Sensitive information, emergency meetings, and deadlines—all have a chance of being overlooked and missed, especially when you’re communicating with your employees strictly by email. A business runs soundly when pertinent information reaches the right people in a timely fashion.
SMS is the perfect medium for delivering your time-sensitive information to your employees; moreover, you can do this with imperative information and send all employee-specific information directly to the employee.
Using text messaging for internal communications allows for uncanny synergy between management and the employees, facilitating a more productive and efficient work environment. This article will discuss the benefits of using SMS as a means of communication for your burgeoning company.
What is Internal Communication, and Why is it Important?
One can define internal communications as the way that a company efficiently and effectively sends timely business-critical information to its workforce. Effective internal communications help to improve employee engagement, achieve employee compliance and improve business production to boot. Good internal communications will facilitate communications up and down the chain of command.
The importance of effective internal communications can not be overstated. In essence, the business’s heartbeat supplies all of the running parts of the company with vital information. When everything is firing on all cylinders, a business can run like a well-oiled machine primed for success.
However, when internal communications are poor within a given company, all of the running parts can suffer from miscommunication due to missed deadlines, missed meetings, and unread messages. A business that misses deadlines will almost always appear to be unprofessional—so mitigating poor communication through effective internal communications is a great way to keep your company appearing as professional as possible.
Finally, good internal communication does wonders in bridging the gap between management and employees by providing a medium whereby communication is not one-sided and strictly dictatorial. Employees will feel more engaged when they’re able to offer a bit of feedback as well. Engaged employees work harder and more efficiently, especially when the importance of their work and input is made evident.
The only thing that matters as much as effective internal communications are the channels you use to communicate your business or management decisions. It is good practice for companies to employ a variety of channels to achieve maximum impact.
What Are The Most Popular Methods of Internal Communications?
As stated previously, companies employ a variety of different mediums for disseminating business information throughout a company. Below are the most common and most viable ways businesses use to facilitate internal communication throughout their company.
- Team meetings
- Desk drops
What Are the Shortcomings With These Forms of Communication?
These forms of communication have their merit; they can be useful in their own way. However, when these mediums of communication are used exclusively, problems can begin to emerge.
Take face-to-face meetings, for example: despite still being the most preferred method of communication, there are potential problems that can arise due to the inherent demands that face-to-face meetings require.
More specifically, these such meetings require that everyone be in attendance and perhaps even more challenging to achieve—it requires everyone conducting the meeting to relay the same information to all of the employees, which is surprisingly hard to do.
And when it comes to newsletters and posters, let’s face it—not everyone reads these modes of communication for one reason or another. Frequently, important meetings and friendly reminders communicated via poster or newsletter will go unnoticed by a sizable amount of your workforce.
Finally, your company’s intranet and emails are not always the most efficient communication method, especially when the information is time-sensitive and requires immediate attention. For example, emails can get lost in the shuffle of spam and a cluttered inbox, causing precious information to go unread and fall by the wayside.
Using SMS as the Formal Means of Internal Communication
Using text messaging for internal communications is the perfect way to fortify your internal communication strategy by using SMS as a buffer to improve upon all of the shortcomings associated with exclusively relying on the other forms of communication to disseminate information to your employees and throughout your company.
Benefits of Communicating via Text Messages
Here are some of the most useful benefits of using texts as a primary method of internal communication:
Your Employees Will Read It
Perhaps the best reason to make SMS a staple of communication in your company is its reliability. Text messages get read over 90 percent of the time, which is the most efficient and reliable to communicate with employees regarding achieving employee compliance.
When newsletters and posters fail to capture some of your staff members’ attention, shooting out a friendly reminder via text is a sure-fire way to ensure that the information on the poster or in the newsletters gets to the right people. Interestingly enough, you can send the newsletter directly to your employees via SMS, salvaging all the hard work it took to make the newsletter in the first place.
Often introducing new programs to your company can be costly due to the expenses of the programs and the labor needed to train the employees to use the program effectively. Implementing SMS into your internal communications program will cost little to no money and zero labor towards training your employees to be proficient with the program.
Why? Most people have mobile phones in their pockets, and they’re more than likely already adept at texting throughout their day.
Make Effective HR Updates
Important information such as employee benefits, policy changes, or open-enrollment deadlines is critical information you don’t want employees to miss. If an employee were to miss out on such crucial information, they could risk being reprimanded or possibly terminated.
So while it doesn’t hurt in the least for the initial message to be sent out via email or newsletter, sending a text soon after is a great way to ensure that this sensitive information will reach its intended destination. This is especially important when you consider the fact that emails have a 20 percent read rate.
It is good practice to prepare worst-case scenarios, which will always carry some of the most sensitive information which needs to reach the employees. In the case of a lockdown alert, the information will need to be disseminated swiftly and effectively. Sending out a text message will fulfill both of these requirements ensuring that you have secured the safety of your employees. The same goes for an evacuation of any other urgent situations where you need to reach your employees instantly.
Creating a festive atmosphere for your employees is a great way to facilitate a productive and healthy workplace. It is vital that your staff feels important, valued, and appreciated. These qualities make for a more productive team because one study demonstrated that happy employees were 20 percent more productive than unhappy employees.
With this in mind, it’s good practice to send out congratulatory texts highlighting the positive contributions that an employee has made to the company. Whether it be record sales for the month or acknowledgment of a job well done, sending out texts of this nature will incentive your staff.
Ask for Employee Feedback
There are times when you will need feedback or some form of approval before making a decision. Here’s where using text messaging for internal communications will prove to be a better choice than conducting such an operation via email. Emails of this nature tend to get messy and incoherent quite quickly.
A text message is a great way to organize information to conduct surveys and to get much-needed feedback from your employees. Furthermore, by utilizing SMS as your medium to complete your survey, you will quite naturally increase the engagement of your survey by giving your employees an easy and convenient way to participate.
Schedule Your Shifts via Text
If you have hourly employees or shift workers, then you know the damage that a missed shift or someone showing up late to work can cause. Using text messages, you can keep everyone on the same page regarding work schedules. In this way, you will rarely have to worry about whether or not everyone got the adjusted shift schedule; you can simply send out a friendly reminder to the staff.
Achieving effective internal communications is a must for growing and established businesses alike, and having a variety of ways of communicating crucial business information to your employees is a good start. However, merely having a variety of forms of speaking to your staff via emails, newsletters, or whatever the case may be, is not the end all be all.
It would be best to implement a strategy that shores up all of the shortcomings associated with exclusively leaning on all of the traditional ways of communicating with your staff. Using text messaging for internal communications is most effective at providing a reliable and easy-to-use medium for communication whereby you can reach your employees at the drop of a hat.