Should You Check Email on Vacation or Face Inbox Overload?

In today’s fast-paced work environment, finding a balance between staying connected and enjoying a stress-free vacation can be a challenge. Many workers are caught between the dilemma of checking their email while on vacation or dealing with a deluge of messages upon their return to the office. However, experts agree that constantly monitoring email during your holiday can lead to unintended consequences and wasted time.

Zachary Weiner, CEO of Emerging Insider Communications, warns that once you start checking your email on vacation, you often find yourself compelled to respond and address urgent matters. This can result in hours of unintentional work, taking away from the relaxation and rejuvenation that vacations are meant to provide.

Despite the downsides, a staggering 84% of white-collar workers still check their email while on vacation. Additionally, more than 70% are managing messages across multiple platforms like Teams, Slack, and WhatsApp, according to work-life balance consultant Joe Robinson. This constant struggle to stay on top of emails creates a tidal wave of stress and contributes to the frazzled state of many professionals.

To address this issue, Robinson recently launched an “Email Intervention Campaign” to combat the problem of “vacation email panic.” A survey conducted in April revealed that 25% of respondents had skipped a vacation to avoid dealing with an email backlog upon their return, and 34% had shortened their vacations for the same reason. An overwhelming 87% of participants supported the implementation of a company policy that disconnects employees from work-related communications outside of emergencies.

One company leading by example is the Mercedes-Benz Group, which allows employees to automatically delete incoming emails while on vacation. Out-of-office messages inform senders that their messages have been deleted. Robinson reports that 95% of survey respondents expressed support for a similar policy at their own workplaces.

Robinson advises companies to establish clear email policies that grant employees permission not to check their email while on vacation. Gates Little, CEO of altLine Sobanco, emphasizes that leadership should set the tone by refraining from answering emails while away. This encourages a healthier work-life balance and shows employees that their time off is respected.

To minimize stress and maintain work-life balance, here are some practical strategies to consider:

1. Extend your “Out of Office” autoreply: Set your out-of-office autoreply a few days before and after your vacation dates, providing colleagues’ contact details for urgent matters. This gives you a buffer to relax without feeling overwhelmed.
2. Choose an “email partner”: Select a trusted colleague who can handle emergency emails on your behalf while you’re away. Clearly communicate the scope of their responsibility, and instruct them to contact you via text rather than email for urgent matters.
3. Utilize filters: Set up filters to prioritize incoming emails. Differentiate between urgent and non-urgent messages, ensuring that important ones are addressed promptly while less critical ones can wait until your return.
4. Mute or delete apps: Silence email and messenger app notifications to disconnect from work completely. Consider removing these apps from your device altogether to eliminate any temptation to check them.

If checking email on vacation is unavoidable, follow these tips to minimize the time spent on it:

1. Set designated times: Allocate specific times during the day to check and respond to emails. This discipline allows you to stay connected without sacrificing the entirety of your vacation.
2. Limit unnecessary responses: Avoid sending unnecessary emails or one-liner responses like “thanks” and “got it.” Each email sent tends to generate more follow-up messages, which can quickly become overwhelming.

Upon your return to the office, take steps to ease back into work:

1. Focus on catching up on emails: Dedicate a few days exclusively to tackling your inbox before fully immersing yourself in other work tasks. This approach helps you efficiently manage your workload without feeling overwhelmed by an overflowing inbox.
2. Prioritize relaxation after vacations: Allocate time for employees to catch up on emails after their trips. This approach allows them to relax and recharge during their time off, knowing they’ll have dedicated time to address their inbox upon their return.

By implementing these strategies, individuals and organizations can strike a better work-life balance and alleviate the stress associated with managing email on vacation.