The holiday season is fast approaching, and it’s time to start preparing for some well-deserved time off. As professionals, we understand the importance of informing our clients about our absence and setting an out-of-office (OOO) message. Here are some best practices to follow when setting your OOO and adequately preparing clients for your time away.
Communicate in Advance
One of the key steps to smooth time off is notifying your clients well in advance. Send personalized emails sharing your upcoming unavailable dates. This not only informs clients of your absence but also shows them that you value their business by communicating timely.
Set Clear Expectations
When setting your OOO message, outline your unavailability dates clearly. Include the exact dates you will be away and specify when you will return. Additionally, communicate any alternative contacts they can reach out to for urgent matters in your absence. This prevents clients from feeling abandoned and assures them that their needs will still be addressed promptly.
Provide Essential Information
To minimize disruptions, provide clients with the essential information they might need while you’re away. Include information such as where they can find important documents, login credentials, or helpful links to FAQs or troubleshooting guides. By providing these resources, you empower your clients even in your absence.
Consider Automating Responses
Leveraging technology can greatly simplify your OOO communication. Set up automated responses to acknowledge emails received during your absence. These responses should reaffirm your unavailability, provide alternative contacts, and indicate that you will respond upon your return. This way, clients won’t be left waiting or wondering if their message was received.
Taking time off to relax and recharge during the holidays is crucial for our mental well-being. By following these best practices for setting your OOO, you can ensure smooth operations while you’re away. Clear communication, setting expectations, and providing necessary information will contribute to maintaining strong client relationships and leaving a positive impression even in your absence. Now, go set that OOO and enjoy some well-deserved time off!