Maternity is a major and happy event in one’s life, indicating a change in their status as a woman and a person. However, on the other hand, it also poses certain problems concerning effective job performance. A crucial step that should be taken in order not to disturb the workflow is to configure a maternity leave out-of-office message. This seemingly simple act is very important in preserving business relations and the workflow.
An out-of-office message during maternity leave is not just words to put on the screen; it is a communication concept. It keeps others in the organization, as well as clients and business associates, aware of your unavailability and helps to control their expectations. Through the clear identification of the period of leave and the provision of other contacts, you can minimize the inconveniences and confusion that arise. This way not only keeps the workflow but also helps to establish professional procedures, so you can have your maternity leave without the worry of work-related issues.
The advantages of having a properly written maternity leave out-of-office message are numerous. Firstly, it assists in the setting of the right expectations since you are communicating to all the concerned parties that you will not be available and when they can expect you back. This way, the people who would otherwise try to get in touch with you will not be able to do so hence they will be respecting your time. Secondly, it helps to facilitate smooth work by routing the queries and tasks to the concerned colleagues or team members to avoid any stagnation in the active projects. Lastly, it evokes your professionalism and let the other party know that you have planned for your absence and you are concerned with the progress of the project.
It is up to you how you want your out-of-office message to sound depending on the type of working environment you are in. Professional language is often used in the formal context to convey the message in a simpler and more specific manner. To create a more casual or friendly style, humor can be introduced as long as it does not affect comprehension and courtesy. This way the message is properly and effectively delivered and reinforced whereby it is consistent with the professional image of the company, while slightly infused with the personality of the sender.
Staying Connected vs. Work-Life Balance
On the matter of checking emails while on maternity leave, there is no right or wrong decision as this depends on the parents’ preferences. Some of them want to be always in touch with their friends and family even when they are on leave, while on the other hand, some don’t want to be in contact with the outside world at all. Knowing the advantages and disadvantages will enable one to make a better decision.
Pros of Staying Connected
Maintain Control
Another beneficial effect of checking emails from time to time during maternity leave is the feeling of control. Being up to date with the ongoing projects will at least make you feel that you are not a stranger in your working environment.
Avoid Email Pile-Up
To prevent the overwhelming amount of emails that pile up while you’re on leave, you’ve to check the inbox frequently. In this way, you will not face the challenge of having to manage a huge pile of emails as soon as you are back, by attending to the matters that require your attention and deleting the unimportant emails.
Cons of Staying Connected
Work Intrusion on Personal Time
The primary disadvantage of being connected is that work may interfere with the much-needed quality time with the baby. This period is very sensitive in the sense that you need to have close contact with the baby but this may be jeopardized by work.
Increased Stress Levels
Checking emails during maternity leave can lead to increased stress. The need to address work-related problems and the urge to solve something can cause stress, which also negatively affects the purpose of maternity leave, which is to relax and restore.
I wouldn’t advise you to stay connected with your work on maternity leave. It’ll affect your attention toward your health and your baby’s health, specifically, if you’re a mother.
Tips for Setting Boundaries
If you have chosen that it is crucial to check emails sometimes, it’s vital to set certain rules that will help you to avoid overworking and have a healthy work-life balance.
- Set Specific Times: Schedule certain days of the week when you will open your email and reply to the messages that you received. This helps in avoiding the seepage of work into every moment of the leave and enables the person to relax during the remaining time.
- Communicate Boundaries Clearly: Make sure that the people around you at the workplace and the clients know that you are around and willing to work. State that you’ll be able to check an email only at specific periods and that they should not expect an instant reply from you.
- Use Technology Wisely: Use of filters and auto-responses is a good way to organize your emails and control the traffic in your inbox. Configure rules to sort important messages and employ out-of-office replies to inform the sender of your limited time and the other persons they can reach.
- Prioritize Tasks: It is better to solve only the critical issues. It is advisable to delegate activities as much as possible and refrain from being engaged in unnecessary work matters.
- Unplug Completely on Certain Days: Choose the days that you will dedicate to not working at all and avoid doing any work-related activities. These days can be used for you and your baby and you do not have to worry about professional commitments.
Essential Elements of a Maternity Leave Out of Office Message
Creating an efficient out-of-office message for your maternity leave contains the following components. These components make the message clear, brief, and informative as required in laying down business strategies.
Subject Line
The subject line should also be brief but, it should indicate to the recipient that you are out of office. A straightforward subject like “Out of Office: Maternity Leave” is effective.
Salutation
First, introduce the greeting formally to develop a pleasant corporate-related theme. For instance, “I appreciate your email” or “Mr./Ms. Sender”.
Body of the Message
- State the Reason for Absence: If you are on maternity leave just inform it in brief that you are on maternity leave but you are still committed to your job. This provides context for your absence.
- Include Return Date: Specify your return date, whether it’s an exact date or an estimated one. This also assists in managing peoples’ expectations of the time at which you will be available.
- Email Checking Frequency: Indicate whether you will be checking emails during your leave and, if so, how frequently. For example, you might state that you will have limited access or will not be checking emails at all.
- Provide Contact Information for Urgent Matters: Offer an alternative contact for urgent issues. Include the name and contact details of a colleague who can handle the required chores in your absence.
Writing Styles for Maternity Leave Out of Office Messages
The tone of your out-of-office message can vary based on your workplace culture and personal style. Here are three different approaches:
Professional Style
Formality reduces the chances of misunderstandings while the choice of words aims at creating a professional relationship with the customer.
Example:
Subject Line: Out of Office: Maternity Leave
Salutation: Thank you for your email.
Body: I am currently on maternity leave and will not be checking emails regularly. I plan to return on [Return Date]. For urgent matters, please contact [Colleague’s Name] at [Contact Information].
Closing: Thank you for your understanding. I look forward to reconnecting upon my return.
Lighthearted Style
A lighthearted tone can make the message more personal and engaging, while still conveying necessary information.
Example:
Subject Line: Out of Office: Welcoming a New Arrival!
Salutation: Hello and thank you for your email!
Body: I am currently on maternity leave, enjoying some precious moments with my new baby. I’ll be back on [Return Date]. During this time, I’ll have limited access to email. For urgent issues, please reach out to [Colleague’s Name] at [Contact Information].
Closing: Thank you for your patience and understanding. Can’t wait to catch up when I’m back!
Funny Style
Injecting humor can show personality and make the message memorable, but ensure it remains professional.
Example:
Subject Line: Out of Office: Diaper Duty Calls!
Salutation: Hi there!
Body: I’m currently on maternity leave, juggling diapers and nap times. I’ll be back on [Return Date], hopefully with a bit more sleep! I won’t be checking emails much, so for urgent matters, contact [Colleague’s Name] at [Contact Information].
Closing: Thanks for your understanding. See you soon, hopefully with fewer bags under my eyes!
Tips for All Styles
No matter which style you choose, there are a few tips to guarantee your message is effective:
- Maintain Professionalism: Even if your message is lighthearted or funny, it should still be professional and respectful.
- Keep it Concise: Ensure the message is straightforward to understand. Avoid unnecessary details.
- Proofread: Carefully check your message for any errors before setting it. A well-proofread message reflects your attention to detail and professionalism.
Final Words
Creating a well-crafted out-of-office message is paramount for managing professional responsibilities during maternity leave. Personalize the templates provided to reflect your style and preferences. Wishing you a smooth and joyful maternity leave!
