As the holiday approaches, many people will be logging off and taking a much-deserved break. This may result in an Out Of Office message, which is typically left so that your colleagues can easily continue their work during the holiday season. However, this isn’t just a one-day thing – you will definitely see out-of-office messages for more than just a week or two as it’s estimated that employers leave them for an average of ten days. Memorial day out of office message example are meant to keep you in the loop while they’re out of the office, as well as improve your reaction times.
What’s in a Memorial day out of office message? This can vary from one holiday to the next, depending on what’s most appropriate for that day. For example, you will find references to dress codes for Memorial Day as opposed to Independence Day which may have more patriotic elements because it falls on July 4th. You’ll also see that each holiday has different rules when it comes to absences – how many days are allowed and how long is too long before you should expect some sort of contact from coworkers.
1. Write For Readers
When someone sends you an email or a text message, reading and replying to these messages is not really the point. Instead, the main goal is to be seen as someone who is there, who cares and will answer your messages. Although some people are simply not the best at keeping in touch, the one common factor among these people is that they usually don’t write anything aside from standard responses. For example, you may be sent a text message saying “hey I’ll be out of the office all Thursday, will call you soon” and then have to write an answer like “just in time for Friday’s meeting”, which looks like you were busy doing something else that day.
2. Communicate With Empathy
We already established that people leave the office for a number of reasons – possibly taking a long vacation, or needing to take care of some urgent business – and each cause is different. You can never know for sure why someone left their desk, but this is where empathy comes into play.
There’s no way to know the true reason behind the absence, so you must write something that sounds like this person would feel comfortable when they return to work. This means not only thinking about what might be expected of them upon their return, but also making it sound as if you missed them during their absence.
3. Use Specific Verbs
When you’re trying to sound like a colleague who is there, it’s easy to have a “one size fits all” style of writing. Instead, use specific verbs and words that only the person would know about. For example, use the word “call” instead of “get back”. The latter sounds more casual, which might not suit your need for empathy.
4. Write Things That Are Relevant
Because your colleagues are likely to be working from home, you will not be sure when they will return. Although it could be assumed that you’re taking a break yourself, it is important for you to write things in a way that doesn’t give the impression that you simply sat at home. For example, if there is a new release of software that everyone should update before using it, then do so while remembering not to mention bug fixes or security patches unless one has been recently released.
5. Include All Important Information
When someone leaves their desk, they’ll need to know everything they need to do while out of the office. So, include all necessary information regarding the holiday yourself. For example, if there is an important message from senior management that everyone should read immediately, then say so. Everything needs to be clearly stated including expected deadlines for projects. If there are any questions that may arise during the absence, be ready to answer them when they come.
6. Acknowledge That Something Is Missing
For some reason, it’s common for people to assume that someone who is absent is still doing their job or taking care of things at work even though they’re not physically in their seat or cubicle. However, it’s important to acknowledge this fact while expressing your empathy. For example, you could say something like “I know that you will be returning soon and I really miss you! To keep myself busy, I will be updating the social media account to include your most recent holiday pictures. Please let us know if there is anything else you need from us.”
7. Break Down The Project In Small Parts
Although it’s not always possible for the people who are out of the office to help complete their project or assignment, it’s important for them to work with their team members on what can be done before they return. However, this doesn’t mean that you email them every hour asking for a status update or how things are going.