Out Of Office Playbook

It is July, and I have received many "OOO" or "Out Of Office" messages in response to emails. I hope to receive more this summer and hope to set more of my own, as I am a big proponent of downtime leading to more productive work time. Before I do, however, I wanted to share what I have seen to be a proven process for an effective out of office experience.

I have commented previously about my historic fear of setting and thus broadcasting the fact that I am "Out Of Office," choosing to remain available and work through far too many vacations and other outings, including early in the morning or late at night as needed. That has since changed, and I regularly rely on OOO. However, I don't just set it and forget it. Instead, I follow this playbook:

1. I prepare for being out of the office. This includes prepping my team on existing matters, upcoming deadlines, and potential contingencies. I also notify clients and others with whom I regularly interact, oftentimes daily, and provide a roadmap for deadlines, deliverables and key contacts in my absence.
2. I draft and set my email message. In doing so, I include something more than the standard "I'm out of office, please contact [Name, email and phone number] in my absence." I specify when I am out and when I will be back. I provide both a general contact and a specific contact. Finally, I add something about where I am and why. This could be an inspirational quote, as I did for the Fourth of July holiday, or a longer message about my trip, as I did last year during my European vacation with my family. In my experience, it allows the sender to re-consider whether they actually need me at this moment.
3. I have a strategy for my vacation. This may sound like it take the spontaneity and fun out of a vacation, but I submit it in fact ensures the above. I shared my three-pronged strategy for when I am out before, but I will detail it again here. First, I focus on vacation, which is unplugging and being totally present. This mode usually takes a day or two to enter, unless accelerated by a cocktail or two ;). Second, I focus on thinkation, or how I can improve professionally and personally, oftentimes inspired by reading or listening to podcasts. Finally, a day or two before I return to work, I focus on workation, or my strategic plan upon my return relative to broader firm goals and necessary lawyering tasks.
4. I keep a list. I don't go entirely dark, meaning I do not unplug so as to be entirely unavailable for more than a couple days at a time. This ensures I can tend to any emergency and also gives me time to create and maintain a list of items requiring my attention upon my return. I use that list to prioritize that first week back to the office.

Plain and simple, this works for me. I hope it, or parts of it, will work for you too.

Here is a closing quote to remember, or perhaps use in your OOO:

“A vacation helps to relieve stress and boredom, gives us a change of scenery, provides us with adventure, and helps to bring us closer to the people in our lives.” – E. S. Woods