The holiday season is fast approaching, and if you’re planning to unplug and enjoy a well-deserved break, setting up a solid out-of-office (OOO) system is a must. Clear, automated communication ensures your clients and team feel supported while respecting your boundaries, leaving you to enjoy your holiday without the stress of constant interruptions.
This guide will walk you through setting up OOO automatic responses in Gmail, creating OOO messages in Slack, and scheduling messages for proactive communication with your team. Let’s dive in!
Why Out-of-Office Automation Matters
Failing to set up an OOO system can lead to misunderstandings, missed deadlines, or even frustration from clients and team members. On the flip side, a thoughtful OOO setup:
- Clearly communicates your availability.
- Prevents unnecessary interruptions during your break.
- Helps your team and clients feel prepared and supported in your absence.
Now, let’s ensure your OOO setup is seamless.
Step 1: Setting Up an Automatic Response in Gmail
An automatic response in Gmail ensures anyone emailing you knows when you’re out, when to expect a reply, and who they can contact in your absence. Here’s how to do it:
- Navigate to Settings in Gmail
a. Open Gmail and click the gear icon in the top-right corner.
b. Select “See all settings.” - Turn On the Vacation Responder
a. Navigate to the “General” Tab
b. In the settings menu, locate the “Vacation Responder” section toward the bottom.
c. Select “Vacation responder on.” - Set Your Dates
a. Enter the start date (the first day you’ll be unavailable).
b. Set an end date to automatically turn off the OOO response. - Write Your Message
a. Use a clear subject like “Out of Office – [Your Name].”
b. Include your OOO dates, an alternative contact for urgent matters (if applicable) and a note about when you’ll reply to non-urgent messages.
Example:Hi [Name],
Thanks for your email. I’m currently out of the office from [start date] to [end date]. I’ll reply to your message as soon as possible after my return on [return date]. For urgent matters, please contact [alternative contact and details].
Wishing you a wonderful holiday season!
Best regards,
[Your Name]
- Save Your Settings
a. Click “Save Changes” to activate your automatic response.
Step 2: Setting Up an Automatic Response in Slack
For internal team communication, Slack’s automatic status feature is a game-changer. Here’s how to set it up
- Log in to your Slack
a. Open and log into your Slack workspace on desktop or mobile. - Set Your Status
a. Click your profile picture in the top-right corner.
b. Select “Update your status.” - Write Your Message
Example:OOO for the holidays – Back on [return date].
NOTE: Use an emoji to make it stand out, like 🎄 or ❄️.
- Set Your Duration
a. Choose how long the status will appear.
b. For OOO, select “Custom” and set the end date and time. - Enable Do Not Disturb (Optional)
a. Click your profile picture again.
b. Select “Pause notifications” and choose a custom timeframe to silence Slack notifications.
Step 3: Scheduling Messages in Slack
If you need to send reminders or updates to your team but won’t be online, Slack’s scheduling feature is a lifesaver. Here’s how to schedule messages:
- Open the Slack Channel or DM
a. Navigate to the channel or direct message where you want to post. - Compose Your Message
a. Type out the message you want to schedule.
Example:Reminder: Please ensure all outstanding tasks are completed by [date]. Let me know if you need anything before [deadline].
- Schedule the Message
a. Click the down arrow next to the green “Send” button.`
b. Select “Schedule message.”
c. Pick the exact time and date you want the message to send.
d. Click “Schedule Message” to finalise.
Pro Tips for a Stress-Free Holiday Break
Now that your OOO messages are set, here are a few additional tips to ensure your time off is as smooth as possible:
- Communicate Early
Let your team and clients know about your OOO dates at least two weeks in advance. This allows them time to address any questions or concerns. - Prepare Documentation
Create or update resources like SOPs and guides to reduce reliance on you during your absence. - Empower Your Team
Assign a point of contact for urgent matters if you’re planning to be out of the office whilst the business is still open and operating for clients, and delegate responsibilities to ensure smooth operations. - Plan for Your Return
Before signing off, request a summary of key updates from your team to review on your first day back.
Last But Not Least: Enjoy Your Holiday, Stress-Free
Taking time off during the holidays doesn’t have to be stressful. By setting up automatic responses in Gmail and Slack and proactively scheduling messages, you can create clear boundaries while ensuring your team and clients feel supported.
This holiday season, give yourself the gift of a peaceful break. Set up your OOO systems today and enjoy the festivities with friends and family – guilt-free.
Need help streamlining your business operations before the holidays? Download our 52 Biz Clean Up Ideas or get in touch for tailored solutions to help you disconnect with peace of mind.
