Administrative Assistant's Update - sample

7 Administrative Assistant's UPDATE Shine in your absence: Out-of-office dos and don'ts By Julie Blais Comeau Whether you are sick, on vacation, or leave to care for a family member, your out-of-office autoresponder email informs of your absence. Just like your everyday emails, your voicemail messages and your social media posts, this communication contributes to the perception others have of you. Make sure to shine at work even in your absence, by following these dos and don'ts for your out-of-office messages. 1. Indicate your absence dates in the subject line. "Absence alert – Vacation from (date) to (date)." Start by stating the obvious. Many will take note of your absence without clicking in your email for the comple- mentary info. If possible, to leave organized and return productive, add buffer days be- fore and after your out-of-office days. 2. Stay professional. No "Holà," "Aloha" or funny mes- sages. You may be misunderstood. "Gone skiing for the Family Day long weekend and will return my messages on Tuesday" is succinct and to the point. It also gives insight into your interests and may be an opportu- nity to connect further. Do not add, "I'm sorry I missed your email." You are probably not at all sorry. Your reader may per- ceive this cliché as insincere or even sarcastic. Don't mention how much you need the break, nor how much better you will be at your job when you get back. You should always be at your best at work. 3. Show your confidence in your replacement contact. "Should you require immediate assis- tance, please contact my trusted and very capable colleague…" This sets a positive tone, reassures and will make your substitute smile. Give complete contact information: name, title, telephone number, email address and hours of availability. Ide- ally, list two contact people. Make sure that they are aware of ongoing issues and possible scenarios. 4. Invite the other to communicate with you on your return. "Please call, or email, me as of (date)". This tip minimizes the number of messages that you will have to reply to as soon as you get back. Even if you have remote email access, it is best not to mention it. If needed, your absence contact can relay that information. 5. Finish with a complimentary close and add info. Omitting closure could be perceived as being inattentive or too eager to leave. If you have a blog, a tip sheet or have an activity that your reader could benefit from, state it. "I look forward to serving you upon my return. In the meantime, enjoy these tips (hyperlink) or make sure to register for this event (hyperlink)." 6. Return, ready to work. Prioritize your messages and respond promptly. Lastly, if you were on vacation refrain from these annoying habits: • Don't mention the number of emails in your inbox. • Don't come back in "holiday" wear. • Don't say how tired you are from jet lag or too much "vacationing." • Don't even think about sending your pics to everyone in the office. Invest a few minutes in your out-of- office message and let it work for you and your reputation. Julie Blais Comeau is Chief Etiquette Officer at etiquettejulie.com, a firm dedicated to teaching the interpersonal skills necessary to professional success: client service, business etiquette, international protocol and cultural intelligence. She is a professional speaker, author and media collaborator. Book your free 20-minute brand alignment with Julie – julie@etiquettejulie.com and shine at work. The art of timing Timing is an art. To gain insights into your own timing, read best-selling author Daniel H. Pink's new book, When: The Scientific Secrets of Perfect Timing. It reveals how we can use hidden patterns of the day to build the ideal schedule, how we can turn a stumbling begin - ning into a fresh start. The book draws on research and data from psychology, biol- ogy and economics. Julie Blais Comeau

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