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Anonymous

12/24/20 at 11:12AM UTC

Career

OOO etiquette

For those of you mostly working during the holidays, and who collaborate with others in their work, how are you handling the fact that some of your colleagues are off? I’m trying to be respectful but I also am still working so if I need non-urgent things I just email or write down in Team messages that I’m not expecting a response now or label things as non-urgent...it seems unfair for me to have to hold back two weeks of email messages simply because that means I have extra work in the new year. Thoughts?

16 Comments

Jackie Ghedine

4.17k

Coach for Gen X Women | Jack Russell of Humans

12/24/20 at 12:24PM UTC

Your statement, for me to have to hold back messages seems unfair is where I get tripped up in this question. When we take action, we need to be clear on where we are taking action from and this statement rings a hint of bitterness that others have taken off. It may be underlying and subconscious for you, but there is a hint of something there. That said, being part of the team, you know first hand how stressful it can be to A) get a ton of 'non-urgent' emails throughout your vacation or B) get 25 emails from the same person when you return. Here's how I would suggest handing it, I would create an email draft for each person who is out and who you need stuff from upon their return. Every time something comes up, pull up the draft email and add it in. Then the day before they come back you can send one email with all the updates. This will ensure you don't forget what needs to happen and also respect your team's time off so they can enjoy without the undertow of a need to respond.

1 Reply

Anonymous

12/24/20 at 9:23PM UTC

Jackie, your response is confusing. While I agree, that 000 etiquette is harboring resentment, easy to identify, what difference does it make if she sends the emails now or the day before everyone returns? They will still get them on the day they return. Send the emails. She is working. Take care of her tasks and don't worry about the peeps that are enjoying their lives.

1 Reply

Anonymous

12/27/20 at 3:32PM UTC

I think you missed it. She’s suggesting sending one email vs multiple. That makes a heck of a difference - you don’t get as many alerts, you feel the person respects your time, you can be more organized with your response(s)..the list goes on. Great advise, Jackie!

Anne Barnwell

771

Resumes that get results

12/24/20 at 1:18PM UTC

I am also working a good part of this holiday time and going through a similar thought process. I like Jackie's suggestion above and think that works well. This isn't about what is fair. It's about making sure that the information you send is reviewed and not lost in an email box with hundreds of other messages. Up until yesterday, I was still sending emails because half of the team was still in the office. For the other half, I plan on sending a recap email for the first day back helping them prioritize what I have sent, reviews needed and decisions that need to be made. Happy Holidays!

Anonymous

12/24/20 at 2:13PM UTC

Rather than create daily messages they have to sort through after their vacation, why not create one or two working drafts. One would be labeled urgent for answers you need as soon as they return. The second would be “when you get to it” items. You can add things to either message, save the drafts and send it out just before they return. Bullet points will help to highlight different projects. It shows your Manager what you have been focusing on as well.

2 Replies

Kelsey Magilton

107

Marketing Manager in Pittsburgh

12/29/20 at 7:52PM UTC

Great idea! I'll start using this tactic, I wish someone did this for me when I'm OOO.

meggonjinn

103

insurance product and professional violinist

12/29/20 at 8:05PM UTC

I wish my teams would use this tactic with me!

Clydene Horrigan

368

Process improvement is my game

12/24/20 at 2:23PM UTC

These suggestions are great for people you need to email individually, but how would you suggest when you have to email groups of people and there is overlap in the groups but not completely the same?

Leslie A Strazzullo

154

Marketing Communications & Content Pro in Milan

12/24/20 at 3:59PM UTC

Hi OOO etiquette, your colleagues have a right to their time off. With that said, I suggest you prioritize emails as high or low priority. I would also add a CTA such as FYI, requires follow up by x date, approval needed, etc. I have global responsibilities in a fast-paced multinational company, and I can tell you from experience that work slows down at this time of year. While most companies run without closing, there will always be periods around the globe when work slows down. If you are working and most of your colleagues are off, do all that you can do given the limited resources available to you. Be understanding as well. There will most certainly be a time when you will be unavailable and a colleague will need to email you.

Anonymous

12/24/20 at 4:14PM UTC

As a manager it's imperative that you plan for these times of personal time off and you respect the work-life balance that your staff needs to unplug and refresh. If it's an emergency then yes reach out as an urgent matter. But as a matter of keeping the work moving, then please plan in advance to that you have the information you need to perform your work and any coverage for staff. I prepare a workflow plan in November for the team to contribute to and spend time in advance with them to get acquainted with the location of various info myself and for others that will be working through the holidays. It's imperative that there is preparation for times when members of the team is out.

Anonymous

12/29/20 at 6:51PM UTC

This isn’t helpful now, but I agree there needs to be plenty of time in advance to prepare for OOO colleagues so you can continue to move tasks along without them. For now if colleagues aren’t going to respond until they are back in the office, depending on what you need from them I agree it might be best to send a single note (perhaps schedule send via email) outlining requests. Again this all depends on exactly what you need from them. I know when I’m OOTO I go so far as to delete my email app from my phone temporarily so I don’t get office notifications. Best of luck to you!

Nicole Baker

Technical Coordinator in Milwaukee, WI

12/29/20 at 7:40PM UTC

I just send the messages when I think of them and then let them respond when they return.

Liza Kunz

Improving maternal and perinatal health

12/29/20 at 7:45PM UTC

Another thing that I've done to respect a coworkers time off (especially if extensive) is to just schedule a 1/2 hour 1:1 meeting the afternoon of when they get back. This allows them the morning to reorient themselves to work and dig through their inbox. Then in our meeting we can prioritize the items that have built up over their time away. If I need a way to keep track of things I will use the calendar invite to make an agenda for topics to cover.

Avery Lucas

Social and Digital Marketing at David Yurman

12/31/20 at 10:35PM UTC

I would agree. I work in a job that oftentimes requires me to be on during my PTO. I let me supervisors know that if something urgent comes up, they can text or call me, but I turn off my email and Teams notifications expecting that they'll be crazy when I return. That said, I would also expect the people returning from PTO to take some time in responding to non-urgent requests, so give them a day or two before following up!

Tara C.

264

Career Coach/Advocate

01/04/21 at 5:56PM UTC

A bit of a late response, but I would suggest creating a draft, and then scheduling it to send the day or two before they return. That way, you have all your questions/items in one place, but they're not seeing it in their inbox until they get back. The only issue is that if they're reviewing in the order things were received, you may end up being on the later end of their responses. It all depends on how urgent it really is.

Tanya Botten

Empathetic and data driven marketing leader

01/07/21 at 5:26AM UTC

I like to ask my colleagues how they prefer I communicate with them items while they are out on vacation. It helps to set expectations. If they have no preference I create a draft email with questions or items to discuss. I send the email the day before they return. I give the person an out in the first sentence that I was happy to schedule a quick call to discuss if it is faster than to respond to email. I hope this advice helps.