Texting Guide for Communications Managers

Communications managers handle messaging that keeps teams informed, aligned, and engaged. TextUs helps you send updates, reminders, and crisis communications instantly, while keeping tone, timing, and delivery consistent across all audiences.

How TextUs Fits Communications Workflows

TextUs Campaigns can distribute updates to employees, stakeholders, or partners for announcements, events, and policy changes. You can attach PDFs or images such as internal memos, event flyers, or talking points so recipients have full context.

Keywords like INFO, RSVP, or HELP can enroll recipients in Sequences that deliver details or confirmations automatically.

Replies appear in the Shared Inbox so communications, HR, and operations teams can coordinate answers. Integrations with HRIS or CRM systems ensure contacts, timestamps, and outcomes sync automatically for full traceability.

What to Set Up First

Connect your HRIS, internal directory, or CRM so departments and groups sync both ways. Register 10DLC numbers and confirm that opt-out handling is active so STOP and UNSUBSCRIBE process automatically.

Define segments like “All Staff,” “Managers,” “Remote Employees,” and “Event Attendees.” Create templates for announcements, event reminders, and crisis updates. Assign Shared Inbox coverage by region or department to guarantee quick responses.

How to Create an SMS Campaign With TextUs

1. Choose your audience: Open Campaigns in TextUs and select a segment such as “Managers” or “All Staff.” This ensures you message the correct group.
2. Write your message: Keep it clear and to the point. Example: “Hi {{first_name}}, company-wide meeting is tomorrow at 10 AM. Reply INFO for the agenda or RSVP to confirm attendance.”
3. Attach media: Include the agenda, flyer, or official memo when helpful. Attachments give readers all the context in one place.
4. Set up an A/B test: Try two versions that differ in tone or order of information. Choose the version with the higher reply or confirmation rates.
5. Schedule your campaign: Send messages during work hours, ideally mid-morning. For events, schedule reminders 24 hours and 1 hour before the start time.
6. Create a keyword: Add a keyword like INFO, RSVP, or HELP and include it in your text. TextUs will handle replies automatically.
7. Link to a sequence: Connect the keyword to a two-step sequence. Example: “Step 1: Send the agenda or registration link. Step 2: Follow up with a reminder or thank-you after 24 hours.”
8. Send and monitor: Launch your campaign, track replies, and assign thread ownership in the Shared Inbox for follow-up.

Example sequence messages:

• Step 1 (auto-reply): “Thanks, {{first_name}}! Here’s the meeting agenda: [short URL].”
• Step 2 (reminder): “Reminder: company-wide meeting starts tomorrow at 10 AM. Here’s the dial-in: [short URL].”

Segmentation and Personalization Strategy

Segment by department, role, or region to keep messages relevant. Useful lists include Leadership, Remote Staff, Office Employees, and Contractors. Exclude inactive employees or those outside the communication scope.

Personalize with name and event context. Example: “Hi {{first_name}}, your department’s town hall begins at [Time]. Want the agenda? Reply INFO.” Personalization helps increase engagement and clarity.

Update segments regularly to reflect new hires, team changes, or event registrations.

Template Library for Communications Scenarios

Keep a concise set of templates that match your main communication needs. Each should prompt one action.

• “Hi {{first_name}}, company update from [Leader] is live. Want the summary? Reply INFO.”
• “Reminder: [Event Name] begins at [Time]. Want to confirm your spot? Reply RSVP.”
• “New policy announcement: [Policy Title]. Want a one-pager overview? Reply DETAILS.”
• “Weather alert: office delayed until [Time]. Reply ACK to confirm receipt.”
• “Quick survey: How did you find today’s meeting? Reply FEEDBACK to share thoughts.”

Review the template performance monthly with compliance. Refresh links, update attachments, and ensure files stay under 1 MB.

Reporting and Attribution Workflow

Export deliveries, replies, and clicks from TextUs weekly. Combine them with HRIS or CRM data for confirmation rates, attendance, and acknowledgment metrics. Keep campaign names, send times, and keywords consistent for clear reporting.

Track reply rate, acknowledgment completion, and read rate where possible. Compare openers and timing to identify the best-performing messages. Summarize findings for leadership in a short monthly dashboard.

Crisis and Announcement Strategy

In urgent scenarios, speed and clarity are everything. Use TextUs to send emergency updates or operational notices with clear instructions and acknowledgment requests. Example: “Hi {{first_name}}, due to [Event], offices are closed today. Reply ACK to confirm you received this.”

Follow with short updates as the situation evolves. Keep tone factual and calm. Use Keywords like INFO or HELP for FAQs and routing to HR or ops for support.

After the event, send a wrap-up message with next steps or resources. Archive all messages and confirmations for compliance.

Managing Replies in the Shared Inbox

All replies can appear in the Shared Inbox so communications, HR, and leadership share the same context. The first responder assigns ownership for follow-up. Templates ensure consistent tone, and a brief personalized note helps maintain engagement.

Use tags like Event, Policy, Emergency, and Feedback to organize threads. Add notes before forwarding to HR or leadership. Keep notifications on during active campaigns for timely responses.

Compliance and Deliverability for Communications Managers

Use registered 10DLC numbers for internal and external communications. Keep opt-out handling on so STOP and UNSUBSCRIBE process automatically. Include “Reply STOP to opt out” in your first message.

Avoid multiple links, excessive punctuation, or all caps. Keep attachments concise and relevant. Respect time zones and send only during business hours.

Archive message logs for at least 12 months for compliance tracking.

FAQs About Texting Guide for Communications Managers

Can I attach official memos or event flyers?

Yes. TextUs allows PDFs, images, or GIFs in both campaigns and one-to-one conversations. Many communications managers attach memos, event flyers, or summaries for clarity.

Can I automate reminders for events or acknowledgments?

Yes. You can link keywords like INFO, RSVP, or ACK to Sequences that send automatic follow-ups and confirmations.

Can I use TextUs for crisis alerts?

Yes. TextUs is ideal for urgent messages such as closures or safety updates. Keep messages concise and request confirmation with a keyword like ACK.

How does the Shared Inbox help large teams?

It centralizes replies so communications, HR, and leadership can assign ownership and track responses. Notes and tags keep threads organized and prevent duplicate outreach.

What metrics should I track for communications impact?

Track delivery rate, reply rate, acknowledgment percentage, and completion rate for events or policy reads. Compare timing and tone across messages to optimize future campaigns.