You’re brushing your teeth. Your phone buzzes. It’s your boss.
You’re making dinner. Ping. Still your boss.
You’re in bed, face mask on, finally relaxed. Ding. Guess who?
If your boss seems to believe that email has no off-switch, you’re not alone. In today’s hyper-connected world, the line between “at work” and “off-duty” can blur fast—especially when the person you report to sends messages like they’re powered by espresso and insomnia.
So how do you handle a boss who emails at all hours without either losing your mind or your job? Here’s a practical (and slightly humorous) guide for office managers navigating the 24/7 ping life.
1. First, Breathe. Then Check the Time Stamp
Before you panic at that 11:42 p.m. email, ask yourself: Is this urgent, or is my boss just a night owl with a caffeine problem? Some bosses treat their inbox like a personal to-do list, firing off emails when they think of things—not necessarily expecting immediate replies.
If you’re not sure, try this golden rule: unless it says “URGENT,” “HELP,” or contains a fire emoji, it can wait until morning.
2. Use Humor to Set Gentle Boundaries
Sometimes, a little lighthearted honesty goes a long way. Try this in a conversation or quick message:
“Hey, just a heads-up—I saw your email at 1:15 a.m., and my cat judged me for checking it. Just so you know, I’ll usually respond first thing in the morning unless it’s something on fire!”
It lets your boss know you’re attentive, but also human. Bonus: your cat makes a great scapegoat.
3. Use Tools That Work for Both of You
If your boss tends to write late-night emails just to get thoughts out, suggest they use the “schedule send” feature. Most email platforms (like Gmail and Outlook) allow you to write now and send later.
Phrase it as a tip:
“I just discovered the schedule-send feature—game changer! That way you don’t have to hit send at 2 a.m. unless you really want me to dream about spreadsheets.”
4. Clarify Expectations
If the late-night emails start creeping into expectation territory (“Did you get my message last night?”), it’s time for a quick check-in.
Say something like:
“I want to make sure I’m meeting your expectations—should I be monitoring emails outside of office hours, or is it okay if I tackle those first thing in the morning?”
This shows you care about doing a great job, while also nudging the conversation toward sanity.
5. Set Up Smart Notifications
Let’s be honest—you don’t need to be woken up by a reminder to reorder coffee filters. Use your email or phone settings to mute non-urgent messages outside work hours or only allow certain contacts through. If you need to keep alerts on for emergencies, filter your boss’s emails into a separate folder so they don’t interrupt your dinner unless truly necessary.
6. Lead by Example with Your Own Emails
If you’re replying to messages late at night, it reinforces the always-on culture—even if you don’t mean to. Use scheduling tools yourself to model boundaries, and give your boss permission to do the same.
7. Accept That You Can’t Change Their Sleep Schedule—Only Your Response
Some bosses will always be pinging into the void at midnight. That’s their choice. Your job is to protect your focus, your rest, and your mental space so you can be the strong, organized, and mostly-sane office manager they rely on during the actual workday.