The Ultimate Guide to Leveraging Internal SMS to Streamline Staff Communication

Alexa Lemzy April 29, 2021
Remote communication with staff using iMac

Companies ignore the value of communications at their peril. The pandemic has caused an unprecedented turn to remote work, making effective communications a top priority for business success.

Internal SMS texting is low cost, easy to set up, and boasts almost no learning curve. There is no better way to keep your staff connected. SMS is ideal for businesses that do not have the means to support communication apps on every device.

According to a study by SHRM, texting is the preferred contact method for U.S. adults under the age of 50, and 91% of people say they prefer texting over voicemail.

Around 80% of us text at work and 70% of employees prefer texting over other digital channels.

Why Use Internal SMS Messages?

The average worker spends about 56 minutes per day looking at their phone.

Businesses should leverage this habit rather than limit it. When you send an urgent SMS message, it gets read!

how long employees spend time in mobile device Source

Although businesses have a wide range of communication channels to choose from, why require your team to learn a new app? After all, they already carry a device created for that purpose in their pockets.

SMS is the ideal internal communication tool. It is cost-effective and takes minutes to learn. This is where mobile devices and SMS come into their own.

Communicating using SMS comes with several benefits:

  • No running costs, instead only pay for the texts you send.
  • All cell phones can receive/send text messages.
  • No learning curve.
  • Unlike email, text messages rarely go unread.
  • Your employees don’t need to be online to receive a message.

Because of these benefits, there are many ways a team can use SMS:

How Do Organizations Leverage Internal SMS for Efficient Staff Communication?

Organizations use internal texts to share operational updates or send reminders and alerts.

This is because most people open their text messages within the first five minutes.

How to Set up an SMS System for Employee Communication?

Internal communication

To set up an internal SMS, you need a text messaging provider. When you have this, you can import employee numbers from your database and create mailing lists.

4 Steps to Setting up an Internal SMS:
1. Define the Purpose of Your SMS

To get started with an internal SMS provider, first, you need to know how you will use texting.

Examples of internal SMS usage:

  • Sending reminders and notices.
  • Automating internal alerts and updates.
  • Contacting offsite workers.
  • Reaching job seekers discreetly.
  • Stock tracking and reordering.
  • Security alerts in case of lockdown or evacuation.
  • Collecting feedback.
2. Find the Right SMS Service Provider

There is a range of SMS providers from which to choose. Factors to consider depend on your plans. For example, if you will use text to send urgent alerts, make sure your provider offers text tracking that confirms employees have seen the message.

Whatever your needs, there are some features you should always look for. Besides a simple interface, you can access from any device, always consider reliability and coverage. This is especially important for firms with a remote workforce, which need to track their employees with dedicated employee monitoring software, while providing tools and software for effective staff communication.

The ability to create and edit templates is useful for many needs, particularly automated messaging. Finally, always research the data security of any communications provider.

Once you’ve chosen the right SMS provider, it’s time to make your staff ready for the new communication policy.

3. Spread the Word

Let everyone know how to use the internal SMS service.

Demo the features teams will need and send tests to avoid future errors.

For employees who will not be using the app itself, send an introductory text to explain how internal SMS will impact them. This might include the keywords they can use and who they can talk to about the system.

4. Build Templates and Set up the Automation

Enable updates, reminders, and alerts with templates, limiting the need for you to be involved in each step of the process.

Creating a template for each type of message you will send saves time and sets a consistent tone for future texts. These allow you to send text messages for any situation in seconds, enabling a wide range of SMS texts to boost employee engagement and organize teams.

The ability to track results is a key component of any new system, as is gathering employee feedback. Assessing the impact of your texts is vital to finding a style that works for your team.

SMS Features Supporting Internal Communication

Business texting apps like TextMagic offer several features which are particularly valuable for use in internal communication. Finding an SMS provider with these functionalities will get the most out of texting within your business, as they are key to automating your SMS communication:

  • Custom mailing lists: These let you group employees for texting.
  • Email to SMS: Email-to-SMS unifies email and text channels.
  • Zapier integrations: These connect to other business systems, allowing a range of automation uses.

Put These Insights into Action and Supercharge Your Communication

Internal SMS can be a major boost to your communication. Texting is an easy and concise way to get fast responses and send important alerts. It can automate many tasks, freeing your time for other pursuits.

Alexa Lemzy


Customer support person. Interested in customer success, growth, marketing and technology. Passionate about content, reading and travel.

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