The Goldilocks Theory of Out-of-Office Messages

Out-of-office messages are a common practice in today’s workplace. They inform colleagues, clients, and partners that you are unavailable and provide an alternative contact in case of urgent matters. However, finding the right balance in crafting these messages is crucial to maintain professionalism while also being informative and friendly. This is where the Goldilocks Theory comes into play.

What is the Goldilocks Theory?

The Goldilocks Theory, also known as the Goldilocks Principle, is a concept derived from the children’s story „Goldilocks and the Three Bears.“ In the story, Goldilocks tries three different bowls of porridge, three chairs, and three beds before finding the one that is „just right.“ The same principle can be applied to out-of-office messages, where the goal is to strike a balance between being too formal, too casual, and just right.

Too Formal

An out-of-office message that is too formal may come off as cold or impersonal. Phrases like „I am currently out of the office and will not be able to respond to your email“ can make the recipient feel like their message is not important. Additionally, using overly professional language can create a barrier between you and the person trying to reach you.

Too Casual

On the other end of the spectrum, an out-of-office message that is too casual can be unprofessional and give the impression that you are not taking your work seriously. Using emojis, slang, or informal language like „Gone fishin'“ may cause confusion or concern for the sender, especially if the matter is urgent.

Just Right

The key to a successful out-of-office message is finding the right balance between formal and casual. A just right message should be clear, concise, and professional while also conveying a friendly tone. It should inform the sender of your absence, provide an alternative contact if needed, and set expectations for when you will be returning.

Tips for Crafting the Perfect Out-of-Office Message

Here are some tips to help you create a Goldilocks-approved out-of-office message:

• Start with a polite greeting and thank the sender for their email.
• Clearly state the dates of your absence and when you will be returning.
• Provide an alternative contact in case of urgent matters.
• Use a friendly tone while maintaining professionalism.
• Avoid using jargon or technical language that may confuse the sender.

Conclusion

By following the Goldilocks Theory of out-of-office messages, you can ensure that your colleagues, clients, and partners receive a professional yet friendly response while you are away. Remember to find the right balance between being too formal, too casual, and just right to leave a positive impression and set clear expectations for your return.

FAQs

1. Should I include my reason for being out of the office in my message?

It is not necessary to include the reason for your absence in your out-of-office message. However, if you feel comfortable sharing this information, you can do so. Just be mindful of sharing too much personal information.

2. How often should I update my out-of-office message?

You should update your out-of-office message whenever your availability changes. If your return date is extended or if you have a new alternative contact, make sure to update your message accordingly to keep your colleagues informed.

3. Can I set up an automatic reply for my out-of-office message?

Yes, most email providers allow you to set up an automatic reply for your out-of-office message. This feature is convenient for ensuring that anyone who emails you during your absence receives a timely response with the necessary information.