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Short Guide to Using Text Messages in HR Communication

The work of HR practitioners is fast becoming not only increasingly complex but increasingly diverse in its range of responsibilities. Gone are the days where Human Resources was dominated by simply pushing paper in an office!

Those working in HR know just how important it is to establish reliable communication with both current and potential employees. Poor communications can generate huge losses for your company. A survey of 400 companies that have over 100,000 employees found that the average loss of profit attributed to poor internal communication was $62.4 million! 

Expanding Options 

In the current age of communications technology, the sheer amount of options to choose from when it comes to communication channels can be overwhelming. Email, messaging apps, online workspaces, digital conference rooms – with every passing day, there seems to be another platform to add to the mix!

But sometimes, it helps to go back to basics and keep things simple. The use of SMS in human resources communications is tried and tested and yields impressive results. With an open rate of over 98% and a 90-second response time, SMS is a foolproof way to ensure fast and direct communication with employees.  

Writing Tips

Perhaps the greatest benefit to using SMS communication is how concisely and directly it allows HR departments to reach their employees. There are several components involved in using SMS effectively, such as knowing exactly when to send out your communications. To maximize the efficiency of SMS communication, it’s important to get to grips with writing specifically for text messages.

Keeping things quick, simple and to the point is the best way to go. Another great time-saving solution for HR departments is to create a series of templated text messages for various situations that can be deployed at the drop of a hat! 

Here is a quick guide to some of the situations for which SMS is the most effective choice for HR communication! 

Recruitment Phase

During the recruitment phase or any it recruitment process it’s important from the get-go to establish direct and clear communication with potential employees. Contacting new recruits about interviews and orientation should be done with as much clarity as possible, to ensure a smooth onboarding process. One effective strategy is to send a text in conjunction with an email, inviting the recruit for their onboarding. Texts should be simple and communicate only the most important information:

- Date

- Location

- Option for RSVP 

Including just these simple keynotes ensures that new recruits have the essential facts. Furthermore, adding a link to an online RSVP with further details (such as employee handbooks, directions for recruitment or training facilities) not only makes sure employees will be at the right place at the right time but gives them the materials they need to make the most out of their onboarding.  

Company Log-Ins

SMS is one of the most secure methods of delivering important administrative information, such as log-in details for company software and databases. SMS offers the opportunity for HR departments to securely contact their employees, using a variety of multi-factor verification methods. Using this approach for the distribution of secure information ensures that only those with the appropriate authorization can access vital company resources, giving you and your executives peace of mind.  

Mandatory Events

It is vital that HR departments are able to ensure the attendance of mandatory company events, such as training days and annual meetings. Sending out a company-wide SMS with a note stressing the urgency and mandatory nature of these events, with adequate prior notice, will ensure maximum attendance and make sure the whole company is on the same page.

Upcoming Deadlines

When important deadlines loom, it’s important that HR departments can issue regular reminders to the employees of their responsibilities. Having scheduled text messages ready to be issued in accordance with applications for things like benefits, tax returns, and allowances will make sure your employees are grateful for having their eyes kept on the calendar!


As any HR practitioner knows, scheduling can be one of the most complicated and time-consuming aspects of the job! With constant rearrangements and cancellations, it can be hard to keep track of last-minute changes to scheduling. Text messaging allows HR to keep a single line of communication between employees to ensure that clashes are avoided, and allow teams to fill in for one another, should an emergency arise. 

Emergency Communication

A good HR department is prepared for anything and should be able to communicate with its employees en-masse at a moment’s notice. This is of even more vital importance in emergency situations, such as unexpected shift cancellations, security risks, or crisis announcements. The ability to notify your staff of an emergency will ensure that your workforce is kept safe – a top priority for any Human Resources department!


Author bio:

Alex C. Porter is a seasoned career guidance expert who specializes in training both companies and employees in navigating the jobs market. His expertise can be availed of for career guidance, help with CV writing, and expert insight into the world of corporate hiring strategies.

Alex C. Porter
2020-07-27 00:00:00 UTC