How To Use Internal SMS For Effective Staff Communication

Here's a scenario: an important client just rescheduled their meeting. It's been moved from tomorrow to one hour from now— how do you let meeting attendees know? You could send an email, but there's no guarantee everyone will check it in time.

This situation, among others, is just one reason why SMS is good for internal communication.

Using SMS messages, you can instantly connect to your workforce and let them know about important and time-sensitive updates. Though there are many uses for SMS beyond this, it's particularly effective when you need to relay information as quickly as possible.

We'll cover ways you can use an SMS API for internal communication, the benefits of using internal texts, some examples of what internal messages may look like, and how you can begin using SMS to communicate internally.

Ways To Use SMS For Internal Communication

There's almost no wrong way to use SMS for internal communication. SMS can be used on a regular basis within your organization or during special events, such as fundraisers and conferences. It's suitable for both important information and non-essential updates.

You can use internal SMS across your entire organization or within one specific office, department, or division. Either way, you'll be able to connect with others instantly and effortlessly.

Internal communication SMS is especially useful for geographically dispersed workforces. It's another element of connection for those who are teleworking, in differences offices, or traveling. When you can't depend on word-of-mouth or email, SMS ensures everyone is kept up-to-date.

You can use internal SMS for a wide variety of messages, including:

• Meeting Reminders
• HR Policy Updates
• Benefit Enrollment Periods
• Internal Job Postings
• Employee Surveys
• Network Maintenance
• Weather Alerts
• New Amenities
• Upcoming Holidays
• Timesheet Submission

Keep in mind, there is some information that's not appropriate to send via SMS. Termination or furlough notices, for example, should be communicated in person if at all possible.

Anything involving personal, private, or protected information (addresses, social security numbers, etc.) should never be sent via SMS.

Financial and other sensitive information (salaries, bonuses, etc.) are also better reserved for email or in-person conversations.

Benefits of Internal SMS

Internal SMS has a wide variety of benefits for both employers and employees alike. We've already discussed how easy it is to use and how well it connects people across a business, but those aren't the only advantages.

Some of the other benefits include:

• Versatile Communication – You can use SMS messages for a wide variety of purposes, whether it's just communicating important policy updates or sending out the menu for an upcoming company lunch.
• Instant Connectivity – SMS connects you with employees within seconds. This ensures that time-sensitive or important information is communication as quickly as possible, to as many people as possible.
• Scheduling Capabilities – Instead of sending out messages right away, you can schedule your SMS to arrive at specific date and time. This allows you to save time and resources by planning ahead and scheduling multiple messages.
• Expanded Accessibility – Since nearly everyone has a phone, and every phone has built-in accessibility options, your messages are available to everyone. Even people who have visual or auditory impairments will receive your SMS.
• Easy Access & Response – People check their texts more often than they do emails. SMS also feels more personalized and less formal than emails, in addition to being easier and quicker to respond to.

Along with the benefits of using SMS for internal communication, you also automatically leverage the advantages of SMS as a medium.

SMS messages have high open, engagement, and response rates. Sound too good to be true? It's not. More specifically, SMS has a 70% open rate within five minutes, a 90% response rate within 30 minutes, and a 98% engagement rate overall.

With so many benefits and so few drawbacks, SMS is one of the most effective and efficient methods for internal communication.

Examples of Internal SMS Messages

SMS is the perfect medium for both informal and emergency messages. Here are a few examples of how you can use SMS to connect across a company:

• From Electric Co. – There will be scheduled downtime during the upcoming maintenance period: Saturday, April 5 at 1:00 – 4:00 PM EST. Be sure to power off your computers before leaving for the weekend!
• From Brenda F. – Greetings from HR! Don't forget to sign up for an info session on 401(K) options. Check your email for the meeting invite and sign-up times.
• From Room Scheduler – Meeting update: the Jessup Proposal meeting has been moved from Tuesday at 2 to Thursday at 3. Respond YES to acknowledge the new time and your availability.
• From Stephen H. – Good afternoon! Due to reports of expected inclement weather, we're closing the offices this Fri. Please reschedule client meetings and turn in project reports to your dept. head by COB Thurs.

Depending on your needs, SMS could be utilized on a daily basis or just for specific occasions. It may be appropriate and useful for one department, but not the entire organization.

Carefully analyze your business's needs to see how SMS can be best integrated into your current internal communications strategy.

Internal SMS And Your Staff

Esendex's mass texting service and programmable SMS API are internal communications solutions that let you quickly and easily connect with people across your business. Whether you're a local business looking to fill a shift last-minute or a nationwide chain offering a new benefits package, our scalable and cost-effective SMS platforms can meet your company's unique needs.

We offer feature-packed platforms with abilities like text scheduling, MMS capabilities, two-way texting, and more. No matter how, when, and why you need to communicate, our Tier 1 SMS network and 99.9% uptime SLA ensure your messages are delivered on time, every time.

And with additional options like phone validation, you can rest easy knowing that your messages are successfully delivered to the right person.