Staying Connected: A Reminder on Reporting Absence

Clear and consistent communication is one of our core values at GracoRoberts and it’s especially important when we’re away from the business, whether planned or unexpected.

As a reminder, all team members are expected to report their absence and set an Out of Office message whenever they are unavailable, including PTO, sickness, business travel, or extended time away from email.

Why this matters

Using clear absence communication helps us:

• Ensure customers and colleagues aren’t left waiting for responses
• Redirect urgent work quickly and appropriately\z
• Maintain professionalism and consistency across all our brands
• Support one another by setting clear expectations when someone is unavailable

Good absence communication protects our teams, our workflows, and our customer experience.

Use the standard templates

To make this easy and consistent, please click here to view approved Out of Office templates are available for:

• PTO (with known or unknown return dates)
• Business travel or meetings
• Limited email access
• Account Services–specific coverage (US teams)

These templates ensure we share the right information every time including dates away, return timing, and an alternative contact.

Reminder: Even if you primarily communicate through HubSpot or Teams, please still set your Out of Office reply in Outlook to keep communication consistent for all audiences.

What good looks like

When you’re out:

• Set your Out of Office before you go (or as soon as possible if unexpected)
• Use one of the standard templates
• Include clear dates and an alternate contact for urgent matters
• Update your message if plans change

Thank you for continuing to communicate with clarity, professionalism, and respect for one another’s time. If you have questions about absence reporting, please reach out to your Direct Line Manager or People Services.

To see our full communication guidelines please click here.