Employee Messaging System: 12 Ways to Use Text Messaging In The Workplace in 2022

Caroline Duncan - Dec 30, 2021 7:00:00 PM

Internal Communication Tools-1

Sending employee messages via SMS can be an excellent additional tool to add to your internal communications toolbox. Using text messages to communicate with employees is a great way to reach them no matter where they are or what they are doing, and can help you overcome issues with unreliable communication methods such as email.

Table of contents

Why use text messaging

Pros and cons of using SMS for business communication

How to use texting in business communication

Examples of text messages for employee communication

What to look for in an employee text messaging system

How the DeskAlerts SMS system can boost communications in your company

Why use text messaging

Using text messaging for internal communication can be a very smart move. As it stands, many employees spend time in business hours looking at their cell phones. They’re also so used to using their phones to send and receive text messages in their personal lives, they won’t need any training on receiving business communications via this medium. This helps you to get around common problems with implementing new internal communication systems such as resistance to learn new tools, a reluctance to download corporate apps, overwhelm hat having too many apps and programs to manage as well as overall fatigue from technology.

Pros and cons of using SMS for business communication

Text messaging has many benefits for internal communications, but there are a few drawbacks as well. Before introducing it to your organization, consider the following:

Benefits of SMS:

  • A corporate messaging service is a highly cost effective solution to deploy
  • It makes for easy and quick workplace communication that you know will reach people in real-time.
  • You can use text messaging apps on computers or smartphones
  • SMS messaging causes minimal disruption in the workplace
  • Text messaging can save you a lot of time when communicating
  • Is a good way to replace reliance on email as an internal communications channel
  • Can be scheduled in advance to save time.

Drawbacks of SMS:

  • There is potential for miscommunication
  • It can be an impersonal way of communicating
  • People can misinterpret messages
  • Sometimes you may have length restrictions on messages
  • Text messaging platforms are not always universal
  • It can be costly to have to pay for every SMS sent

How to use texting in business communication

Text messaging isn’t going to be right for every internal communications scenario, however there are many instances where it makes sense to use it as a communications channel.

1. Sending emergency communications via text system for business

When there is an emergency situation where you need to reach employees quickly, sending text messages to their cellphones is one of the most efficient ways to do so. In an emergency, every second counts – text messages arrive quickly and can give employees the change to take appropriate steps to be safe.

2. Providing employees with COVID-19 updates

Similar to emergency communications, this is a way you can reach out to employees at any time of the day when the COVID-19 situation can change so quickly with little notice. If an employee tests positive, for example, you can let the people who work with them know that they may be close contacts. In some jurisdictions, an official text from an employer is needed in order to access particular types of tests, such as free antigen testing kits.  You can let employees know when offices are closed or when work from home directives are in place.

3. Scheduling shifts 

Many companies send SMS messages to their employees to let them know when they are scheduled to work. Employees can text back and advise if they accept the shifts or not.

4. Sending short updates

When you have information you need to quickly pass on to employees, but you don’t actually have a lot to say, the SMS can be the perfect vehicle so that you can give them concise and relevant information.

5. Sending last minute reminders

This is a good tactic when you need to remind people about important events or deadlines – simply send an SMS with the appropriate details.

6. Communicating with non-desk workers

There are many workers who don’t work with computers: retail staff, construction workers, hospital employees, emergency services, outdoor workers, traveling sales people, those who work in freight and transport, factory workers, logistics and warehouse teams to name just a few. SMS messaging makes it easy to let these employees know about important information.

7. Communicating when computer systems are unavailable

If your electricity, computer systems or internet service go down, it can be hard to let employees know what is going on via computer. However with text messaging you can keep them appraised of the situation and also send any other urgent communications while you have no other way of doing so.

8. Providing a quick way to poll employees

If you need to get super quick feedback from employees who aren’t at their desks, the SMS message is the way to go.

9. Send payroll reminders via SMS messaging system

You can use SMS to let employees know about payroll reminders, such as time sheets needing to be filled in before payroll closes.

10. Send information about job openings within the company

When there are new job openings, text employees about it so that they have an equal shot at applying. This ensures that employees who may be on leave get to know about the opening and won’t miss out.

11. Remind employee about benefits

Companies that offer a range of benefits to employees can sometimes find it hard to get employees to know about them and take them up. Other benefits have opening dates where people need to apply for them. Text messages can let people know about anything and everything to do with your benefits program.

12. Sending employee recognition messages

If you have employee recognition programs, text messages are a good way to recognize someone to the entire company for the work they have done, as well as sending a personalized message to the recipient.


Examples of text messages for employee communication:

The following examples show how you can used text messages to communicate with your staff in several different scenarios:

1. Inclement weather

When you receive advice that it may be treacherous for employees to attempt to attend the office due to weather conditions you can text staff something like this:

A blizzard is forecast for tomorrow and is expected to impact [location name] at [time]. In order to keep everyone safe, our office will be closed. Please stay off the roads and do not attempt to go to the office. If you are able to work from home, you can.

2. Text to vote feedback

When you want to get quick feedback, you can send texts that employees can reply to so that you can gather the appropriate data:

Our next team lunch is at the end of the month. What would you like to eat?

  1. Pizza
  2. Indian food
  3. Thai food

3. Scheduling shifts

When you need to cover a gap in the shift schedule caused by an absent team member

We urgently need someone to fill in for Jeff tomorrow who is unable to work his 9-4 shift. Please get in touch ASAP if you are available.


What to look for in an employee text messaging system

There are lots of different commercial text messaging platforms for businesses on the market, but they don’t all have the same functions and features.

Key features that you should consider when investing in an employee text messaging system include:

  • Being able to send messages to different audience segments
  • The ability to send easily to Android or Apple devices
  • The ability to schedule your messages in advance if you want to
  • The ability to send messages quickly in an emergency or urgent situation
  • The ability to send links that you can track
  • Can be sent from a web interface or a mobile app
  • Can duplicate information sent via other channels
  • Integrates with your Active Directory
  • A system that will do more than just text messages, but has other functions and communications channels attached to it.


How the DeskAlerts SMS system can boost communications in your company

DeskAlerts is an internal communications software system with a range of different tools and features that can help you to keep your employees informed, no matter where they are located.

One of the features of DeskAlerts is an SMS alert system, which can be used alongside all the other tools the system has to offer, including pop-up notifications, scrolling desktop tickers, emails and notifications sent via an app.

The SMS text alert feature in DeskAlerts lets you deliver messages to your employees’ cellphones in an instant. This means they will always receive important communications from you and won’t miss out.

Notifications sent via an app require people to have a smartphone and/or internet connection. SMS messages only need the employee to have a phone signal.

DeskAlerts has developed software that will enable you to connect to the SMS gateway service provider of your choice, using APO integration. You can also integrate the system with your company’s Active Directory or CRM system to send text messages to employees’ cellphone numbers.

It doesn’t matter what type of phone your employee is using, you can send an SMS to them – this includes Android phones, iPhone, Blackberries and more.

And when you’ve finished sending your employees SMS messages, you can access the metrics in real time via the administrator panel in DeskAlerts, allowing you to see who has received your message.


Sending employee messages via text will help you to cut through common impediments to communication so that you can improve information sharing within your organization.


Frequently asked questions

How can text messages be used to communicate with employees?

There are several main ways that you can use text messages to communicate with your employees. These include:

  • Sending short messages
  • Sending quick reminders
  • Keeping your offsite employees informed
  • Sending out emergency notifications
  • Keeping in touch with new hires before their first day

How do you send an employee a mass text?

Mass texts can be sent to employees via an employee messaging system that you can subscribe employees’ cell phone numbers to.

Can SMS be official business communication?

There are some schools of thought that SMS shouldn’t be used for official business communication, and that it should go through more traditional and formal channels. However this can be a very short-sighted way to look at it: digital transformation across industries means that new ways of communicating using efficient methods should be embraced.

How do businesses use SMS?

Businesses use SMS for a range of internal and external communications to get in touch with the relevant stakeholders and audience groups to let them know about important information, to send reminders or to increase engagement.



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