Is your Out-Of-Office message losing you business while you're out of the office?

Why even bother with an automated out-of-office e-mail message?

As you think of reasons, let's roll into the blog post.

I received this message recently:

I am out of the ffice on business and have limited access to emails.  I will return on MArch 12.

That was the entirety of the message.

First, let's discuss the typos...

Is this an example of your attention to detail?  If so, then perhaps I'm glad I am not currently using or referring your services.  Or, if I am, you just lost some credibility in my eyes. 

Even without the typos, there is plenty more to dislike.

1) It's all about you.  If you know me, you've heard the following rule: Never start any communication with the word 'I.' Not saying you need to add the insipid "Your e-mail is important to me..." beginning, but perhaps there is another way to start this auto-reply?

2) I received this on May 4th.  Did he mean "May 12" or did he not revise the auto-reply before re-enabling it? I'll never know. However, May 12th is a Saturday, so I have a good guess.

3) Sucks to be me. OK, I now know you are away.  What should I do if I need something from you or your company during this period? I guess I can call the main line (painful … and not part of your auto-reply, so I have to hunt even for that) or hope you find time to reply during your limited access. In either case the e-mail only serves to solve #1 below.  Not very useful.  And not at all customer-centric.

Amazingly, many out-of-office messages have typos.  And some really bad ones.   I've seen the word 'business' misspelled by a business advisor. I've seen the company name misspelled. (This is more common than you might think.) And, more often, I've seen out-of-office messages that were clearly written for a previous absence, since the dates are old or apply to a prior year.

Tip #1: Proofread your messages!
Tip #2: Check the dates on your calendar.

Now back to the original question:  Why even bother with an automated out-of-office message? 

Here are the top two things your message should communicate to the recipients:

1) Do not expect a fast reply, and 

2) Here's what you can do in the interim.

If your out-of-office message fails to deliver both of these, then you should strongly consider revising it.

And here's a third:

3) Even though I am out-of-the-office, you are smart for using/hiring us. 

Some people add a 'why' or 'where' to the message, such as "...presenting at..." or "...helping a client with..." This shows they are active and/or attentive.

Some others add the heart-warming "...family vacation..." mention.  A recent one I received let recipients know he was taking his daughter on a tour of colleges, which made me think very highly of him. Others might be annoyed, but I thought better of him and it gave me something to talk to him about when we communicated next.

On the plus side, I've read some strong out-of-office messages that either made me laugh or were written in a way that made me hear the sender's voice.  That being said, some read like small novels and, well, that can be hit or miss.  Especially if the banter buries the "Here is who you can contact in the meantime" portion.

Perhaps there is a chance to show some creativity, as you might do with your voice mail message?

To end: Your out-of-office message is your representative while you are away.  Think of what you want it to communicate while you sip that Mai Tai or slide your rollercase into the overhead bin.

At least, fix your typos and let me, your potentially important client or prospect, know what I can do in your absence.  

  

Don't Give Up On Your Blog (or Your e-Newsletter) Just Yet.

Tracking your readership is the easy part. Tracking your impact? Not so easy.

Your blog seems to get decent viewership, but has almost no followers and the only comments seem to come from SEO firms and spammers promoting E.D. pills or Russian brides. Your e-newsletter gets good opens and acceptable click-throughs, but, to outsiders looking in, it looks very much like a one-way street.

Should you give up? No. Not based on a lack of comments, anyway. At least not a lack of public comments.

Take heart from the following unsolicited comments from readers of two separate clients' efforts:

"Nice job David, I appreciated your insights and content this month especially."

(Not edited since I had permission to post. In fact, the "David" here, David Spitulnik, Managing Director of Blackman Kallick's Strategic Services Group, specifically asked me to create this blog post.)

If you looked at the Strategic Service's blog, you might wonder if anyone was actually reading it. But instead of judging its value by the number of comments you see, simply ask the author if he is getting any reaction or seeing any value. Actually, no need for you to pester him. David sent me a message after his most recent post: "Not sure what it is, but I have received more direct feedback this month than usual. One of them being a 'saw this note and passed it and your name along to a friend who needs help with succession planning.'"

And here's another unsolicited comment, in response to a different client's e-newsletter.

"Enjoyed your newsletter. Very interesting. I wasn’t aware of the _____ deal. We regularly have clients who are preparing their _____ but need to improve _____. I will be happy to send these folks your way."

Sounds just like the type of impact anyone would want from their efforts!

And, wait a second... let's go back to David's note. Did he say "direct feedback?" Let's consider that comment for a minute.

I'm frequently the voice of reason (against type, I know) when it comes to blogs and e-newsletters. My advice is often: Be patient. Build it slowly. Trust in your voice, your message and your readers. They'll come around.

Oh, and don't expect that you'll receive a Huffington Post-level comments. What makes you think you should receive that number of comments to your posts? More to the point: Why do you even want that?

Of course interaction is nice (like a pat on the back or the sound of a tree falling in the proverbial forest), but that's not how you should judge your blog or e-newsletter.

So, how should you judge it?

Don't ask me. Take a look back at your marketing plan and see why you created the blog or built the e-newsletter. If you are not realizing those specific goals, then do turn it off. If you don't know why you created it, then either turn it off or, quickly, come up with some goals. And then measure your success by those goals.

All that being said, if your goals included a specific number of comments to your every post, then you should change your goals and better manage the expectations of those judging the time (and money) you sink into these efforts.

But wait a second... am I really saying that you should simply trust that the blog is working?

No. Not at all.

If you are seeing no engagement (readership, click-throughs, etc.) then you can't be having any impact … and you need to charge course, since there is no there there. But if you are seeing decent engagement levels, and feel discouraged by a lack of public comments, then stay the course for a while longer.

What I am saying, simply (and admittedly not very succinctly), is not to judge your efforts solely by comments, but to look for other proof of engagement and impact. Such as direct feedback. Or people starting conversations with you based on what you wrote.

And I am also telling you not to judge other people's blogs by the number of comments. Judge them by the value of the content.

To end: Take heart and take your time. Building thought leadership takes patience and persistence.

Happy blogging.