Out-of-office (OOO) messages are often seen as a simple administrative task—an automatic reply that lets people know you’re away. However, with a little creativity and intention, these messages can become powerful tools for promoting belonging, diversity, equity and inclusion (BDEI) in the workplace. By using OOO messages thoughtfully, leaders and employees alike can reinforce the importance of BDEI values within their organizations and beyond. This blog post will explore how to craft OOO messages that support and highlight diversity and inclusion, with practical examples to get you started.
Why use OOOs to promote BDEI?
- Setting the tone: Your OOO reflects your personal and organizational values. By integrating BDEI themes, you signal that these values are a priority, even when you’re not in the office.
- Leading by example: When leaders use OOO messages to promote BDEI, they set a standard for others in the organization to follow. This simple action can encourage a broader culture of inclusivity.
- Raising awareness: OOO messages are read by colleagues, clients, and partners. Including BDEI content can raise awareness and encourage others to engage with these important topics.
- Normalizing inclusive practices: Regularly using inclusive language and acknowledging diverse perspectives in your OOO messages helps normalize these practices in everyday communication.
How do you craft OOOs that promote BDEI?
Acknowledge diverse holidays and observances – Recognizing and honoring diverse cultural, religious, or social observances in your OOO message is a meaningful way to show respect and raise awareness. This approach not only acknowledges the rich diversity within your organization but also educates others about various traditions.
Highlight commitment to BDEI initiatives – If you’re attending a BDEI conference, training, or event like Pride which are usually held at various summer weekends in several European cities, mentioning it in your OOO message not only highlights your personal commitment but also showcases your organization’s dedication to continuous learning and improvement in the area of diversity and inclusion.
Support inclusive language – Using inclusive language in your OOO message sets a standard for communication within your organization. This can include using gender-neutral greetings, sharing your pronouns, and ensuring that your message is respectful and considerate of all audiences.
Encourage engagement with BDEI resources – You can use your OOO message as an opportunity to share D&I resources, such as links to articles, videos, or upcoming events. This not only reinforces your commitment to these values but also encourages others to engage with the material and reflect on their own practices.
Promote a diverse team – Your OOO message can also be a way to showcase the diversity within your team. By directing inquiries to colleagues who bring varied perspectives and experiences, you emphasize the value of diverse contributions and ensure that people feel represented and included.
Some examples
So how should you write your OOO? Below are some examples:
Hello,
[Your Position]
[Your Company]
Subject: Out of Office: Celebrating Pride weekend
Hello,
Thank you for your message. I am currently out of the office from [start date] to [end date] to celebrate Pride weekend, a time to honor and support the LGBTQ+ community. During this period, I will have limited access to email, but I will respond to your message upon my return on [return date].
For any urgent matters, please reach out to [alternative contact name] at [email/phone number]. They’ll be happy to assist you.
Wishing you a joyful and inclusive Pride!
Warm regards,
[Your Name]
[Your Position]
[Your Company]
Subject: Out of Office
Hello,
Thank you for your message. I am currently out of the office from [start date] to [end date] and will respond to emails upon my return on [return date]. During this time, my colleague [alternative contact name] (they/them) is available for urgent matters and can be reached at [email/phone number].
Best regards,
[Your Name] (she/her)
[Your Position]
[Your Company]
Subject: Out of Office: Learning and growing
Hello,
I’m currently out of the office from [start date] to [end date] to focus on personal growth and learning, particularly around diversity and inclusion. I encourage you to explore [link to a D&I resource] during this time. I’ll be back on [return date] with fresh perspectives to share.
For urgent matters, please contact [alternative contact name] at [email/phone number].
Thank you for supporting our commitment to fostering an inclusive and equitable workplace.
Best regards,
[Your Name]
[Your Position]
[Your Company]
Subject: Out of Office: The team’s got you covered!
Hi,
I’m currently out of the office from [start date] to [end date], but our diverse and talented team is here to support you in my absence. For specific needs, please reach out to [alternative contact names] at [email/phone numbers]. Each of them brings a unique perspective that will ensure your questions are handled with care.
I’ll be back on [return date] and look forward to reconnecting then.
Warm regards,
[Your Name]
[Your Position]
[Your Company]
In other words
Out-of-office messages are more than just automated replies—they are opportunities to reinforce the values that are important to you and your organization. By thoughtfully incorporating BDEI elements into your OOO messages, you can promote a culture of respect, awareness, and inclusivity. Whether it’s acknowledging diverse holidays, using inclusive language, or highlighting your commitment to BDEI initiatives, these small gestures can make a significant impact.
What now?
So what can you do differently today? Here are some suggested micro-actions:
- Review your calendar: Identify any upcoming BDEI events or observances that you can incorporate into your OOO messages. If you don’t have one yet, check out the Good Comms BDEI calendar here.
- Update your templates: Create a few BDEI-focused OOO templates that you can easily customize for different occasions.
- Lead by example: Share your BDEI-focused OOO messages with your team and encourage them to do the same.
By integrating these practices into your communication strategy, you contribute to a workplace where BDEI are not just written values, but actions that everyone can see and follow.#
