Texting Guide for Internal Communication

Internal communication works best when it’s fast, transparent, and easy to act on. Teams want quick updates, meeting reminders, and cross-department collaboration without adding to email overload.

TextUs helps operations, HR, and leadership teams send concise, trackable messages that can keep everyone aligned in real time.

How TextUs Fits Internal Communication Workflows

TextUs Campaigns can broadcast updates to teams or departments directly from integrated contact lists. You can attach PDFs or images like meeting agendas, event flyers, or shift schedules so staff can access details instantly.

Keywords such as YES, CONFIRM, or HELP can route replies into Sequences that can acknowledge responses or provide follow-up information automatically.

Replies appear in the Shared Inbox, where HR, ops, and managers can handle responses with templates for consistency. Integrations can log internal updates and replies to your HRIS or CRM for documentation.

Inside TextUs, you can track deliveries, replies, and link clicks, and export CSVs to measure engagement or acknowledgment rates.

What to Set Up First

Integrate your HRIS, CRM, or internal directory so team contacts and roles can sync automatically. Register 10DLC numbers and keep opt-out handling active even for internal use, as compliance still applies.

Align on use cases like shift reminders, policy updates, or meeting coordination before your first campaign.

Create templates for the most common internal messages: shift updates, meeting invites, event announcements, and policy notifications. Assign Shared Inbox ownership by team or time zone so replies can be processed quickly.

Build segments like All Staff, Field Teams, Leadership, or Department Groups for targeted sends.

How to Create an SMS Campaign With TextUs

1. Choose your audience: Open Campaigns in TextUs and select a segment, such as “All Remote Employees.” This can make sure messages reach only the relevant team.
2. Write your message: Keep it short and clear. Example: “Team reminder: the all-hands starts at 3 PM today. Reply YES if you’ll join live or LATER for recording info.”
3. Attach media: Add a PDF or image when helpful, such as a meeting agenda or event flyer. Attachments can make information more accessible.
4. Set up an A/B test: Create a second version that changes tone or call to action. Compare engagement rates to refine future messages.
5. Schedule your campaign: Send during working hours or at least one hour before important events.
6. Create a keyword: Add a keyword such as YES or INFO and reference it in your message. TextUs can process replies automatically.
7. Link to a sequence: Connect the keyword to a two-step sequence. Example: “Step 1: Confirm participation. Step 2: Send link or follow-up instructions.”
8. Send and monitor: Launch your campaign, watch replies, and assign follow-ups quickly in the Shared Inbox.

Example sequence messages:

• Step 1 (auto-reply): “Thanks for confirming attendance. Here’s the meeting link: [short URL].”
• Step 2 (reminder): “Meeting starts in 15 minutes—join using this link: [short URL].”

Segmentation and Personalization Strategy

Segment by department, region, or role to keep each message relevant. Common groups include Sales, Field Operations, Corporate, or Management. Exclude inactive or seasonal employees to keep lists clean.

Personalize with first name or department for clarity. Example: “Hi {{first_name}}, please confirm your [Department] meeting attendance for tomorrow’s 9 AM slot.” Avoid over-customizing for large-scale sends to reduce errors.

Refresh segments weekly for small teams and daily for large or frequently changing workforces. Clean segments can prevent missed updates and duplicate messages.

Template Library for Internal Communication Scenarios

Keep a simple template library your HR or ops team can use instantly. Each message should fit one purpose.

• “Hi {{first_name}}, reminder: [Event] starts at [Time]. Reply YES to confirm or INFO for agenda.”
• “Team update: [Policy/Change] goes into effect [Date]. Reply HELP for details.”
• “We’re finalizing [Schedule/Shift] for [Week]. Reply CONFIRM if you’re available.”
• “The [Department] meeting is at [Time]. Want the recording after? Reply LATER.”
• “Thanks for completing [Task]. Keep an eye out for the next update Friday.”

Review the template performance monthly with compliance. Check engagement by team and adjust message timing or tone to improve read rates.

Reporting and Attribution Workflow

Export deliveries, replies, and clicks from TextUs weekly. Join those with HRIS or engagement data, such as meeting attendance or policy acknowledgment rates. Keep campaign name, keyword, and segment fields consistent for tracking.

Track reply-to-confirmation and click-to-acknowledgment rates by team. Compare open and response times to see which departments engage fastest. Use weekly dashboards to summarize reach and completion metrics.

Crisis Alerts and Urgent Announcements

TextUs can also serve as a fast-response channel during emergencies. Send short alerts to all staff or predefined groups with clear next steps. Example: “Weather update: offices closing early today at 2 PM. Reply RECEIVED to confirm.”

Avoid unnecessary repetition. One message and one follow-up is often enough. Reserve urgent alerts for true time-sensitive issues like safety notifications or system outages. Attach short documents only if they clarify procedures.

Managing Replies in the Shared Inbox

All employee replies can appear in the Shared Inbox, where HR, ops, and leadership can see the same thread. The first responder can assign ownership so responses don’t overlap. Templates can standardize messages while keeping the tone friendly and clear.

Use tags like Confirmed, Help Needed, Policy Question, and Alert to organize threads. Add notes before forwarding to managers so context remains intact. Quick, consistent replies can reinforce transparency and trust.

Compliance and Deliverability for Internal Communication

Use registered 10DLC numbers even for internal communications. Keep opt-out handling active to respect personal numbers. Include “Reply STOP to opt out” in your first send.

Avoid overloading staff with too many texts in a single day. Group messages by importance and time zone. Keep attachments small and relevant, such as maps, event details, or shift guides.

Send during standard working hours, and always confirm delivery after major announcements.

FAQs About Texting Guide for Internal Communication

Can I attach internal documents or schedules to my texts?

Yes. TextUs supports PDFs, images, and GIFs in both campaigns and one-to-one conversations. Internal teams often attach schedules, policy memos, and meeting agendas to make updates easy to review.

Can I automate confirmations for meeting attendance?

Yes. You can connect Keywords and Sequences to confirm attendance automatically. When someone replies YES, TextUs can send the meeting link or next steps without manual work.

How do Keywords and Sequences streamline communication?

Keywords like YES or INFO can enroll contacts in Sequences. The first step can confirm attendance or send details, and the second can follow up later if there’s no reply.

How does the Shared Inbox improve coordination between teams?

All replies appear in one shared view so HR, operations, and managers can collaborate in real time. You can assign owners, tag threads, and use templates for consistent responses.

What metrics should I track to measure communication success?

Track delivery, reply, and confirmation rates. Export TextUs data and match it with attendance or policy acknowledgment metrics in your HRIS. Weekly reporting can highlight engagement trends by department.