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Our job thrives on timely communication. But when statutory holidays roll around, it’s essential to balance productivity with respect for others’ time off. Whether you’re working on a tight deadline or simply trying to stay ahead, understanding how to handle emails during holidays can make a big difference in maintaining professional relationships. Here are some dos and don’ts to keep in mind.
Dos: Setting the Tone for Professional Courtesy
- Schedule Emails for Business Hours:
If your message isn’t urgent, take advantage of email scheduling tools to ensure it lands in your colleague’s inbox during regular business hours after the holiday. This small gesture shows respect for their time.
- Use Out-of-Office Responses:
Make sure your own out-of-office reply is activated during the holiday period. It sets clear expectations for when you’ll be available and reminds others of your boundaries.
- Clarify Non-Urgency:
If you must send an email during the holiday, include a note in the subject line or body to indicate that no immediate response is required. For example: “[Non-Urgent] Follow-Up on Interview Schedule.”
- Acknowledge the Holiday:
Start your email with a considerate message, such as, “I hope you’re enjoying the holiday. Please don’t feel pressured to respond until you’re back at work.” It’s a simple way to show empathy.
- Be Mindful of Time Zones:
If you’re collaborating across regions, keep in mind that not everyone shares the same holidays. A thoughtful mention like, “I understand it’s a holiday for you—please respond when convenient,” can go a long way.
Don’ts: Avoiding Common Pitfalls
- Don’t Expect Immediate Replies:
It’s important to respect your colleagues’ time off. Avoid language that implies urgency unless it’s absolutely critical.
- Don’t Overload Inboxes:
Consolidate your thoughts into one clear email instead of sending multiple messages. This reduces unnecessary clutter when your colleagues return to work.
- Don’t Assume Universal Observance:
Remember that not everyone celebrates the same holidays. Be inclusive and neutral in your language—for example, avoid phrases like “Hope you had a great Christmas” unless you know it’s applicable.
- Don’t Send Emails at Odd Hours:
Notifications during late-night or early-morning hours can be intrusive. Use scheduling tools to avoid disrupting your colleagues’ personal time.
- Don’t Forget to Check Out-of-Office Notices:
Before reaching out, scan for any out-of-office messages from your contacts. This will help you manage your expectations and prioritize your follow-ups.
So, as you navigate the next holiday season, remember: a little planning and courtesy go a long way. Let’s keep the lines of communication open—but always with a dash of kindness.
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