Automatic Reply: I’m OOO for the Summer

Fun Fact

Did you know that the day before you go on holiday is usually?one of your most?productive days?in the year? ?With the clock on?countdown,?we force ourselves to?prioritise?the?essential tasks that need?our?focus, we are more likely to delegate tasks on this day than other days during the normal working week and?we reschedule non urgent tasks for when we get back vs trying to cram everything into?back-to-back?meetings.

So?let’s talk about?taking a holiday….?Now?that the summer?is?upon us, it’s the perfect time to recharge your batteries and soak up the sun.?So why is it that a recent study in 2024?found that the majority of UK workers (60%) don’t use up their full holiday?allowance ? ?Studies show that time away from work creates well-rested employees?that are more efficient and effective, with increased focus and energy. They are less likely to experience fatigue and stress. In fact, employees who feel healthy both emotionally and mentally, are more likely to display better?problem-solving skills and creative?thinking .

One of the?issues we often hear from employees?(including leaders)?we support is the guilt of leaving work?for other team members to pick up.??Others cite a fear of?work not being done or being poorly delivered in their absence which creates barriers to truly switching off.?If any of this resonates with you?then?we’ve got some helpful advice to?help you feel more confident to book some time off.

Effective Handover Tips

Before you?put your out of office on, it’s crucial to ensure a smooth handover to keep things running seamlessly in your absence. Here’s how to do it effectively:

??Plan?ahead: Start preparing for your handover at least two weeks in advance. Make a list of all ongoing projects and tasks that will need attention while you’re away.

??Choose the Right Person: Identify a colleague or team member who can cover for you. Ensure they have the necessary skills and knowledge to handle your responsibilities.

??Set Boundaries: Let your team and clients know about your upcoming absence well in advance. Provide them with the contact details of the person covering for you and set clear expectations about when and how you can be contacted in emergencies.

?Setting Up?Your?Out-of-Office Message

We all know how to set an out-of-office email, but it’s important to manage expectations and set boundaries for yourself.?If you reply to emails while you’re on annual leave, others will think it’s okay to email you.?

??Be Specific: Mention the dates you’ll be away and when you’ll be back in the office.

??Provide Alternatives: Include the contact details of the colleague covering for you, along with their role and how they can assist.

??Manage Expectations: Clarify that you will have limited or no access to emails during your break and that responses will be delayed.

A lot of employees will put their personal number in their email in case of emergencies – but ensure you take the time to consider whether this is truly appropriate. Where possible, re-direct any queries to someone else in your team.

Boundaries?

Nowadays, a lot of employees have work apps on their personal phones. Don’t be afraid to mute notifications on business?whatsapps/slack or delete teams and outlook for the duration of your holiday. This will help remove the temptation to check what’s going on.?

To truly recharge, it’s important to unplug from work, so?try to avoid checking emails and work-related messages. If necessary, designate specific times to check in briefly.

By planning your handover, setting up a clear out-of-office message, and following these tips, you can ensure a stress-free and effective break. Remember, taking time off is not just a luxury; it’s a necessity for your overall well-being and productivity. So, embrace the summer, recharge your batteries, and?come?back?to?work ready to tackle new challenges with renewed energy and enthusiasm.

Be a good role model

For all those people who don’t take their full annual leave?be mindful especially at leadership level?of?what impact you might be having?in your?organization’s?culture. ?If you are emailing your team whilst you’re on holiday?about?work related?tasks?think about the example you are setting?and whether?your team members will think that this is what they?have to?do as well.??If you are not taking?holiday?what message are you projecting to your team?

It often falls on HR teams to remind employees to take their holiday?allowance each year. This year save them?a?job; take?accountability?as well as your well-earned holiday allowance!