Why Text Your Staff?
Text messages have a 98% open rate and are usually read within minutes. That means urgent updates, schedule changes, or quick questions won’t go unnoticed. When teams stay in sync in real time, productivity and morale both go up.
1. Be Consistent with Updates
- Schedule regular check-ins: Send staff rosters, daily goals, or site updates at a set time each day or week. This helps everyone know what to expect.
- Use business hours: Avoid texting at odd hours unless it's a real emergency. Texting outside work hours can feel intrusive.
- Keep things succinct: A quick “Site A crew scheduled for 9 AM, check in when there” is more effective than a long essay.
2. Highlight Time-Sensitive Info Clearly
Staff texting is ideal for last-minute changes or urgent instructions like:
- “Team meeting in 10 minutes at HQ. Please be on time.”
- “Client just canceled. Can someone cover their slot at 3 PM?”
- Pro Tip: Don’t start with small talk. Begin with the important news, then clarify next steps.
3. Use Private Notes for Background Info
Need to share important context without cluttering the conversation? Use private notes, a Texty Pro feature that lets you leave internal comments directly within a text message thread. These notes are hidden from customers but visible to your team, making it easy to stay aligned. For example, while texting with a customer, you might add a note like “Customer prefers afternoon appointments” to keep everyone on the same page.
Use cases:
- Log job progress or follow-up reminders
- Tag a coworker (“@Alex, can you handle this?”)
- Skip sending details to the customer while keeping everyone informed internally
4. Create Private Channels or Direct Messages
Public channels are great, but sometimes you need a more focused group.
- Private channels: Organize by department (e.g., Dispatch, Marketing), regions, or specific projects.
Example: A “Maintenance Team” channel can share tools shortage alerts or schedule updates. - Direct messages: Chat with one teammate privately. Perfect for quick handoffs or confidential questions.
5. Set Clear Response Expectations
Keep staff in the loop on what’s expected:
- Reply within 15–30 minutes during work hours
- Always confirm they received an urgent message (“Got it, thanks!”)
- If someone can’t reply immediately, teach them to send a quick acknowledgment (“Received, will review after meeting”)
Setting these guidelines helps ensure reliable and respectful communication.
6. Respect Boundaries & Etiquette
- Don’t text outside business hours unless urgent
- Avoid sharing sensitive info via SMS
- Keep texts short and relevant. No one wants long, confusing messages in the middle of a busy day
- If you wouldn’t say it in a team meeting, don’t text it
7. Train Your Team
Teach your team how to use the platform effectively:
- Show them how to send SMS using a shared business number
- Demonstrate how to leave private notes and use channels
- Provide text messaging templates: shift reminders, alerts, check-ins
- Create a simple Standard Operating Procedure (SOP): “Always start with the greeting, status, action needed, and any follow-up note”
This kind of training ensures consistent tone and professional communication and it’s a productivity booster.
Quick Workflow Example
- Manager sends: “Team A starts client demo at 2 PM today. PM @Sue for issues.”
- Sue replies via direct message: “Copy that.”
- Manager leaves a private note: “Demo went well, client asked about rate change.”
- Manager posts in Marketing channel: “Heads-up: potential new pricing inquiry.”
All collaborators stay updated without customer-facing texts getting cluttered.
Level Up Your Team Communication
Texting with your staff doesn’t have to be disorganized, confusing, or unprofessional. With Texty Pro’s shared inbox, private notes, internal channels, and direct messages, you can streamline operations, improve clarity, and make sure your team never misses a critical update again.
Invite your team, implement clear guidelines, and make texting part of how you run your business. For team plans that support this setup, check out Texty Pro’s Pro and Team pricing plans.
Ready to upgrade the way your team texts? Start your free 14-day trial with Texty Pro and start collaborating smarter today.
