Many Americans choose texting as their primary form of communication. Texting is becoming utilized for more than just personal communication, with Americans under 50 using it the most frequently. 39 percent of companies use text messaging to get in touch with customers, and even more do so for internal communications with staff.
There’s a good reason why people text. Text messages have a 98% open rate and a 45% response rate compared to emails, which have an open rate of 17%. Writing these brief messages has altered as a result of text messaging’s explosive growth. The guidelines for creating a professional document might get hazy as more texts become less formal. ( Some experts even compare Slack conversations to SMS gateway messages; see this article for more information.
Texting your coworker or boss involves more consideration than texting a buddy quickly. Always begin with a purpose, pay attention to your tone, and make it short and sweet. To find out more about how to text professionally and what to avoid, keep reading.
Set a goal
Choose a specific objective that you want to achieve with each text message. Your writing might easily become too convoluted and cover too many topics if it doesn’t have a clear objective. Cover only one topic at a time.
Emphasize tone
Each of us has received a text that initially made us nervous but later turned out to be a kind message. Therefore, try to avoid using a sarcastic or critical tone. Keep it warm and light instead.
Describe yourself
It’s usually best to introduce yourself unless you know the person well and have texted them frequently. It’s possible that certain phone numbers weren’t stored or that your name was forgotten.
End sentence at 160 characters
It’s usually preferable to keep text messages brief, but stopping at 160 characters is not only a wonderful way to gauge how lengthy something is, it also prevents your text from being divided into many messages.
Keep it brief
Writing lengthy texts violates the purpose of text messaging since it is quick and simple to do on the move. Instead, restrict the length of your letter to a few phrases. For subjects that call for lengthier discussion, use a phone call or online video chat.
Set a maximum for the messages
Avoid sending them too many texts. Don’t get in touch with them too frequently, and only send one message at a time.
Obtain consent
Consider phone numbers to be private information; some people may not want you to know them or may prefer phone calls over texts. Ask whether it’s acceptable to text someone at their phone number when you have their number.
Respect the working day
Text messages about business should be sent within regular business hours. If it’s not urgent, don’t text them when they’re off work.
Leave out group communications
It is seldom essential to create a group message in a professional setting. They frequently result in muddled communication and waste time for people who don’t need to participate. Only those who absolutely must be involved should communicate; any other parties should be informed separately.
Avoid using autocorrect
Most of us have experienced a humiliating autocorrect mistake. Don’t be the employee who is remembered in business annals as the one who unintentionally emailed an embarrassing autocorrect error to the whole firm. Check everything in your message once more before sending.
Remember to follow up
Don’t be reluctant to follow up if you don’t hear anything after a few days. Don’t think silence implies you are being ignored; the majority of us have opened a text and forgotten to reply at least once.
Eliminate emojis
When texting with friends, using emoticons is a fantastic way to make the conversation more fun. However, avoid using happy faces when sending business messages.
Observe the texting restrictions at work
Text messaging has become more popular for commercial interactions in the past. Before messaging other workers or their superiors, employees need to be aware of the texting guidelines. Do you, for instance, know whether the receiver prefers texting over calling? Have you spoken about when is the best moment to reply to the text? Etc. Once you’ve determined these boundaries, try your best to abide by them.
It may be simple to handle this texting etiquette. However, the most crucial rule of manners is to pay attention fully and refrain from using a mobile device during excessively serious, solemn, or important business situations.
Additional restrictions come from conduct and temperament at work, such as:
- Don’t send too many attachments, and before sending a text, read it again.
- Avoid sending early or late texts; Additionally, remember to verify the addressee.
Keep time in mind
If your team is distributed, remote, or hybrid, you are well aware that everyone’s working hours aren’t always the same. The benefit of using employee SMS is that you may reach your staff members at any time, wherever.
In light of this, it’s crucial to be careful about the messages you may send and when. Texting your staff after hours may be important in emergency situations, such a fire, power outage, security breach, or severe weather. Also check here Guidelines For Choosing The Best Web Design Company
Stick to one style for your media
Key is consistency. If you deliver the same messages from the same platform, your staff will be able to find certain information or resources with ease.
This does not imply that you must reuse the same material across all platforms. It simply implies you’ll need to select the content types that suit each media the best and take use of the advantages.
There are, of course, some prominent exceptions. For example, COVID-19 crisis messages should be distributed on as many channels as possible to reach the widest audience.
Additionally, you may establish auxiliary channels to spread the word about the messages distributed through your main channel (e.g., asking employees to check an important email update).
But in each situation, you should adjust the content to the medium, making sure the tone and structure appeal to your audience.
