How to Message Your Entire Organization
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How to Message Your Entire Organization

Communicating messages to your entire organization can be a daunting task. You want messages to arrive promptly. Ideally, you don’t want to spend a lot of time setting up the delivery method. The more people you communicate with at once, the better.

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An intercom system might work, but there’s no guarantee that everyone is listening or at work that day. Plus, most organizations don’t congregate in just one location. There are varying shifts to consider. Verbal communication also drastically reduces people’s ability to retain information. People often don’t listen or forget.

Then, there’s the option of printing your message out and delivering it on paper. But that’s incredibly inefficient and wastes valuable time. Also, you’d be surprised by how often people “never got” the paper you handed out. How convenient!

What about email? Did you know that you can shut down your ability to email for the day if you send too many emails within a certain period? Most people never get close to that limit, but occasionally, if you’re in a role that requires an email blast, you can max out for the day. For example, Gmail has a limit of 2,000 sent emails per day.


Avoid messaging limits

But what to do if you need to communicate information to your entire organization regularly? There’s a solution close at hand: text message marketing. Use a business-level text message marketing platform to text everyone you need to. Text messaging helps you send messages you need to, to your entire organization. However, don’t start building a group text just yet.

In the same way the number of emails you send in a day has a limit, the number of people you add to a group text has a limit. But don’t worry. Text messaging is still the answer.

What you need in order to message your entire organization is mass text messaging. You won’t run into the limits you face with emails and group texts. You won’t be facing any environmental crisis when you hit send, and you won’t have to worry about who got the message or if they saw it.


Tips for messaging your entire organization

When you’re ready to begin messaging your entire organization, there are some important tips to keep in mind..

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  • Build your database: You may know that you want to message your entire organization, but that doesn’t mean you have all the contact information needed to start texting them right away. It’s important that you develop your database.

  • Get consent: People are more receptive to text messages that they agreed to receive than random texts they aren’t expecting. Plus, it’s just more respectful.

  • Be upfront and respectful: Along with consent, it’s important that you tell participants what kind of messages you’ll send and how often they can expect a text from you. Don’t deviate from this.

  • Improve your time management skills: Time management helps you achieve a desired result. Use time wisely to ensure your messages are sent at the most opportune moment. 

 

  • Keep it professional: Remember your familiarity with texting doesn’t mean this isn’t a professional form of communication. Abbreviations, typos, and emojis can all compromise the intent of your message. Avoid them to keep your messages clear.

  • Set up text message keywords: Oftentimes, people want to communicate with your organization. Be quick with your replies. Text message keywords allow you to set up automated responses sent immediately.

A mass texting service makes all this easier to understand and implement. In fact, using text messaging to communicate with your organization is incredibly beneficial.


5 benefits of mass texting your organization


1. Message readability

Texting people within your organization increases the chances people read your message. Since most people have a mobile device capable of receiving text messages, no one is left out.

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Texts are short, sweet, and to the point. If you stick to that format, your messages are likely to be read immediately by your entire organization. Disseminate information without having to gather people for a meeting.

Some tips to keep in mind to keep your messages as readable as possible:

  • Brevity: Keep texts short and concise.

  • Positivity: Keep negative feedback for in-person communication.

  • Timing: Send messages at the proper time keeping in mind that they’re delivered instantly.


2. Texting popularity

The journey from obscure idea to one of the most popular methods of communication in the world is interesting. Text message popularity transcends all demographics. It’s not just a “young people” thing.

People get all kinds of information by text. It’s so commonplace that it’s strange for information not to be offered via text message. Text messages have grown to include:

  • Appointment reminders

  • Event updates

  • Sales and advertising

  • Shipping notifications

  • Order confirmations

  • Account security and verification

Text messaging popularity is still growing. Even social media platforms are promoting direct messaging. People rather have information directly communicated rather than logging in and searching through posts. Messaging your entire organization by mass texting is also the direction you expect to see organizations trend toward.


3. High open-rates

Impressively, despite receiving more text messages, people still open and read text messages at a high rate. The majority of text messages are opened within three minutes. Plus,  90% of texts are read within 15 minutes of being received.

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People keep their phones on them constantly checking them. Conversely, email and mailboxes go days without being touched. Text messages reach people instantly. So, what’s the point of sending a message that won’t be read? Use the most effective delivery method: text messaging.


4. Low cost

Even if you realize the benefits of sending text messages, the first concern is how much it costs. Fortunately, mass texting service is affordable. It rivals the cost effectiveness of our beloved email systems, and messages are delivered faster.

Pair cost effectiveness with other benefits and mass text messaging your organization is as popular with decision makers as it is with mobile device users. It just makes sense to use an affordable tool that reaches people where they are.


5. Scheduling

Use mass texting to communicate with your organization by planning messages in advance. For example, flu shots will be administered on the 28th. Schedule a message for the 27th. It’s that simple.

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Also schedule messages about birthdays and out-of-order office equipment. Schedule messages when the information is most appropriate.

The ability to schedule messages improves communication in your organization. Good communication promotes trust, empowers people, improves cohesiveness, and reduces confusion.

Summary

Communicating information to your entire organization may seem challenging, but text messaging your organization gets information out quickly and effectively. With the benefits of texting, it’s a preferred method of communication for you and everyone else at your organization.