Skip to the main content.
Login Sign Up Free
Login Sign Up Free
Mass Texting


Automated Calling


Messaging Guides

nav-messaging guides

Watch Demo



What makes us different?

nav-what makes us different

Creating culture at Text-Em-All

nav-creating culture


Navigating the Texting Terrain

The Ultimate Guide to Text Messaging for Business

You're More than a Number: In a world filled with automated calls, robotic voices, and spam texts, communicating with large groups can feel daunting. But not for you. You're here because you believe in the power of personal connection, even when reaching hundreds or thousands. You're not just sending messages; you're building bridges. 

Why Texting, Why Now? It's 2024, and texting isn't just for emojis and casual chats anymore. Texting is the beating heart of communication for businesses, non-profits, churches, and countless organizations, each seeking to connect without crossing lines. With Text-Em-All, Fortune 500 giants can send emergency notifications to employees, local schools can alert parents about early closures, churches can coordinate volunteer activities, and healthcare providers can remind patients of upcoming appointments. And they can do all this while respecting Text-Em-All's Responsible Use Policy — no sales, marketing, political messages, or texts without consent. It's about connecting with integrity and personal touch, making each text feel like a warm and responsible handshake.

The Challenge & The Opportunity: We all know the struggle: How do you get a message across quickly, effectively, and without sounding like a robot? How do you inspire action, responses, or simply a smile on the other end? That's where this guide comes into play.

Meet Your Texting Mentor: Welcome to Text-Em-All's guide to text messaging best practices. We're not just about delivering messages; we're here to help you make a positive impact. We chose to be different in an industry known for robocalls and spam. Our culture, passion, and commitment to being a joy to do business with are all packed into this guide.

What's Inside: Get ready to explore the nuances of timing your texts, crafting concise yet impactful messages, personalizing your communications, and staying on the right side of the law. Whether you're a Text-Em-All pro or just starting, there's something here for everyone.

Let's Get Started: So grab your favorite beverage, settle into a comfy chair, and let's dive into the world of texting with purpose, grace, and a little bit of Text-Em-All's magic. Happy texting!

Image (15)


Understanding Your Audience: A Handshake, Not a Handout

Who's on the Other End? Whether you're a school principal, a church leader, or a non-profit champion, understanding who's receiving your texts is the first step to effective communication. It's not just about sending messages; it's about forging connections. For some extra help getting started, consider checking out the following guides:

Segmenting Like a Pro: Your contacts aren't identical, so why treat them that way? Breaking your audience into groups or segments can help you tailor your messages.

Here are some ways to segment your contacts using Text-Em-All;

  1. Geographical Location: Sending messages tailored to specific regions or cities, such as weather alerts or local community events.
  2. Relationship with Organization: Differentiating between long-term members, new joiners, donors, volunteers, or other key stakeholders, enables more targeted communication.
  3. Preferences and Interests: If your contacts have expressed specific interests (such as volunteering for certain types of events or preferring certain services), you can tailor messages to those preferences.
  4. Communication Frequency Preference: Some contacts prefer daily updates, while others prefer weekly summaries. Understanding and respecting these preferences can increase engagement.
  5. Engagement Level: Segmenting by those who frequently respond and engage with your messages versus those who don't can help craft messages to re-engage less active contacts.
  6. Language Preferences: If your audience is diverse and speaks different languages, crafting messages in their preferred language can create a more personal connection.
  7. Special Dates and Milestones: Recognizing birthdays, anniversaries, or other important dates related to your organization's interaction with the contact can add a personal touch.
  8. Role or Position within an Organization: Differentiating between managerial staff, part-time employees, full-time workers, etc., to send appropriate messages like policy updates or meeting invites.
  9. Past Participation or Behavior: Tailoring messages to those who have attended previous events, donated, volunteered, or shown interest in certain areas.
  10. Journey Stage: For non-profit supporters or volunteers, recognize where they are in their journey with your organization, from newcomers to seasoned veterans, and craft messages accordingly.

Example: Segmenting Your School's Contact List

Schools typically need a variety of audience segments. Here’s an example of what this may look like:

Parents & Guardians: This segment would benefit from updates about school closures, reminders for parent-teacher meetings, or information about upcoming school events.

Volunteers & Members: For those who volunteer at the school or are members of the school's PTA, the school could send out notifications about upcoming volunteer opportunities, PTA meetings, or fundraising events.

Employees: The school could use this platform to notify staff about emergency situations, schedule changes, or important meetings.

Geographical Location: If the school has multiple campuses, it could segment its audience by location and send out messages specific to each campus, such as local events or weather alerts.

Preferences and Interests: Parents who've expressed interest in the school's music program could receive updates about upcoming concerts or music-related activities.

Communication Frequency Preference: Some parents might prefer to receive updates on a daily basis, while others might prefer weekly updates. The school could create audience segments to respect these preferences.

By segmenting in these ways, you can be sure you’re sending the right message to the right people and creating a more intimate and engaging communication experience. And, of course, Text-Em-All is there to make this process seamless, ensuring that every text sent is in line with your mission and values.

Timing is Everything: You wouldn't call someone at 3 AM, so why text them then? Finding the sweet spot in timing can turn a disregarded message into a delightful surprise. Here’s a summary of some research and data points that might help guide the timing of text messages:

  1. Business Hours: Typically, sending text messages during standard business hours (9 AM to 6 PM) aligns with when people are most active and likely to respond.
  2. Avoid Early Mornings and Late Nights: Texts sent very early in the morning or late at night can be perceived as intrusive. It's generally best to avoid sending messages before 8 AM or after 9 PM in the recipient's time zone.
  3. Weekdays vs. Weekends: Research from various marketing studies suggests that engagement rates might be higher on weekdays than on weekends. However, this can vary depending on the audience and the nature of the message.
  4. Consider the Content and Context: The timing might also depend on the specific content. For example, appointment reminders might be best sent 24-48 hours in advance, while a weather alert should be sent as soon as possible.
  5. Response Data Analysis: If available, analyzing past response data can provide insights into when your specific audience is most likely to engage. Tools like Text-Em-All could potentially offer analytics to help pinpoint the optimal sending times for your particular audience.
  6. Compliance with Regulations: Ensure that the timing also complies with regulations such as the TCPA, which might have specific guidelines on when you can send commercial messages. For the most part, any non-marketing messages are not subject to the same rules, but these regulations still present good practices to follow.
  7. Testing and Optimization: Many organizations find success through A/B testing at different times of the day and week to discover what works best for their unique audience.

A study by Experian found that text message response rates are generally highest during the late afternoon, from around 2 PM to 6 PM. However, it is essential to recognize that optimal timing can vary greatly depending on factors like the industry, the nature of the text, the audience's preferences, and geographic location.

Respecting Privacy: Aligning with Text-Em-All's Responsible Use Policy means no texts without consent. It's not just legal; it's ethical. Your audience should feel respected and never be spammed. A good example of what not to do is to purchase a list of contacts and then try to blast them with your message. You’ve probably received a message like this from a realtor trying to cover an entire neighborhood.



Crafting Messages that Resonate: More Than Words on a Screen

Understanding the Purpose: Every text message serves a purpose, whether it's to inform, engage, remind, or motivate. Understanding the 'why' behind your message is the first step. Is it an urgent weather update? A heartfelt thank-you to volunteers? A gentle nudge for a fundraising event? Define the purpose of crafting a meaningful text.

Speak Their Language: Formal or friendly? Serious or light-hearted? Your tone should align with your organization's identity and your audience's expectations. A church might use a more comforting tone, while a corporate HR department might be more straightforward. At Text-Em-All, we strive to help you find a tone that feels like a warm, personal conversation.

Keep It Simple and Clear: Brevity is the soul of wit and text messaging! Short, clear messages are more likely to be read and understood. Avoid jargon or complex language. Remember, a text message is not an essay.

Include a Clear Call to Action (CTA): If you want your audience to do something, clarify it. Whether clicking on a link, attending an event, or replying to a survey, a clear CTA can guide your audience to the next step.

Personalization Makes It Special: "Dear Member" is less engaging than using the recipient's name or referring to their last interaction with your organization. Text-Em-All's features can help you personalize messages, making each recipient feel valued and seen. Learn more about how to add personalization through Text-Em-All’s “Create Broadcast” feature.

Use Emojis Sparingly (If at All): Emojis can add a touch of personality, but use them thoughtfully and sparingly. An emoji in a casual reminder might be fine, but it might not be appropriate in a serious announcement. Learn more about enhanced text messages.

Legal & Ethical Considerations: Always ensure your messages comply with legal regulations and ethical guidelines, including Text-Em-All's Responsible Use Policy. Respecting consent and privacy is not just the law; it's a sign of trustworthiness.

Feedback and Iteration: Encourage feedback on your messages and continuously refine your approach. What works today might evolve tomorrow. Text-Em-All's insights and analytics can guide your continuous improvement.

A Message from the Heart: Ultimately, your messages are an extension of your organization's mission, values, and culture. They're more than words on a screen: a handshake, a smile, a shared purpose. With Text-Em-All, crafting resonant messages is not just about pressing 'send'; it's about building connections, one text at a time.

Measuring Success: How do you know if your messages hit the mark? Tracking responses, engagement, and feedback helps you refine your approach. Text-Em-All's SMS analytics reports allow you to keep your finger on the pulse of your audience.



Message Length: The Sweet Spot of Clarity and Engagement

Text messages are quick, concise, and to the point, like a friendly tap on the shoulder. But how long is too long, and how short is too short? Finding the right balance is key to crafting messages that inform without overwhelming. Here are some insights to guide your journey:

The Standard SMS Length: The traditional length of an SMS message is 160 characters. If a message exceeds this, it may be broken into multiple messages. While most modern devices can handle this seamlessly, sticking to the standard length ensures a consistent experience across all devices.

Focused Content: Packaging much information into one text is tempting, but focusing on a single, clear message or call-to-action can make it more digestible and actionable. If you have a lot to say, consider directing readers to a webpage where they can learn more.

Balance Brevity with Clarity: Too short, and your message may be unclear. Too long, and you risk losing the reader's attention. Finding the sweet spot means keeping your message concise while communicating the essential information.

Context Matters: A payment reminder might be short and direct, while a heartfelt thank-you to volunteers might be longer and more emotive. The content should dictate the length, not the other way around.

Think Visually: A long block of text can be daunting. Break it up with line breaks, bullets, or even emojis (used thoughtfully) to make it more visually appealing and readable.

Tools and Testing: Platforms like Text-Em-All provide tools to preview and test your messages, ensuring they appear as intended. Experimenting and testing with different lengths can also help you find what works best for your audience.

Listen to Your Audience: Gather feedback from your recipients about what they find most engaging. Their input can guide you to the optimal message length.

It's Not One Size Fits All: Different messages serve different purposes, and the optimal length may vary. Continuously learning and adapting will keep your messaging fresh and compelling.

At Text-Em-All, we believe that every character counts. Crafting messages with the right length isn't about strict rules; it's about communication that feels human, connected, and straightforward. Finding the right message length is part of connecting, whether you're saying a lot with a little or adding a touch of extra warmth.



Legal Compliance: Navigating the Rules with Confidence

In the mass texting and calling world, legal compliance isn't just a box to tick; it's a commitment to integrity, trust, and respect. Text-Em-All is here to guide you through the complexities of laws and the newest carrier rules around 10-DLC registration and toll-free text number verification. Let's explore:

Understanding TCPA & CTIA: The Telephone Consumer Protection Act (TCPA) and the CTIA (Cellular Telecommunications Industry Association) guidelines set the stage for responsible communication. They cover issues like consent, opt-in, and opt-out procedures, ensuring that your messages are welcomed, not intrusive.

10-DLC Registration: 10-Digit Long Code (10-DLC) registration is part of the evolving landscape of rules, offering benefits like higher delivery rates. Knowing when and how to use 10-DLC can optimize your messaging strategy.

Toll-Free Text Number Verification: Another layer of regulations ensures that toll-free numbers are used appropriately in text messaging. Understanding these rules helps maintain the integrity of your communication channels.

Text-Em-All's Responsible Use Policy: Besides following legal requirements, Text-Em-All has its Responsible Use Policy. It emphasizes our stand against sales or marketing messages, political messages, messages without consent, and personal & verification messages.

Compliance Is a Shared Responsibility: While Text-Em-All provides tools, guidance, and support, it's vital to consult with legal professionals to understand the specific rules that apply to your organization. SMS compliance is a team effort.

Following the rules is about avoiding penalties and building trust with your audience. It signals that you respect their time, privacy, and preferences.

Legal compliance may seem daunting, but with Text-Em-All by your side, it doesn't have to be a maze of confusion. It's about building relationships correctly, respecting boundaries, and creating lasting connections. At Text-Em-All, we believe in more than just delivering messages; we believe in doing it right.

Stay Informed: Rules and regulations evolve, and staying current is essential. Regularly consulting with legal experts, participating in industry forums, and using Text-Em-All's resources can keep you on the right track.

Image (17)


Why Choose Text-Em-All? Trust in Our Uniqueness and Passion

Choosing a mass texting and calling service is about more than just features and pricing; it's about finding a partner who understands your needs, values integrity, and strives to make a positive impact. Here's why Text-Em-All stands out:

🎉 Real Success Stories: Our customers' success is our joy. From Fortune 500 companies to small businesses, we've helped organizations reach their goals through effective and responsible messaging. [insert case study]

🛡️ Unmatched Security & Privacy: Your data's security is our priority. With Text-Em-All, you can trust in robust protections that keep your information safe and private.

🌍 A Culture That Cares: We're not just another aggregator; we're a purpose-driven organization prioritizing greatness over growth and putting people above profit. Our culture is our competitive advantage, and our mission is to be a joy to do business with.

💼 Transparent Pricing: No hidden fees, no confusing plans. Our transparent pricing ensures you know exactly what you're getting.

🎓 Guided Tours & Demos: Want to see Text-Em-All in action? Request a demo to experience our platform's power and ease of use.

📞 24/7 Customer Support: Stuck with something? Our friendly customer support team is here for you anytime, any day. We love helping our customers!

📜 Legal Compliance Made Easy: Navigate the complex world of legal compliance with our guidance and tools. Plus, our Responsible Use Policy ensures you're always on the right side of the rules.

🚀 Create a Free Account: Ready to join the Text-Em-All family? Start your journey with us today and discover a world of responsible, efficient, and joyful communication.

By choosing Text-Em-All, you're not just selecting a service; you're joining a community that cares, innovates, and supports you at every step. Whether it's our unmatched customer support or our commitment to doing business the right way, Text-Em-All is more than a provider; we're your partner in success.



Unleash the Power of Responsible Messaging with Text-Em-All

Navigating the mass texting and calling world doesn't have to be daunting or overwhelming. With this comprehensive guide, you've explored the keys to crafting resonant messages, segmenting contacts like a pro, timing your communications, understanding legal compliance, and much more. But beyond the tips and techniques, you've discovered something even more valuable – a partner who cares.

At Text-Em-All, we're not just here to provide tools but to empower and inspire. Our commitment to responsible use, transparent practices, and a culture that prioritizes people makes us more than a service provider; we're a community, a partner, and a friend in your communication journey.

Ready to take the next step? Create your free Text-Em-All account or browse more of our business text messaging resources to get more in tune with how it works! 

Thank you for joining us on this journey through effective and responsible mass messaging. At Text-Em-All, we believe in making a positive impact and being a joy to do business with. We're here for you, cheering you on, and looking forward to partnering in your success.

Stay connected, stay responsible, and happy messaging! 🎉📱