Communicating with Employees via Text

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Unread emails are more than just pesky, they're problematic. Ensure your employees receive and read all important correspondence with texting.

Over the last few years text messaging has become a popular tool for recruiters on the hunt for new talent. Your SMS efforts shouldn’t stop after the on-boarding process begins. 70% of professionals believe that texting should be used for inter-office communication. It’s time to trade up your unanswered emails, Slack messages, and Gchats for the space where communication is always happening: your cell phone.

Texting at Work

As much as we’d like to believe that everyone’s time at work is spent working, that’s unfortunately not the case. A survey conducted by staffing firm OfficeTeam found that employees spend about 56 minutes per day using their cell phones for personal business while at work. Instead of just ignoring this reality, smart managers can capitalize on this trend and turn the cell phone into a tool for communicating valuable, time-sensitive information to employees.

How to Text Your Employees

As some of our partners in human resources have taught us, text messaging with employees is possible, but has to be handled properly and legally. 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 (enabled by our multi-user access feature). But more importantly, texting your employees gives your messages the attention they deserve by keeping them out of spam folders, and into a location where there’s 98% guarantee that they’ll be read.

In order to keep those numbers high, here are a few tips for texting with your employees:

  • 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 non-essential or non-applicable information
  • Avoid texting employees after work
  • And finally, keep it professional! If you’re not sure how, check out these examples of professional text messages.

Examples of Internal Communications to Send Employees Via Text Message

As we 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 SMS might come in handy for employers.

HR Updates

Things like policy changes, employee benefits, or open enrollment deadlines are crucial communications. Missing out on these updates could get an employee in serious trouble. While the initial message may still be sent out via newsletter or email, following up via text is a great way to double down. This covers your bases given that emails currently sit at about a 20% read rate.

You can even create specific keywords that employees can text in to have FAQ’s addressed. This saves your HR team time and ensures your staff is always informed. Take it a step further and create templates that respond with relevant information to avoid typing the same thing over and over.

Today 10:15 AM
ThompsonHealth
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 the worst-case scenarios, it’s still important to be prepared. If there is a lockdown, evacuation any other urgent situation, reach your employees instantly with an emergency text alert.

Today 11:35 AM
MCS campus staff. We are on lockdown. Initiate protocol and shelter in place until you receive an “all clear” text from this number.

Employee Incentive

Creating a positive company culture is part of fostering a healthy and productive workplace. Ensuring your staff feels valued and appreciated results in more productivity. One study even found that happy employees are up to 20% more productive than unhappy employees!

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

Today 2:15 PM
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 find yourself needing feedback or approval from several people before making a decision. That can result in messy email threads and unclear results. Instead, send out a simple text to vote message and collect data in a much more organized way. Additionally, increase engagement in your surveys by giving employees an easy and convenient way to participate.

Today 12:31 PM
What should the theme of this year’s gala be?
A. A night in Paris
B. Mardi Gras
C. Under the sea

Today 12:32 PM
A

Shift Scheduling

Do you have hourly employees or shift workers? If so you know the damage missed shifts or short staffed events can cause. Keep everyone organized by using texting as a system for work schedules.

Today 4:09 PM
Is anyone able to 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 calls go unattended. Instead, send out quick reminders that can be viewed on the spot. For jobs where regular training or certifications are involved, set up automatic reminders to ensure nobody falls behind the curve.

Today 11:25 AM
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 your traditional office job. With some people traveling and others working from home, there’s still a need to keep your team in the loop. Texting is a great way to check in with these road warriors and ensure your dispersed workforce is on task with status updates.

Today 9:00 AM
We hope everyone enjoys this work from home Friday. Please be sure to send in your briefs by 3 pm. Text 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.

Today 2:00 PM
Marketing team, please remember to return your expense reports for the Tampa conference no later than Friday! Submit them here: http://txt.st/EXAHXU

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 mass 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 SMS experts are available seven days a week to answer any questions you may have!

Send your first message in minutes. Try SimpleTexting free for 14 days. No credit card required.

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