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How to Use SMS for Employee Communication

Learn how an SMS employee communication system lets you use text messages to ensure your team sees essential updates.

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While text messaging is an excellent tool for recruiting talent onto your team, your SMS efforts shouldn’t stop after the hiring process ends.

The fact is, in-office communication is changing (for the better). 

Did you know that the average person has 1,602 unread emails? If you’re sending out urgent updates or questions to your team over email, that could spell disaster.

Luckily, texts go straight to the one inbox that your employees almost certainly have an eye on. Americans check their phones 96 times a day on average, so I don’t think I have to spell out why SMS works best for your internal comms.

I’ll show you how to leverage the power of text messaging to improve your internal communications and connect with your employees more efficiently. 


Why Use Text Messages To Communicate with Employees?

Your team is the heart of your business, and you can’t operate effectively if you can’t communicate with them.

Yet, as more tools are developed to improve communication within organizations, leadership teams still struggle to implement change. That’s due in large part to things like:

  • Employee resistance to learning new tools
  • Reluctance to download or learn new apps
  • Too many programs and apps to manage already
  • Technology fatigue

Organizations are in need of a cost-effective solution that doesn’t require any extra training or downloads by employees. The solution is hidden in plain sight.

Texting is your best bet for internal communications because:

  • Texting costs pennies per message to send.
  • Virtually every cell phone can receive texts.
  • Texting is something familiar to everyone, resulting in no learning curve.
  • Text message inboxes are typically a space for friends and family, leaving them unsaturated by the noise that clogs email inboxes.
  • No internet is required to receive messages, making it great for on-the-go employee texting.

And even now, with fewer employees working from a traditional office space, texting serves as an easy way to keep everyone within arms’ reach at all times.

Internal SMS for Employee Communication Success Stories

📚Check out how Loretto switched their in-house SMS solution for SimpleTexting.

🩺Read all about how NHS manages its 50 locations with one SMS platform.

👷‍♂️Learn how to keep union members in the loop with text message reminders.

How to Use Text Messages to Communicate with Employees

As some of our partners in human resources have taught us, using internal SMS for employee communication is possible, but it has to be handled properly and legally. This largely means not using your personal number and making sure you have employees’ consent to text them.

That consent is very important to ensure that you stay compliant with industry regulations — and it will help you keep employee/employer boundaries in place.

Luckily, with a platform like SimpleTexting, you avoid the issue of sending a text message with your personal, private device.

All your messages are logged and secured, providing you with a permanent catalog of your correspondence. This is especially important if you have multiple team members sending messages. 

More importantly, using text messages to communicate with employees gives your messages the attention they deserve by keeping them out of spam folders, and in a location where there’s a 98% guarantee that they’ll be read.

In order to keep those numbers high, here are a few tips for employee SMS correspondence:

  • Keep texts short and to the point.
  • Respect the inbox. Don’t abuse the privilege of having their cell phone number by sending out too many texts with unnecessary information.
  • Avoid texting employees after work. This is especially true if they don’t have company-issued cell phones.
  • And finally, keep it professional

Start Texting Your Staff Today

We’re confident you’ll love how easy it is to text your employees with SimpleTexting. That’s why we let you try it free for two weeks.

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Examples of Internal SMS for Employee Communication

As I previously mentioned, the best texts to send to employees are ones that contain relevant and/or time-sensitive information. But what does that look like? 

Here are a few use cases where sending an internal communication or alert via internal SMS can come in handy for employers.

Job Opening Notifications

Recruiting goes a million miles an hour these days, which means you need a way to instantly communicate new job openings to your team. 

Texts are a perfect way to let your employees (or other jobseekers) know about new opportunities and move the hiring process along efficiently.

Hi team! We have a new Account Executive position opening today – click here to apply.

Inclement Weather Updates

I’ve mentioned texting’s fast speeds and reliable open rates. Those are invaluable tools when there’s a weather emergency looming. Inclement weather can make for a dangerous commute or a day better spent working from home.

Let your team know about dangerous road conditions, severe storms, or other weather warnings as soon as you hear about them with a quick text.

Hey team, given the ice warnings out for Ocheltree County today, we’re offering all team members the option to work from home today and tomorrow.

HR Updates

Things like policy changes, employee benefits, or open-enrollment deadlines are crucial components of employment in general, and missing these updates could get an employee in serious trouble. 

While you may still choose to send your initial message through a newsletter or email, following up via text is a great way to ensure that it gets seen and stays top-of-mind.

You can even create specific keywords that employees can text in to have their FAQs addressed. This saves your HR team time and ensures your staff has access to the answers they need. Take it a step further and create templates you can use to answer common questions without a lot of effort or brain power.

You are now subscribed to healthcare updates from Thompson! Reminder that open enrollment begins 1/1/19 and ends 1/15/19.

Security Alerts

While we don’t like to think about worst-case scenarios, it’s still important to be prepared in case they happen. If there is a lockdown, evacuation, or any other urgent situation, reach your employees instantly with an emergency text alert.

MCS campus staff: We are on lockdown. Shelter in place until you receive an “all clear” text from this number.

Employee Recognition

Creating a positive company culture is part of fostering a healthy and productive workplace, and that’s not just fluff. 

Ensuring your staff feels valued and appreciated results in more productivity. One study even found that happy employees are up to 12% more productive than unhappy employees!

For a simple and cost-effective way to boost office morale, turn to SMS. Send out kudos and acknowledge a job well done through text.

Kudos to the sales team for hitting their sales goal only 15 days into the month! To show our appreciation, pizza is on us for lunch this Friday.

Solicit Employee Feedback

Sometimes you may need feedback or approval from several people before making a decision, or you may just be looking for ways to improve your organization and aren’t sure where to start. 

Send out a simple Text-to-Vote Survey and collect data in a much more organized way. The multiple-choice structure gives employees an easy way to participate — all they have to do is reply with the letter of their answer.

What should the theme of this year’s gala be? A. A night in Paris B. Mardi Gras C. Under the sea

Shift Scheduling

Do you have hourly employees or shift workers? If so, you know how stressful missed shifts or short-staffed events can be. Keep everyone organized by using texting as an easy system for work schedules.

Send out a mass text with the shift you need covered and reach all your employees at once without the dreaded “reply all.”

Can anyone cover Ashley L on the morning shift tomorrow? She’s sick. Please reply back if you’re available.

Send Quick Reminders

Sometimes the day can slip away from us. Don’t let a meeting or phone call go unattended. 

Send out quick reminders that can be viewed on the spot (you can even integrate some platforms, like ours, with Google Calendars for automatic reminders). 

For jobs where regular training or certifications are involved, set up these automatic reminders to ensure nobody falls behind the curve.

Rick, are you still good to meet us in conference room B in 5 for the pitch?

Connect With Remote Workers

Work life in the 21st century doesn’t always look like a traditional office job. With the recent prevalence of remote work, there’s a major need to keep your team in the loop. 

Texting is a great way to check in with these remote employees and ensure your dispersed workforce is on task with status updates.

Happy Friday! Please be sure to send in your briefs by 3 pm. Text back with any questions.

Manage Accounting

Timesheets, invoices, and expense reports can start to pile up for any payroll specialist. 

Help things stay organized by sending and receiving invoices via SMS. You can also automate reminders for employees to approve timesheets and submit overtime requests.

Marketing team, please remember to return your expense reports for the Tampa conference no later than Friday! Submit them here:

What Features Does Internal SMS Software Offer?

With a text messaging service like ours, you get more than just the ability to send and receive messages.

A host of other tools and features are available to every account, no matter what you pay per month. Here are a few we think might come in hand for internal communication purposes:


Keep your employees organized by department, team, or any other helpful grouping. Send messages to one employee, a whole team, or the entire organization thanks to segments.

Segmented SMS messages for employee communication


Include a name in your messages to personalize them so your employees feel like noticed individuals. Custom fields in messages can be created to include department names, emails, birthdays, and more.

Custom field setup for texting employees

Link Tracking

When you use SimpleTexting’s built-in URL shortener, you have the ability to track click behavior. Find out who clicked (and who didn’t) and even take action based on that information. 

For example, if you sent a link with HR training materials, you can automate a follow-up message to those who didn’t click, reminding them to take a look.

Link shortener tool for tracking links in employee texts

Send Files

In addition to links, you can send files like rich media and PDFs directly in your texts.


Create an unlimited number of unique keywords for your business locations or employees that add contacts to a new list. Keywords can be used for events, special updates, and more.

Setting up a keyword for internal employee text messages


Find out exactly what your employees think and feel with a simple poll. To vote, all they have to do is reply to your message. It’s both effective and time-efficient.

Keep Your Team in the Loop With SMS

As important as it is to focus on external communication with customers, a system without strong internal communications is more of a (dis)organization. 

Sharing information with your employees via texting shows that creating an internal communications system doesn’t have to be difficult.

If you’d like to give text messaging a try, dive in with our 14-day free trial. Our internal SMS experts are available seven days a week to answer any questions you may have!

Meghan Tocci
Meghan Tocci

Meghan Tocci is a content strategist at SimpleTexting. When she’s not writing about SaaS, she’s trying to teach her puppy Lou how to code. So far, not so good.

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