Texting Guide for Managing Directors

Managing directors set direction, remove blockers, and keep leaders aligned. Short, focused texts help you move decisions forward, confirm ownership, and track follow-through. TextUs gives you a simple workflow that keeps every touchpoint visible across teams.

How TextUs Fits Managing Director Workflows

TextUs Campaigns can reach executives, managers, and partners with one clear request. You can attach PDFs or images, such as board one-pagers, KPI snapshots, or rollout memos, so people can act in the thread.

Keywords like APPROVE, REVIEW, or ACK can enroll replies in Sequences that confirm decisions or send links automatically.

Replies appear in the Shared Inbox so leaders, chiefs of staff, and operations can coordinate. Integrations can log messages, timestamps, and outcomes to your CRM, HRIS, or project system. You can review deliveries, replies, and clicks, then export CSVs for weekly leadership reports.

What to Set Up First

Connect your CRM or data warehouse so leadership segments and account lists sync both ways. Register 10DLC numbers and keep opt-out handling active so STOP and UNSUBSCRIBE process automatically.

Define segments such as Executive Team, Regional Directors, Strategic Accounts, and Board Distribution.

Create templates for approvals, meeting coordination, rollout confirmations, and KPI summaries. Assign Shared Inbox coverage to chiefs of staff or program leads by region and hours. Align tone and legal review rules before the first send.

How to Create an SMS Campaign With TextUs

1. Choose your audience: Open Campaigns in TextUs and select a segment such as “Executive Team.” This can make sure your message targets the correct leaders.
2. Write your message: Keep it short and action-led. Example: “Hi {{first_name}}, Q3 forecast summary is ready. Want the one-pager and 15-minute review link? Reply REVIEW.”
3. Attach media: Add a KPI card, rollout memo, or deck image when helpful. Attachments can cut the back and forth and speed decisions.
4. Set up an A/B test: Change one element only, such as opener or CTA. Keep the version with the higher reply rate.
5. Schedule your campaign: Send during local business hours. For board or quarter close, schedule a reminder 24 hours before the milestone.
6. Create a keyword: Add a keyword such as APPROVE, REVIEW, or ACK and include it in your text. TextUs can capture and route replies automatically.
7. Link to a sequence: Connect the keyword to a two-step sequence. For example, “Step 1: Send the deck or approval link. Step 2: Follow up after 24 hours if there is no action.”
8. Send and monitor: Launch your campaign, watch replies in the Shared Inbox, and assign owners for follow-up.

Example sequence messages:

• Step 1 (auto-reply): “Thanks, {{first_name}}. Here is the Q3 one-pager and calendar link: [short URL].”
• Step 2 (reminder): “Quick check on Q3 review. Need a 10-minute walkthrough or a summary PDF?”

Segmentation and Personalization Strategy

Segment by role, region, line of business, and account tier. Useful lists include Executive Team, Region West Directors, Strategic Accounts, and Partners In Launch. Exclude contacts who have already acted or are out of scope.

Personalize with first name and one context field such as region, account, or date. Example: “Hi {{first_name}}, [Account] renewal is due this week. Reply REVIEW for the summary.” Use fallbacks so messages stay clean.

Refresh leadership and account segments weekly. For launch or quarter close programs, refresh daily to reflect status changes.

Template Library for Managing Director Scenarios

Keep a compact set that maps to frequent leadership moments. One ask per message and one action.

• “Hi {{first_name}}, QBR deck is ready. Reply REVIEW for the one-pager and link.”
• “Need approval on the [Initiative] budget revision. Reply APPROVE to confirm or HELP for the memo.”
• “Launch checklist for Region [Name] due today. Reply ACK when complete.”
• “Strategic account [Account] requests an executive touch. Want the briefing card? Reply INFO.”
• “Board packet draft available. Reply REVIEW for the summary and comment link.”

Review the template performance monthly with compliance. Keep files under 1 MB and retire low performers.

Reporting and Attribution Workflow

Export deliveries, replies, clicks, and keyword activity from TextUs weekly. Join that data with CRM and FP&A outcomes such as meetings held, approvals granted, renewals confirmed, and forecast accuracy. Keep campaign name, segment, keyword, and send time consistent for analysis.

Track reply-to-action, time to approval, and completion rate by region or function. Compare A and B variants for tone and timing. Share a one-page dashboard with delivery rate, reply rate, actions completed, and risk flags.

Executive Alignment and Governance

Use TextUs to drive crisp governance. Start with a short request, link the one-pager, and ask for ACK or APPROVE. For complex topics, follow with a scheduler link so decisions do not stall.

Create mini-cadences for launches and quarter close. Day-7 sends the status card, day-3 sends the dependency checklist, and day-1 requests the final ACK. Keep one instruction per text so leaders can act quickly.

Log all approvals and timestamps with exports for audit and board follow-up. Consistent naming helps retrieval.

Managing Replies in the Shared Inbox

All replies can appear in the Shared Inbox so managing directors and chiefs of staff share context. The first responder assigns the thread to themselves so ownership is clear. Templates keep wording consistent, while a short personal line maintains tone.

Use tags like Approval, Board, Launch, Forecast, and Account to organize threads. Add notes before handing off to sales, finance, or product so context travels. Keep notifications on during business hours and key windows like close or launch day.

Compliance and Deliverability for Managing Directors

Use registered 10DLC numbers for all leadership texts. Keep opt-out handling on so STOP and UNSUBSCRIBE process automatically. Include “Reply STOP to opt out” in your first message to new recipients.

Avoid multiple links, heavy punctuation, or all caps. Send during local business hours and cap reminders to a sensible limit. Keep attachments relevant and lightweight so they open quickly on mobile.

FAQs About Texting Guide for Managing Directors

Can I attach board materials or KPI summaries?

Yes. TextUs allows PDFs, images, or GIFs in both campaigns and one-to-one conversations. Many managing directors share a one-page KPI card or board summary to speed decisions.

Can I automate approvals or confirmations?

Yes. You can link keywords like APPROVE, REVIEW, or ACK to Sequences that record confirmations and send reminders to non-responders.

Can I coordinate cross-functional launches by text?

Yes. Create segments by region and function, then use a short cadence with one action per message. The Shared Inbox lets program leads tag threads and assign owners.

How do I measure leadership communication effectiveness?

Track delivery, reply, time to approval, and completion rate. Export TextUs data and match it to CRM and FP&A outcomes for full visibility.

Will this integrate with my existing systems?

Yes. TextUs offers integrations that can log contacts and message activity into your core systems. You can also export CSVs for additional analysis.