11 Ways to Use Text Messaging to Communicate to Your Employees


Grace LauDirector of Growth Content, Dialpad

Friday, April 21, 2023

Text messaging is a powerful tool for employee communication. Here are 11 ways to use it effectively, from company updates to personalized recognition.

Article 7 Minutes
11 Ways to Use Text Messaging to Communicate to Your Employees

Effective employee communication is vital to any organization's success. Text messaging solutions for businesses can help build trust, promote transparency and foster a positive workplace culture. Without effective communication, employees may feel disconnected from the company, uncertain about their roles and responsibilities and disengaged from their work.

This can have several negative consequences, including:

  • Decreased productivity: When employees are disengaged, they may not fully invest in their work
  • High turnover: Disengaged employees may be more likely to leave the organization, leading to increased recruitment costs
  • Poor customer service: Disengaged employees may not provide the service that customers expect, leading to decreased customer satisfaction and loyalty
  • Low morale: Disengaged employees may hurt the morale of their colleagues, which can create a toxic work environment and lead to further disengagement

Employers must prioritize effective communication with their employees to ensure everyone is on the same page and feels connected to the organization's mission and goals.

Benefits of using text messaging for employee communication

High open and response rates

Studies show that people are more likely to read and respond to text messages than emails or other forms of communication, making it a powerful tool for employers. We all spend vast amounts of time looking at our phones as it is, so it’s difficult to miss new notifications or alerts.

Quick and convenient delivery

Employers can use text messaging to send time-sensitive messages such as meeting reminders, shift changes or urgent announcements directly to employees' mobile devices, eliminating lengthy email threads or time-consuming phone calls. You can manage your employee text communication using a text alert system for businesses. (You'll want to choose a text alert platform that's easy to set up and use.) You’ll also save time and money on training because it simply won’t be needed—opening text messages comes as naturally as blinking to all of us!

Increased engagement and participation

Text messaging can create a more open and transparent communication culture where employees are encouraged to share their feedback and concerns, leading to higher engagement, job satisfaction and productivity. It doesn’t have to be all business—you could use it to ask your employees about their preferred food choices at the next company lunch or for ideas about a team-building event.

Cost-effective solution

Text messaging is a more affordable option for employee communication than other forms of communication, such as phone calls or printed material. This makes it an excellent choice for organizations with limited budgets, especially when it comes as part of a Unified Communications as a Service platform.

This can be very useful for the company that uses the outsourcing model to hire tech talent, for example.

11 ways to use text messaging for employee communication

Text messaging has become an increasingly popular way for organizations to communicate with their employees. It offers a quick and convenient way to disseminate information and reach employees wherever they are. This section explores how text messaging can be an effective tool for connecting with your workforce.

1. Company updates and announcements

Send essential updates and announcements directly to employees' mobile devices. This can include new product launches, changes in company policies and upcoming events.


  • Ensures all employees are aware of important news and updates
  • Facilitates quick and efficient communication
  • Encourages transparency and builds trust

2. Schedule changes and reminders

Send timely reminders and updates to employees. For example, you can send meeting reminders, shift changes and urgent announcements directly to employees' phones.


  • Reduces the likelihood of scheduling conflicts or missed meetings
  • Facilitates quick and efficient communication
  • Helps employees stay on top of their responsibilities and deadlines

3. Emergency alerts and safety notifications

Quickly and efficiently communicate emergency alerts and safety notifications to employees. This could include updates during natural disasters, workplace incidents, or other emergencies.

Example: RealVNC highlighted a security vulnerability with a client’s remote desktop tools. It used text messaging to notify all employees and provide instructions on remedying the vulnerability.


  • Facilitates quick and efficient communication during emergencies
  • Helps ensure the safety and well-being of employees
  • Demonstrates a commitment to employee safety and builds trust

4. Feedback and surveys

Use text messaging to gather feedback and conduct employee surveys. This can provide valuable insights into how to improve the workplace, boost morale, and increase productivity.


  • Increases response rates for surveys and feedback requests
  • Allows for more efficient data collection and analysis
  • Demonstrates a commitment to employee input and feedback

5. Personalized communication

Recognize and celebrate employee milestones, such as work anniversaries and birthdays. This can help boost morale, build positive relationships and improve job satisfaction.


  • Helps build positive relationships between employees and employers
  • Boosts morale and job satisfaction
  • Encourages a culture of recognition and appreciation

6. Training and development

Provide employees with access to training and development resources, such as links to online courses or training videos. This can help them stay up-to-date with their field's latest skills and knowledge. Additionally, sharing product management tips through text messaging can contribute to their professional growth and expertise in their respective roles.


  • Facilitates access to training and development resources
  • Encourages ongoing learning and development
  • Demonstrates a commitment to employee growth and development

7. Benefits and perks

Use text messaging to communicate information about employee benefits and perks, such as health insurance plans or gym memberships. This can help employees maximize available benefits and improve their overall wellbeing.


  • Helps employees stay informed about available benefits and perks.
  • Encourages participation in wellness initiatives and programs.
  • Demonstrates a commitment to employee wellbeing and work-life balance.

8. Recruiting and onboarding

Communicate with job applicants during the recruitment process and with new hires during the onboarding process. This can create a positive first impression of the organization and ensure a smooth onboarding experience.


  • Facilitates quick and efficient communication during the recruitment and onboarding process
  • Helps ensure a smooth onboarding experience for new hires
  • Demonstrates a commitment to the employee experience

9. Internal communication

Facilitate communication between different organizational departments or teams. This can promote collaboration and teamwork and reduce the likelihood of miscommunication.


10. Employee recognition

Build a culture of recognition and appreciation. Use text messaging to recognize employees' achievements or contributions to the organization. This can help build a positive workplace culture and improve employee morale.


  • Builds a culture of recognition and appreciation
  • Boosts morale and job satisfaction
  • Encourages employees to continue performing at a high level

11. Employee wellness

Promote employee wellness and health initiatives. This can help employees prioritize their wellbeing, improve work-life balance and increase job satisfaction.


  • Helps promote employee wellbeing and work-life balance
  • Encourages participation in wellness programs
  • Demonstrates a commitment to employee health and wellness

Using text messaging strategically, organizations can build stronger relationships with employees, increase engagement and participation and ultimately achieve their business goals. So why not try it and see how it can benefit your organization?

Best practices for using text messaging to communicate with your employees

  • Obtain permission and comply with laws: Before sending text messages to employees, obtain their consent and ensure compliance with relevant laws, such as the TCPA and GDPR.
  • Keep messages clear and concise: Use short messages with a clear call to action. Avoid technical jargon or complicated language.
  • Consider timing and frequency: Send messages appropriately, considering employees' schedules and time zones. Avoid sending too many messages.
  • Provide options for feedback: Include a reply option or link to a survey or feedback form.
  • Maintain professionalism and respect: Use a professional tone, avoid inappropriate or offensive language and respect employees' privacy. Avoid sending messages outside of work hours unless necessary.

Communicate more effectively with your employees using text messaging

Effective communication is essential for any organization. Employers can create a more open and transparent communication culture by using text messaging with all phone numbers on one phone. This can lead to higher employee engagement, job satisfaction, and productivity.

Text messaging in employee communication strategies offers high open and response rates, quick delivery, increased engagement, and cost-effectiveness. Text messaging can be used for various purposes, including company updates, schedule changes, emergency notifications, feedback, and recognition.

By leveraging this powerful tool, employers can improve communication, enhance workplace culture, and drive success for their organization. Consider exploring text messaging with all phone numbers on one phone for employee communication and discover the benefits it can bring to your organization.

Grace Lau

Director of Growth Content, Dialpad

Grace Lau is the Director of Growth Content at Dialpad, an AI-powered cloud communication platform for better and easier team collaboration. She has over 10 years of experience in content writing and strategy. Currently, she is responsible for leading branded and editorial content strategies, partnering with SEO and Ops teams to build and nurture content. Grace has written for such domains as Reputation X and UpCity.


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