Email vs. Text Messaging in the Workplace – Important Tips on Using Each Channel

Technology has grown so rapidly in the past few years that businesses are now able to enjoy various means of electronic communication, making it easy to respond quickly and more efficiently in the workplace than it used to be. At this time, messaging apps are becoming very popular among not only consumers but businesses and employees as well. Nevertheless, email and SMS text messaging remain the leading choice of correspondence for most companies. There have been studies which show that the use of email for the purpose of daily business communications is on the lower side for the past five to ten years, but according to HubSpot Research, email still remains as the top tool of choice for internal communication.

Just as email, workplaces also tend to embrace text messaging as an alternative way for interoffice communication. Different surveys showed that more than 80% of professionals prefer to use texting as a real-time communication channel when collaborating on their projects – and around 70% of modern-day employees think text messaging improves team collaboration and should be implemented in the workplace.

Obviously, both channels, email and texting, when used under the right circumstances, can help benefit your business. Below, we are going to share some tips on when to use each so as to maximize the communication potential in your workplace.

Email Usage

Opt for email usage in the following instances:

• The message you need to send needs to be detailed one while the urgency of the reply at the same time isn’t a factor.

• When you have to share important information with someone who lives in a different country or a different time zone.

• When it’s the factual data that you need to deliver and that information does not require a response as well, like specifications of a product/service you offer or a price quote.

• When you’re on the go because you can send and access email from anywhere using an internet connection.

• Email is also good when you’re looking for direct communication with a particular individual in the company.

Text Messaging

Texting your Superiors and Co-workers

Consider the following tips when sending texts to your boss, manager, and colleagues:

• It’s becoming the norm that you can send a text to your superior or boss, especially during the time of an urgent problem or when the immediacy is crucial.

• Don’t disclose sensitive information or bad news in the text because it can better be done in-person. Managers are also suggested to not use text messaging to deliver such types of correspondence as good or bad news and job promotion.

• When it comes to texting your colleagues and co-workers, it certainly depends on the age, gender, and personal relations.

• When sending text messages, sometimes it's vital to consider the emotional state and relationship status of your colleague.

• It’s highly unethical and unproductive to send non-work related texts to your colleagues during work hours.

• If you don’t have a personal relationship with your team members outside of work, avoid sending them text messages.

Texting Your Existing Customers and Prospects

• Sending bulk SMS or text to your current customers as well as prospects depends on the type of relationship you have with them, such as whether you have gotten their permission through opt-in.

• When running your text marketing campaign, never make cold calls through texting because most of the people think of text messaging as personal communication and you have to respect their privacy.

• Never send text messages to individuals you’re not connected with through opt-in because your prospects may have an invasive perception about your business.

• Pushing a promotion or offer through the SMS blast isn’t a perfect and professional way to attract prospects, so pay careful attention to it.