Guide to Using Employee Text Messaging Systems to Communicate with Employees & Staff
Employers, managers, and HR professionals need fast, immediate ways to communicate with employees, staff, job candidates, and recruits.
Email and voice have traditionally done the job, but they come with some limitations.
The problem with staff alerts and employee outreach isn’t the process. It’s about not having the right communications tools.
In this article, I cover:
What employee text messaging is
Why texting works for staff and employee communication
How to get started with an employee text messaging system
Eight ways employers, managers, and HR professionals can use texting in the workplace
How to establish an employee texting policy
Frequently asked employee communication questions
By the end, you’ll have all the knowledge you need to start sending mass text messages to employees.
Keep reading for more.
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What is Employee Text Messaging?
SMS employee communication and employee text messaging are work-related text messages. Employers, managers and HR professionals use employee texting platforms and company text alert systems for:
Job announcements and openings
Organization updates and emergency text alerts
After hours communication and texting in sick to work
Post shift openings and scheduling information
Document and information requests
Employee benefits communication
Payroll reminders and company-wide employee recognition
Why Using Text Messages to Communicate with Employees and Staff Works
But choosing the right tool for the job comes down to your employees’ communication preferences and capabilities.
So consider the following reasons why texting works for communicating with employees and staff.
1. Texting is a faster, more responsive, and scalable way to communicate with employees and staff than email or calling
It’s easy to compose a mass employee email and hit send.
But email is a crowded space. Employees spend about 28% of their day reading and responding to emails. This gives you a hit-or-miss chance of getting their attention.
And mass employee emails aren’t necessarily great for quick, short, direct, messages or getting immediate responses.
Email will always have its place for employee communication. But sending a mass text to employees can be better for large-scale, direct messaging. It’s more engaging and immediate than email, but just as scalable.
And what if your employees or staff aren’t sitting at a desk? What if they don’t have direct access to email? What if they work on a factory floor or out in the field?
Employees who don’t always have email access won’t see your message.
You could also call your employees and staff. Imagine how long it would take just to leave everyone a voice message.
But almost everyone has a text-enabled cell phone. So all you need is an employee texting app to send an instant company-wide alert to all employees.
2. Employees and staff don’t need to download a mobile app to get company text alerts
Many businesses and organizations have adopted internal team messaging apps like Slack and Microsoft Teams to keep connected to their employees.
These tools are fantastic. They do a great job of managing and organizing internal team chats.
But all of these forms of internal team communication require a smartphone, mobile app, and internet connection.
So what happens in an emergency? Or what if your employees work in places without reliable internet access? Or what if some of your employees don’t own smartphones and can’t get access to a mobile app?
This is where communicating with employees via text works. Text messages get sent over the telecommunications network, not the internet. This means texts get delivered regardless of internet connection.
And text messaging is pretty much universal on all mobile devices. Nearly everyone has a phone that’s capable of receiving text messages.
3. Text message automation makes it easy to share information
Automated text messages enable staff and employees with immediate access to information. Employee texting software also helps you automate responses and follow-ups.
All an employee needs to do is text an autoresponder keyword like “SCHEDULE”, “PTO”, “TIMEOFF”, “APPLY” or “INFO”. The response then directs them to a support resource or manager.
Automation makes texting great for things like:
Scheduling text message announcements and return-to-work notifications
Automatially reminding employees to submit their timesheets
Getting employees to subscribe to text alerts for urgent notices
Recruiting with text-to-apply and text-to-hire campaigns
Submitting time off requests or sick leave text messages
Getting instant access to benefits information and company policies
How to Get Started with an Employee Text Messaging System
Your number options often include 10-digit local phone numbers and toll-free numbers.
A local area code with a ten-digit number is the best option for interoffice text messaging. These numbers look familiar, so employees won’t disregard the message as spam.
You can also text-enable your business landline or an existing office phone through number porting. This allows you to keep your current voice provider and also send and receive texts on your main business line.
4. Upload, organize, and group your contacts
Grouping your employees based on department or position helps you to deliver more relevant messages.
It’s easy to send mass text messages out to all of your employees when you need to make an announcement. But not giving employees information that is relevant to them can be a waste of time.
MessageDesk makes it easy to import a .csv file with a list of phone numbers. Once your contacts are in MessageDesk, search and select the employees(s) or teams(s) you’d like to text.
5. Create text message templates
Ever feel like you’re typing out the exact same messages to employees and staff every week?
Employee texting platforms make it easy to save templates for frequently used text messages. You can even customize text messages with tags to auto-insert {{ FirstName }} into every text.”
6. Set up keyword-based autoresponders
When a job candidate or employee texts a keyword like APPLY, INFO, or TIMEOFF they automatically get a text.
The response could link them to an application, benefits information, or to your scheduling portal.
Once an employee texts your keyword, you can use your SMS inbox to manage conversations. You can share more info or even confirm an appointment.
7. Schedule mass text message broadcasts to employees and staff
You can also take advantage of automated text message campaigns to encourage employees to subscribe to company text alerts. Here’s how:
Feature opt-in instructions in your organization's internal newsletter.
Post signs with a keyword like SUBSCRIBE and promote your text-enabled number.
Send a text broadcast to all of your employees and ask them to save your company's number on their phones.
Try Employee Texting Software for Free
Get started with a 14-day free MessageDesk trial. No payment required. ❤️
8 Ways Employers, Managers, and HR Professionals Can Use Texting in the Workplace
Texting is an effective employee communication tool that compliments email, voice, and even internal team chat apps.
But below are some examples of how HR departments and managers can communicate effectively with texting in the workplace.
1. Job openings and organization announcements
Finding and hiring the right talent for a job is an important and ongoing organizational process.
Texting existing employees and new job candidates about positions can help fill openings faster. Texting gives you a more direct and timely way to get the word out.
Hey there {{ FirstName }}, just letting you know that we’ve had some new positions open up. Check out all the details here: {{ WebLink }}
Text-to-apply and hire campaigns are a type of auto-reply text message campaign. They allow applicants to start the application process in their own time. All they have to do is text a keyword like “APPLY” to your business number.
Applicants then get a series of auto-reply texts. These drive them to an application form or a webpage with more info.
Thanks for your interest in our open position! To take the next steps in the application process, visit our website. {{ WebLink }}
3. Payroll and timesheet reminders
You can schedule text messages to send automatic timesheet and payroll reminders before pay periods to avoid delays.
Please approve your time card before 4 pm today. Payroll will be submitted promptly at 5 pm. Thank you!
4. Open shift and scheduling announcements
Filling open shifts and scheduling is a frequent communication problem.
Having a shared SMS inbox also makes it easy to respond and verify that shifts are available or actually getting filled.
Hello everyone, just wanted to let you all know that we have several open shifts that are still available for next week.
5. Emergency text alerts
Many organizations rely on text messaging for emergency text alerts and notifications to all employees and staff.
Texting is universal and immediate. This makes it the preferred communication tool for emergencies and urgent notifications.
EMERGENCY ALERT: Please be advised of plant closure due to inclement weather.
6. Employee benefits communication
Communicating employee benefits and important dates for open health care enrollments is yet another use for text messaging.
Many organizations schedule these text messages weeks or months in advance. Their texts often include links in templates to enrollment or benefits management portals.
Hi {{ FirstName }}, this is a general reminder that open enrollment for our company health care plan will begin on {{ InsertDate }}. Visit our website for more information: {{ WebLink }}
7. Reminders and document requests
When a job applicant becomes a new employee, there’s often a lot of communication that needs to take place.
Text messages can help streamline the onboarding process with reminders and even make it easy to share documents.
Need contracts turned in, a copy of an ID, or any other documentation? Send a quick text. A simple reminder can save you time and keep you from having to track employees down.
Hey {{ FirstName }}, just wanted to remind you that all of your onboarding paperwork is due by the end of the day on Friday. We need your driver's license or social security card and returned contracts signed.
Texting can also be a great way to communicate company-wide employee recognition.
All it takes is a quick nod in a company text message update. Letting someone know that their work is appreciated can go a long way.
Hi {{ FirstName }}, great job this month! We really appreciate your positive attitude and work ethic. Keep up the good work - we appreciate your going the extra mile.
How to Establish an Employee Texting Policy
Before you start texting employees, you’ll want to consider establishing an employee texting policy.
There aren’t any explicit restrictions to texting employees. But it’s a best practice to follow general business texting etiquette and to establish an employee texting policy.
What is an employee texting policy?
An employee texting policy is a document that establishes clear guidelines and rules for texting while on the job. Employee texting policies establish consent and are tailored to the workplace environment and its organizational values.
A proper employee texting policy takes workplace hazards into consideration.
Your texting policy may prohibit texting for employees who work on a manufacturing floor or who operate heavy machinery.
There’s no one-size fits all rule for employee texting policies. But each policy should be tailored to your workplace and be consistent with its expectations.
Along with considering safety hazards, you’ll also want to consider consent. This is important for texting in general and TCPA compliance as a business.
You might establish consent from an employee by including a clause in your employment contract.
You could also verbally acknowledge that employees agree to receive texts at some frequency for work-related communications.
Texting employees off the clock
The final component of an employee texting policy sets the rules for contacting staff after hours.
Business texting is an effective communication and collaboration tool. This also makes it easier to send after-hours text messages.
Generally, you’ll want to avoid texting employees after hours unless you’re sending emergency text alerts or urgent notices.
This is because texting outside of work can be considered overtime for non-exempt (hourly) employees.
Consider publishing an after-hours communication policy to limit when you send and receive text messages. This can help set communication expectations.
Frequently Asked Employee Communication Questions
Below is a list of frequently asked questions about texting in the workplace for employers.
What are the laws about contacting employees after hours?
Can companies read text messages on company phones?
Employers may monitor personal text messages on a company-owned mobile device.
Employees of private companies should have no expectation of privacy when using company-issued hand-held communication devices. Privacy is expected for employees' personal devices.
Is it illegal to contact employees after work?
Contacting employees outside working hours is currently legal. The United States doesn’t have explicit laws forbidding employers from contacting employees after work hours.
Do employees need to give consent to receive text messages?
Per TCPA guidelines, employees don’t need to give express written consent to receive text messages.
Promotional messages are an exception. You will need an employee's express written consent to send them promotional messages.
It’s still recommended that you enforce a company text messaging policy. You’ll also want to get your employees' express written consent before sending them recurring SMS communications.
Try Employee Texting Software for Free
Get started with a 14-day free MessageDesk trial. No payment required. ❤️
Final thoughts and next steps
Ready to start texting your staff and employees? MessageDesk is here to help with smarter, simpler text messaging.