9 Tips How You Can Use a Text Messaging Platform to Communicate Within an Organization
Use these tips to help you use text in your organization.

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9 Tips on How You Can Use a Text Messaging Platform to Communicate Within an Organization

Upgrade your communications: use a text messaging platform to communicate within an organization. Most organizations try to get by using group texting to communicate with employees. But at least one bad experience with that lets you know that’s not a good idea. Constant bombardment by text messages that don’t matter to you – namely other employee responses – is frustrating. What if your organization text messaged employees without annoying them?

Several good text messaging platforms exist for your organization to text message with employees without group texting them. Broadcasting refers to mass texting, which differs from group chats. Basically everyone gets the message at the same time, but the message sends to each employee’s phone individually. And if they reply, only the sender gets it.

Handling responses to text messages

Although this presents another problem that you need to overcome by searching for a good text messaging platform: combing through responses. Make sure you choose a text messaging platform that handles responses in an organized way, especially if you text large groups of employees. Make sure to look at organization when you’re shopping around for the perfect text messaging platform.

Once you find the perfect text messaging platform to communicate within your organization, you’ll need to make sure you follow these nine tips on how to streamline your approach and make sure you’re using the text messaging platform to its greatest potential.

Tip #1: Separate employees by tags

The sign of a good text messaging platform: the ability to tag opted-in employees with as many tags as you need. First, tag employees by the department they work in. Second, give a second tag to the employees who need more than one tag. A text messaging platform that allows multiple tags per individual is the one for you. If an employee works on multi-department projects, they need more than one tag. Create one tag that delineates this and another for their personal department, so when you text message them, you text message the right person.

mass text messaging app- tags

Tip #2 Have one employee dedicated to sending (and reviewing) text before they are sent

One employee needs to be in charge of using the text messaging platform in order to streamline text messages sent out. Plain common sense tells you this; you don’t want a message sent twice. Plus, if an employee, say a department head, wants to send a text message to the employees in their department, they let the person in charge of the platform know. This person drafts the text message and runs it by the department head. Simple as that.

Tip #3: Make sure you're texting what needs to be texted

Some things are better sent in an email and some things are better sent as a text. For example, it’s really important to not put a large amount of text in a text message. If it’s hard to read on a phone, just send an email.

Things to text: meeting reminders, scheduling updates, or any other crucial or time sensitive information. Include links to map directions, a PDF of a meeting agenda, an image, or whatever you want. 

Tip #4: Make sure all employees in your organization are opted-in

Simple as that. Opting-in is an easy process when you’re using a text messaging platform. The first text that you send an employee asks them to opt-in. Then, you text message them. Legally you can’t include people in a mass text message using a text messaging platform if you don’t have their consent. Treat opt-in like any other part of the workplace. If you’re working here, you need to opt-in so you’re in the loop. 

Screenshot of TextSanity's opt-in message for mass text messaging

Send an opt in request to all employees at once. Or use a keyword campaign to opt them in.

Screenshot of TextSanity keyword campaign asking about candidates for office

Tip #5: Make texting a part of your organization's culture

You want to make texting so ubiquitous in your organization culture that it’s used as a formal communication method. Just as you expect each employee to set-up and use their email account, so to expect employees to opt-in and check their text messages from your organization. Make it part of the new employee orientation. Make sure that these individuals know that your organization uses text message as a primary means of communication.

Tip #6: Don't send too much information in a text message

Most text messaging platforms are set up to add links and attachments to your text messages. Make sure you use these capabilities! Send short messages. Give your employees a break. The point of communicating with text message within your organization: give employees important bits of information that sending in an email becomes ridiculous. Send sweet, simple, and to-the-point texts.

Screenshot of TextSanity's links and attachments page

Tip #7: Be consistent

There is nothing worse than not knowing when important information is coming and waiting around for it. Don’t do this to your employees. Text employees at regular times or intervals throughout the day or workweek. This way important text messages aren’t missed. Of course if you need to send an important text at an irregular time, that’s fine.

Scheduling text messages makes your life a lot more simple. Some text message platforms even offer a calendar of scheduled messages. Calendars typically populate when a new text messages is  set-up. If you know what text messages need to send, go ahead and plan them out. It saves you so much time and headache in the future when things get busier.

Screenshot of TextSanity's broadcasts calendar

Tip #8: Have your organization's administration on board with text messaging

Here’s the deal, if the top employees don’t use it, the rest of the employees won’t. Make sure your organization’s top management uses text messaging to communicate. Employees learn by example. They’ll certainly notice if management uses text messaging within the organization. Make text message a part of your organization’s culture. It’s essential!

Tip #9: Be sure to update any scheduled messages when updates are made

Don’t make the mistake of sending outdated information. Check your scheduled text messages for accuracy after meetings where things change or update. It’s better to check your scheduled text messages early and often than send a follow-up text message to ignore the original message. It’s not only unprofessional, but confusing to employees. And of course you’ll make mistakes, but stay vigilant.

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Choose TextSanity as your text messaging platform

Possibly the best web-based text messaging platform: TextSanity. TextSanity offers all the tools you need to start using text messaging to communicate within your organization. So check it out for yourself. See what we have to offer your organization. And, as always, our customer service is here to answer questions and help you set-up and use your account every step of the way.

Carrie Duford is the editor in chief for TextSanity. As a meat-eating outdoor enthusiast who loves to volunteer in her community, she loves finding time to go on daily runs and hikes. Find her on LinkedIn.