How to Create and Send Effective SMS Text Announcements

Many employees tend to overlook emails unless the content is important, which means some of your critical messages might not be seen.

Consider your frontline workforce—they often lack regular access to desks or computers. This can lead to delays and communication gaps, especially when timely updates are needed. That's where SMS alerts come into play.

With SMS, you can send urgent updates instantly. Whether it’s a sudden schedule change, a company-wide announcement, or an emergency alert, a text message reaches your employees right away. Unlike emails that might get buried in a crowded inbox, SMS messages are quick and hard to miss, ensuring that every important notification gets through on time.

We’re not suggesting you replace emails or phone calls entirely. For routine communications, those tools still work well. However, for time-sensitive situations where every second counts, SMS is a powerful option. It bridges the communication gap, ensuring that even employees on the move are kept in the loop.

By using a mix of emails and text alerts, you can keep your entire team informed and connected, no matter where they are.

But how do you write the perfect text announcement? What are the best practices to follow? In this blog, we’ll explore how you can use SMS effectively to improve workplace communication.

Importance of SMS Text Announcements In Today’s Workplaces 

Clear and timely communication is essential in every workplace. Text announcements allow you to share urgent updates, reminders, and essential information with your employees directly via SMS. Unlike emails, which often go unread, SMS ensures messages reach employees instantly. This makes it the most effective way to deliver time-sensitive updates. 

Whether you need to update employees on schedule changes, safety protocols, new policy updates, or more, SMS ensures immediate visibility. On average, it takes a person 90 seconds to respond to a text.  

Additionally, not all your employees work from desks or check emails regularly. Field workers, retail staff, and service teams rely on their phones for updates. Text announcements keep them informed without requiring internet access or company portals.

Quick, reliable communication improves response times and prevents operational delays. Thus, it’s time you leverage the benefits of SMS alerts and announcements to keep your internal communications on track. 

Next, let’s explore how to draft effective text announcements for maximum clarity and impact.

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How to Draft Effective SMS Text Announcements

Writing effective text announcements requires clarity, brevity, and a strong call to action. Since SMS has character limits, every word must serve a purpose. A well-drafted message ensures employees receive and understand important updates instantly. Here’s how you can do it: 

1. Keep Messages Concise

SMS messages have a 160-character limit. Long texts get cut off or ignored. Short messages improve readability and engagement. Consider the following when drafting messages: 

• Stick to essential information. Avoid unnecessary details.
• Use simple words and remove filler text.
• Focus on the main point in the first sentence.

For Example, instead of a long text that says – “The company-wide meeting will be held in the conference room on Tuesday at 2 PM. Please ensure you are present on time.” You can use fewer words like: 

“Team meeting: Tuesday, 2 PM, conference room. Be on time.” 

2. Use Clear and Direct Language

Vague messages can lead to confusion. Employees need direct instructions without complex terms. To ensure clarity across your announcements, remember the following: 

• Use short sentences and avoid jargon.
• Write as if speaking to someone in person.
• Use action words to guide employees.

Consider the above example for this one. 

3. Personalization

Personalized text announcements grab attention and increase engagement. Employees are more likely to respond when a message feels relevant. Instead of sending a generic text that says: “Reminder: Submit timesheets by Friday.” You can address the recipient like: “Hi Alex, submit your timesheet by Friday to avoid payroll delays.”  This makes your employees feel seen and included, leading to quicker action.  

You can trust Udext with this. Its custom fields let you personalize messages by including employee names or job roles. This makes communication feel direct and thoughtful. 

4. Include a Clear Call-to-Action (CTA)

Every message should guide employees on what to do next. A strong CTA removes confusion and ensures quick responses. Consider the following CTA examples for your text announcements:

• "Click the link to confirm attendance."
• "Reply YES to opt in."
• "Visit the HR portal by 5 PM today."

Without a CTA, employees may ignore the message. Udext allows you to include direct response options, making it easy for employees to take action instantly. 

By following these steps, you can write text announcements that are clear, effective, and action-driven. Next, let’s explore the best practices for sending SMS messages at the right time and frequency. 

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Best Practices for Sending SMS Text Announcements

Sending text announcements at the right time and frequency ensures higher engagement. A well-planned approach prevents message fatigue and keeps employees informed. Following best practices helps businesses maintain compliance and improve communication effectiveness.  We’ve listed down a few of them for you. 

1. Timing is Key

Timing affects how quickly employees read and respond to your text announcements. Messages sent too early may get buried under other notifications. Messages sent too late may go unnoticed.

So, when to send messages for maximum engagement? 

• Morning (8–10 AM): Employees are starting their workday and checking notifications.
• Midday (12–2 PM): Lunch breaks provide time to read and respond.
• Afternoon (4–6 PM): A final check before wrapping up the workday.

For example, a retail store manager needs to inform employees about a shift change. Sending the message at 6 AM may go unnoticed as employees rush to work. Sending it at 8:30 AM ensures it’s seen before their shift starts.

Udext’s scheduling feature helps you send messages at the right time. You can Set and Forget SMS reminders for meetings, safety alerts, or payroll updates when employees are most likely to read them. Book a Demo to see how it works!  

2. Frequency Management

Sending too many text announcements can frustrate your employees. If they receive frequent, unnecessary messages, they may start ignoring important ones. A balanced communication strategy ensures that your messages are read without overwhelming recipients. Consider the following tips to avoid overloading employees with messages: 

• Send only necessary updates. Avoid repeating the same message multiple times.
• Space out messages. For non-urgent updates, weekly or biweekly messages work better.
• Use one SMS for multiple updates. Instead of sending five separate texts, combine related updates into one.

For instance, instead of sending three different texts about upcoming training sessions, you can send one SMS:

"Upcoming training: Safety (Mon 10 AM), HR policies (Wed 2 PM), Customer service (Fri 4 PM)."

A well-planned schedule keeps employees informed without making them feel bombarded.  

3. Compliance with Regulations

Businesses must follow SMS regulations to avoid legal issues. Sending messages without consent can violate privacy laws and lead to fines. Your employees should have control over the messages they receive. Here’s how you can stay compliant with the SMS laws: 

• Obtain employee consent before sending text announcements.
• Include an opt-out option in every message.
• Follow TCPA and GDPR guidelines where applicable.

Example: A company announces a new attendance policy. To comply with regulations, the message should include an opt-out option:

"New attendance policy takes effect Monday. View details: [link]. Reply STOP to unsubscribe."

Udext ensures compliance by offering built-in opt-out management and consent tracking. Businesses can track which employees have opted in or out, ensuring SMS campaigns remain lawful. 

4. Testing and Feedback

Not every message gets the desired response. Testing them first helps refine text announcements before they reach a large audience. Getting necessary feedback ensures that your messages are clear and effective. Here’s how you can make your messages more effective: 

• Test messages with a small group before sending them company-wide.
• Monitor response rates to see how employees engage.
• Collect feedback to adjust tone, wording, or timing.

For example, you want to announce a new benefits program. Instead of sending the first draft to all employees, you can test it with 10 staff members. If the test group finds the message unclear, you can revise it before sending it to everyone.

Udext’s analytics and reporting tools help businesses track delivery rates, open rates, and responses. If engagement is low, you can tweak your approach and improve future communication. 

By following these best practices, businesses can send text announcements that are timely, clear, and action-driven. Now, let’s explore how Udext’s platform simplifies SMS communication with its intuitive interface, two-way messaging, and advanced analytics. 

Create and Send Clear and Effective SMS Announcements With Udext

Udext makes sending text announcements simple and effective. Whether you are sharing company updates, scheduling reminders,  collecting responses, or trying to communicate regular operational information – our platform ensures you can do it efficiently. With an intuitive interface, two-way messaging, real-time analytics, and seamless integrations, Udext streamlines SMS communication for businesses of all sizes. 

User-Friendly Platform

Udext removes the hassle of manual messaging. The clean, easy-to-use dashboard lets you draft, schedule, and send SMS updates in minutes. You can create message templates for common announcements and automate recurring reminders for meetings, shift changes, or policy updates. No technical skills are required—just log in, type your message, and hit send. 

Two-Way Communication

Effective communication isn’t just about sending messages but also getting timely responses. Udext enables real-time, two-way messaging, so employees can reply instantly. With auto-translation in 100+ languages, you can be understood by a diverse workforce. No more guessing whether a message was read. Whether it’s a shift swap request or an urgent company update, managers get direct responses, improving efficiency and reducing miscommunication. 

Analytics and Reporting

Knowing how employees engage with text announcements helps refine communication strategies. Udext’s built-in analytics provide real-time insights into delivery rates and engagement levels. If a message isn’t performing well, you can adjust the approach to ensure important updates aren’t missed. 

Seamless Integration

Udext seamlessly integrates with 200+ HRIS and payroll systems, eliminating the need for manual updates. Employee contact lists stay updated automatically, and SMS reminders can be triggered based on HR events like new hires, payroll updates, or compliance deadlines. By integrating Udext with your internal tools, you save time and improve efficiency. 

Wrapping Up 

Effective text announcements keep your workforce informed, engaged, and responsive. A well-crafted message ensures employees receive critical updates without delay. By keeping messages clear, well-timed, and actionable, you improve communication and prevent misunderstandings.

Udext simplifies this process with an intuitive platform designed for real-time employee alerts. You can send instant updates, collect responses, and track engagement—all from a single dashboard. Whether you’re notifying employees about shift changes, company policies, or urgent alerts, Udext ensures your messages reach the right people at the right time.

Start streamlining your internal communication. Try Udext today! Send smarter, faster, and more effective text announcements in no time.  

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