
Thank you for calling. I am currently on vacation until February 7th. If you called to ask for more information about our new product line, please feel free to email my personal assistant at firstname.lastname@example.org to get the help you need.
Our FAQ section is exceptionally comprehensive about what our new product line offers. You can find it at abc.com/faq. I'll be sure to address any of your additional questions when I return. Let's talk soon.
Thank you for calling American Airlines. Okay, it's actually John Doe on the line.
I'm not in the office right now, but I'll get back to you after I learn to land a plane with no casualties, which will be on Thursday, May 27. Let's fly together then.
The format is almost identical to that of out-of-office phone messages since you should include:
Email out-of-office messages are more common than voicemail because they provide a bigger space to pass all the information you wish to in your message.
For example, instead of merely including your coworker's name, contact number, and position, you can share a link to your website where the recipient can get further or immediate assistance from your support team.
Additionally, an email message allows you to be much more creative with your message, thus, making the experience much more appealing for your recipients. For example, using graphics and images makes your message more interesting.
Email messages allow personalization because, instead of greeting the recipient with a "hi there," you can use their name. However, avoid giving too much information or over-promising to resolve any issues raised by the recipient.
Also, ensure all your sit-in contact persons have agreed to be your liaison while you are away. Once you are done writing your email message, countercheck everything to provide no incorrect information. Remember to check your formatting to avoid issues, like missing images, when the message gets to the recipient.
Thank you for your email. I am currently without email access. I will be back in the office on February 7th, when I will be sure to follow up with you. If the matter is urgent, please contact our customer support through this link. I appreciate your patience.
Thanks for reaching out. I'm currently on vacation and with no access to email and will be back on February 7th. In the meantime, please feel free to contact our Operations Director, DR. Do-little, through the email Do-little@ABC.com for any urgent matters at hand. I will be happy to follow up when I'm back at the office.
Thank you for your email, but I am currently out of the office and won't be back until February 7th. If you have questions about our company, please go through our FAQ section to find everything you need. I will be happy to write a follow-up email when I am back.
Funny out-of-office Email
I am pleased to inform you that I have finally migrated to Mars, where we have no email access. But don't fear: we build transmitters to help us communicate better with earthlings. Our expected date of success should be February 7th. Until then, live long and prosper.
Out-of-Office messages are essential for your business because they give you a chance to excel at what you do by allowing you time off from work with minimal interruptions.
Using OOO messages also reduces your backlog, thus, ensuring your first week back to work will still be productive. To enjoy these benefits effectively, you must:
Remember to activate your message so that your recipients can get your response. Other tips to get the most out of your OOO messages include:
Hoist makes it easy to manage your customers through its all-in-one and easy-to-use business software. Learn more about launching your own business with Hoist today.
Five Ways To Boost Your Business Credibility/ Forbes
How To Set Realistic Business Goals And Expectations In 2021/ Strategy Leaders
Why You Should Put a Little More Thought into Your Out-of-Office Message/ HBR
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