OOO Auto-Responders & Email Signatures: How To Set with Intention

This is a Tech Tip from our monthly newsletter, which you can join by scrolling to the form at the bottom of this page.

This Tech Tip, while applicable all-year-round, is especially pertinent during the holidays...

You do not need to be available.
Set an OOO auto-respond message (whether literally or energetically) with intention and boundaries (example below).

This goes not just for family and friends who are all trying to make plans, travel, catch up, etc., but also for your job.

During the holidays, especially for people-pleasers, it can be easy to fall into habits of putting yourself last. You may feel obligated to attend every holiday party, Zoom happy hour, and answer every text and phone call.

But you don't have to. In fact, we'll all be more centered, kind, mindful friends if we don't, and if we put ourselves first.

As for your job or your boss, we recognize some may not truly have the privilege of not being "on" or available 24/7 (like on-call nurses or people in toxic work environments where there may be unfair consequences for those who aren't available at a moment's notice). However, for many of us, there are certain reasonable hours for which we are required to be available, like 9-to-5, Monday through Friday.

Whatever these "contract hours" may be, we encourage you to allow yourself to actually stick to them - and NOT check your phone or respond to that email on the weekend or anytime after 5 p.m.

Challenge yourself not to "impress" by being in "work mode" when you aren't required to be - and work instead on mindfully switching into holiday vacation mode.

How might your mood change? Your stress level? Your responses to those around you?

How might you be able to practice being more present, and therefore feeling more restored, during this time off?

For inspiration, here’s the real OOO auto-reponder the Technically Spiritual team will be using this year:

Hi there,

Thanks for your message! I am currently out of the office until [date] taking a much-needed mental health break. I hope during this holiday season you are also able to take the time you need to rest, recharge, find joy, relax, and anything else your heart calls for. In doing so, we set ourselves up to enter 2023 feeling rejuvenated and ready to strive towards healthy goals with purpose.

I will respond to all messages upon my return to the office on [date].

Warm holiday wishes and with gratitude,
Prerna

Notice how the dates are set, and it’s an auto-response, so there’s no guessing as to what I’m doing, when I’ll respond, and the pressure to be responsive is fulfilled automatically. Notice, also, that I do not compromise on my own boundaries out of obligation, such as saying “but I will still be occasionally checking email” or “If it’s urgent, please call…”.

Additionally, we can practice these boundaries in our day-to-day, not just holidays and vacations, by having the same mindfulness with our email signatures and auto-responses that go out after contract hours (after 5 p.m., on weekends).

Here are a few examples we've actually seen in the community:

Example 1

Dear Friends,
I hope this finds you well! In an effort to honor time and communicate more effectively, I will have office hours each week on Thursdays 10-1pm ET. During this time I will respond to email correspondence and follow up with students. If there are timely requests, simply write TIMELY in the subject of your email. I appreciate your co-operation and patience.
Warmly,
 

Example 2

In an effort to become more Mindful + Present, I will be checking email @ 10am and 2pm (M-F). Expect a response to emails within 24 to 48 hours. If this is an emergency, please call my cell @ xxx-xxx-xxxx

Example 3
Sincerely,
[name]
Disclaimer: I check my email at 8a and 4p M-F. If you need a response sooner than those set times, please follow up with me via phone. I recognize that everyone has their own working schedule. Please note that I do not expect a response from you outside of what you define as your work hours/day, unless otherwise requested.

If you are taking time away, lean into it. Be away. Be present. Be disconnected from your usual responsibilities – because you deserve to.

And lastly, for those of you that may not have any time off for the holidays, we'd like to remind you that you can always re-center, ground, and take time for yourself through a mindfulness practice like journaling or meditating.

Whatever your December looks like, we hope it's filled with love, joy, and some rest.

Happy Holidays!