How to Manage Your Emails and Enjoy Your Holiday Too (Part 2)

karibiktraumShould You Stay In Touch On Your Holiday? Managing being “Out of the Office” Your Inbox – Part 2

It’s the dilemma that’s so common now – when you’re  “Out of the Office”, how “Out” of the office are you?

Following on from Part 1 and the importance of putting some helpful structure to your email ‘out of office’ bounceback the simple-to-follow formula of Acknowledge/Inform/Guide is often the most useful.

It’s also the safest bet to come across to your clients, customers and colleagues as professional, helpful and thoughtful.

Depending on how you’ve decided to manage being away by doing one of the following:

  1. Read your emails regularly whilst you’re away, twice per day for example
  2. Have someone read them and then sort out the ones you need to read when you return or
  3. Read them all but only when you return

You can just slot your information in and then lean into enjoying your holiday!

Here are a few simple samples to slot your words into:

Reading your emails regularly while you’re away

  • Acknowledge:  Thanks for your message and I’m away from the office until Month, Date.
  • Inform:  I’ll be reading and responding to my emails in the meantime and will do this twice per day.
  • Guide:  If your message is urgent and you need immediate assistance, please email John Smith, Title, who will help you.  You can email him at — or call him on 123 456 7890.  Thanks again, Your Name.

Someone’s reading them, sorting out the ones you need to read on your return

  • Acknowledge:  Thanks for your message and I’m away from the office until August X.
  • Inform:  My colleague, Jim Smith, Title will be accessing my emails during my absence and will ensure any requiring urgent attention, are handled while I’m away.
  • Guide:  If you want to speak to Jim Smith or call him direct while I’m away, he can be contacted at —– or you can call him on 123 456 7890

Read them all but only when you return

  • Acknowledge:  Thanks for your message and I’m out-of-the-office at the moment.
  • Inform:  I will return to the office again on August X and in the meantime have no access to my emails
  • Guide: If you require immediate assistance, please contact Jane Smith,  Title,  who will be happy to help you.  You can email Jane:  ——-       or call her direct on: 123 456 7890.  Thanks again, Your Name.

There’s always a balance to achieve and to weigh up how your emails impact on your time away is a decision you have to make yourself.  There’s always a rub!

If you decide to read them and respond to them while you’re away, agree you’ll read them and respond to them for a certain period of time, say an hour, every day at the same time.  Plans can then be made around that and you can tell people when you’ll get back to them.  Managing their and your holiday companions expectations too!

Helping yourself by discussing this first with everyone you’re on holiday with makes it easy for them to understand and let you get on with it.  Trying to do it between trips or sneaking on to your smartphone between meals just becomes stressful!

You may, or may not agree but this quote sums up the point here:

“Time for work – yet take much holiday, for art’s and friendship’s sake”.

George de Wilde

Putting a bit of structure in place will set you free and anyway, everyone needs some down-time, some time to reboot, so lean into a successful holiday, a managed inbox and your family relationships and friendships too!

Here’s a helpful, immediate gift for you. ‘Why don’t you just ASK?’ (A downloadable MP3 recording & summary sheet showing you how and why you must come forward and ask for what you want in business. Do it in a way which is comfortable for you AND in a way which makes it easy, and compelling, for the other person to say YES to you. No more choking, stumbling, fretting or stalling. Just ask and then expect to receive.)

About the author

Kay White is our Show Up & Sparkle blogger. Known as the Savvy & Influential Communication Expert for Ambitious Women in Business, Kay shows professional women how to attract promotion, recognition and rewards at work without feeling they have to ’sell their soul. Kay shows her clients, who are corporate career women at all different stages of their careers, how to naturally attract more income and opportunity all while being true to themselves. Combining strategic moves with influencing skills plus compelling and assertive language and powerful mindsets, Kay draws on her own 20+ years corporate career in the very male-dominated world of London insurance broking. She started at 18 as a Secretary and left as a Director to start her own business. Hosting an annual 3-day Event for corporate women “Show Up; Sparkle & Be Heard LIVE” Kay encourages and shows women how to be the best, most valuable version of themselves. Kay is author of the Number 1 Best-Seller “The A to Z of Being Understood” and you can connect and find out more from Kay at : www.kaywhite.com.

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