Crafting a better Out of Office policy
Tackling E-mail Bloat
Recently, I took a much-needed 10-day vacation. Anticipating an avalanche of emails upon my return, I found myself working extra hours to respond to as many messages as I could before leaving. My concerns extended beyond my own workload – I was worried about clients not receiving prompt responses or being uncertain about whom to contact in my absence.
As an experiment, I turned to Power Automate and set up a simple two-step process:
Any email that arrived after hours or during my vacation would be moved into a folder labeled "Hold".
At 8 am each workday, the system would verify whether it was a workday. If so, it would transfer the held emails back into my inbox.
This worked amazingly! I was able to focus on the existing mail in my inbox and handle it without the distraction of new incoming emails. I didn't feel compelled to check my personal email in Outlook, which was a huge relief.
On my return, a new problem emerged: How could I quickly identify which emails still required my attention?
This lead a discussion when one of my guys announced they would be going away for two weeks. How do I make sure he doesn’t have the same experience?
To tackle this issue, we fleshed out a new Out of Office policy. The goal is to maintain smooth communication without overwhelming the person who's away.
Here's our current process:
Enable Your Out of Office Status: Once you're heading off, activate your Out of Office status. Our system steps in from there.
Automated Email Archiving: All incoming emails during your absence are automatically archived, preventing an avalanche of messages upon your return.
Automatic Response Activation: An auto-response is triggered, informing the sender of your absence.
Guidance on Email Forwarding: The auto-response includes a table of alternative contacts, organized by type of request. Senders are instructed to forward their email to the appropriate person.
I can’t wait to see the outcomes on this.
We highlighted three possible benefits of running this:
Reduced Stress: In line with our People-First philosophy, we hope this will allow staff to enjoy their time off without fearing an overflowing inbox on their return.
Prompt Responses: Given that one can't respond to emails while on vacation, our policy could ensure continuity of service by rerouting messages to someone who is available.
Greater Efficiency: By categorizing and redirecting emails, we might see a reduction in overlooked messages and a boost in productivity.
I love this policy.
It represents our commitment at SupercityOS to more people-oriented approach to work. Your time off should be just that – time off, free from the dread of a bulging inbox.
It’s also an incredible case study for my push to do one better every time.
Next step (or ten…) is to get a bot in Teams to manage the Out of Office status, update Calendly to pull out the days from availability.
Let me know what you think.
