Texting Guide for Consulting Services

Consulting work depends on clear expectations and fast decisions. Clients want quick updates, meeting confirmations, and simple ways to approve next steps. TextUs helps partners, consultants, and project managers coordinate these moments with concise, trackable SMS.

How TextUs Fits Consulting Services Workflows

TextUs Campaigns reach targeted lists from your CRM or project system with short messages that move work forward. You can attach PDFs or images like statement-of-work one-pagers, meeting decks, or timelines so clients can review without digging through email. Keywords such as APPROVE, MEETING, or SCOPE route replies into short Sequences that confirm intent and send next steps.

Replies arrive in the Shared Inbox, where engagement leads and associates can assign owners and respond with Templates. Integrations sync contacts and message history to your CRM so approvals and notes are auditable.

In TextUs, you can monitor deliveries, replies, and clicks, then export CSVs to connect messaging with meetings booked, SOW approvals, and milestones hit.

What to Set Up First

Connect your CRM or project platform so lists, contacts, and messages stay in sync. Register 10DLC numbers and keep opt-out handling active so STOP and UNSUBSCRIBE are processed automatically.

Create Templates for high-volume moments. Prepare versions for discovery calls, workshop confirmations, SOW approvals, status nudges, and invoice reminders. Assign Shared Inbox coverage by account pod and hours so someone always owns replies.

Build focused segments that map to the consulting lifecycle. Useful segments include New Inbound Leads, Active Engagements, Stakeholders Pending Approval, Workshop Attendees, and Invoices Due. Smaller segments keep each first touch relevant.

How to Create an SMS Campaign With TextUs

1. Choose your audience: Open Campaigns in TextUs and select a segment from your CRM, such as “Stakeholders Pending Approval.” This makes sure your messages reach the right people.
2. Write your message: Keep it short and specific. Example: “Hi {{first_name}}, the SOW for [Project] is ready. Reply APPROVE to proceed or MEETING for a 15-minute walkthrough.”
3. Attach media: Add a PDF or image when helpful, such as a one-page scope, a workshop agenda, or a timeline. Attachments help stakeholders decide quickly.
4. Set up an A/B test: Create a second version that changes one element, like the opener or the call to action. Compare reply and approval rates.
5. Schedule your campaign: Send during business hours for the client's time zone. Use recurrence for weekly status summaries or phased deliverable reviews.
6. Create a keyword: Add a keyword such as APPROVE, MEETING, or SCOPE and reference it in your message. When someone replies with that word, TextUs will recognize it automatically.
7. Link to a sequence: Connect the keyword to a two-step sequence. For example, “Step 1: Confirm approval or send a booking link. Step 2: Follow up 24 hours later if there is no response.”
8. Send and monitor: Launch your campaign, track replies, and route exceptions quickly through the Shared Inbox.

Example sequence messages:

• Step 1 (auto-reply): “Thanks for the green light on [Project]. We will start onboarding today and text a kickoff slot.”
• Step 2 (reminder): “Checking in on the SOW for [Project]. Want a 15-minute walkthrough before you approve?”

Segmentation and Personalization Strategy

Segment by stage and stakeholder role so each text aligns to one action. Examples include Economic Buyer Pending, Technical Reviewer Assigned, Workshop RSVPs, and Finance Contacts for Billing. Exclude completed actions and opt-outs to reduce noise.

Personalize lightly with first name and one context field such as project name or meeting date. Set fallbacks for missing fields so messages never look broken. Keep copy action oriented so recipients know the exact next step.

Refresh segments weekly for marketing outreach and daily for live projects. During critical phases like kickoff or UAT, use an hourly refresh for RSVP and signoff lists. Clean segments improve reply rates and shorten cycle times.

Template Library for Consulting Services Scenarios

Create a small library that your team can send without rewriting. Keep tone professional and clear, one goal per message.

• “Hi {{first_name}}, SOW for [Project] attached. Reply APPROVE to proceed or MEETING for a quick review.”
• “Reminder: discovery call on [Date] at [Time]. Reply CONFIRM or RESCHEDULE.”
• “Workshop agenda attached for [Date]. Reply JOIN to confirm attendance or NOTES if you need pre-work details.”
• “Weekly status is ready. Reply LINK for the summary deck or CALL for a 10-minute walkthrough.”
• “Invoice for [Project] is available. Reply PAY for a secure link or HELP with questions.”

Review the template performance monthly with compliance. Retire low performers, note which variants drive faster approvals, and keep attachments small and relevant.

Reporting and Attribution Workflow

Export deliveries, replies, and clicks from TextUs each week. Join that data with CRM or project fields such as meeting booked, SOW signed, milestone accepted, and invoice paid. Preserve campaign name, segment, keyword, and variant labels so analysis is repeatable.

Track reply-to-meeting and meeting-to-approval rates by account and stage. Include attachment and link usage to see whether one-pagers or decks speed decisions. Maintain a short change log with send time and copy changes so trends remain clear.

Publish a one-page weekly summary. Show delivery rate, reply rate, approval rate, and days to milestone. Add brief notes about tone and timing so teams repeat what works.

Stakeholder Management and Change Control

Use TextUs to keep many stakeholders aligned without long email threads. Send pre-read links before governance calls and request a simple APPROVE or QUESTIONS reply. This keeps attention on decisions instead of inbox triage.

For change control, reference a keyword like SCOPE so replies route to a sequence that acknowledges the request and shares a link to the change form. Add a second step that checks back the next day if no details arrive. Logged replies create a clean audit trail for later reviews.

For workshops, send reminders 48 hours and two hours before the start. Include a short agenda and a venue or meeting link. Quick confirmations reduce no-shows and ensure the right roles are present.

Managing Replies in the Shared Inbox

All replies land in the Shared Inbox for full visibility across partners and project teams. The first responder assigns the thread to themselves so the client has one point of contact. Templates keep answers consistent while a personal line maintains rapport.

Use tags like Approval, Meeting, Workshop, Billing, and Risk to organize threads. Add notes before forwarding to delivery or finance so context is preserved. If a contact goes quiet, move them into a re-engagement Sequence that checks in with one clear option.

Keep notifications on during client hours. Fast replies reduce schedule slips and prevent idle time between phases.

Tracking Results and Improving Performance

Check delivery and reply data a few hours after each send. Delivery below 95 percent suggests list or registration issues that you should fix before the next batch. Compare A and B messages and keep the stronger performer for the next cycle.

If your text included a link or attachment, review clicks as a readiness signal. Export CSVs and reconcile with meetings booked, SOW approvals, and milestone acceptance to prove impact. For example, a short, benefit-led opener can lift reply rate by 15% compared to a formal notice.

Use insights to refine cadence by stage. Discovery and scoping respond well to same-day follow-ups. Delivery and UAT often prefer morning reminders. Keep tests small and consistent so improvements compound.

Compliance and Deliverability for Consulting Services

Use registered 10DLC numbers for business messaging. Keep opt-out handling on so STOP and UNSUBSCRIBE are processed automatically. Include a short line in the first message such as “Reply STOP to opt out.”

Avoid spam triggers by limiting links, punctuation, and all caps. Do not include confidential contract terms or credentials in SMS. Use secure links for SOWs, invoices, and dashboards.

Keep attachments lightweight and relevant. One-pagers, agendas, and timelines should open quickly on mobile. Send within client business hours and match cadence to the project rhythm.

FAQs About Texting Guide for Consulting Services

Can I attach documents or images to my texts?

Yes. TextUs supports PDFs, images, and GIFs for both campaigns and one-to-one messages. Consulting teams often attach SOW one-pagers, agendas, or status decks so stakeholders can act quickly.

Can I schedule recurring status updates or reminders?

Yes. You can schedule and repeat campaigns on weekly or monthly cycles. Many teams automate weekly status summaries, workshop RSVPs, and invoicing reminders.

How do Keywords and Sequences speed approvals?

When stakeholders reply with a keyword like APPROVE or MEETING, TextUs can enroll them in a Sequence. The first step confirms the action or sends a link, and a later step checks back if there is no response.

How does the Shared Inbox keep project teams aligned?

All replies appear in one shared view so partners and project managers can coordinate. You can assign owners, use templates for consistent answers, and add notes for clean handoffs to delivery or finance.

What metrics should I track to prove impact?

Start with delivery, reply, and approval rates. Export TextUs data and join it with CRM or project outcomes such as SOWs signed, meetings booked, and milestones accepted. Weekly reviews help refine timing, tone, and segments.