10 Tips for Business Texting Etiquette

 [Nerd Scale: 0 out of 5 pocket protectors]

Over the last few months, the number of clients that choose to communicate with me via TEXT has sharply increased. 

This has caused me to pay attention to my client's behavior while onsite and what I have come to learn is that businesses are using text more than ever to communicate with employees, vendors and other businesses.

Now I will admit that if asked my opinion, I would let you know that I think TEXTING is the last method of communication that I would use in business...well maybe Smoke Signals would be the last, but TEXTING would be really close.   TEXTING is just not as reliable as e-mail and if personal texting attitude is adopted for workplace texting it could be really bad for business. 

If you are going to text in business, take a look at these etiquette tips:

(1) Don't TEXT if you can send an e-mail. Most texting platforms do not have methods to notify you if your message does not make it to the sender.  Before moving to my new phone system, my old business phone system did not have a way of forwarding a text message to my cell phone or email account. ( I am now using a system that allows me to do both )  It was very common to get an angry call from a client asking why I hadn't returned their text from the prior week.  I never received their message and they never received a notification that the message failed to arrive.  E-mail, however, will send you a non-delivery report if your message fails to get to the intended recipient. ( or at least it should if everything is working properly ) If your message is important or urgent, send it out on a technology that will ensure that you are notified if transmission fails.  

(2) Don't TEXT if a phone call will suffice.  As well as texting, most cell phones can make phone calls.   Sometimes it is more appropriate to make a phone call.  If you are conveying bad news or have something really important to share, maybe a phone call would be a better way to share that information.

(3) ALWAYS sign your name to your business texts.  Never assume that the person you are sending a text to knows who you are.   I have been getting a lot of texts lately from users that read "Help...my computer is broken."   Never leave your recipient guessing from whom the text has come.   Simply add your full name and if you want to be really helpful add your company's name as well.

(4) Proof read your text before sending.  Misspellings, bad grammar or omitted words can not only change the meaning of your communication, but can also reflect poorly on you and your business.  Take a moment before you hit send to read over your text and make sure the message your are conveying is the one you intend.  Also, turn off auto-correct or predictive typing to reduce embarrassing or offensive typos.

(5) Use proper punctuation and don't use acronyms.  Remember, this is a professional communication, so make sure you are treating the recipient with the proper respect.   Spell out all words and use punctuation to make your message easy to read and understand.   Using shorthand and acronyms may make the recipient feel as if you are too busy to properly communicate with them.

(6) Avoid CAPS LOCK.  No one likes to be yelled at.

(7) Don't text when your are angry, tired or distracted.  It is sometimes hard enough to convey the message you are intending when you are feeling 100%.   But if you are in a bad mood or tired or distracted, you should wait to send your message until you are mentally prepared to send the message in a way that ensures the recipient will not misunderstand your intentions.

(8) Don't text after business hours.  Unless there is an emergency, respect your recipient's personal time.  You probably don't want to be bombarded with business texts while spending time with your family or friends, and neither does anyone else.

(9) Manage your technology addiction.  Make sure to turn off your notifications or silence your phone when you are engaged with friends, family members, or business associates.  Otherwise, if you keep texting when you should be listening, you may find yourself short of friends and business associates.

(10) Avoid embarrassing or awkward texts.  Remember that texts and emails are forever.  Many companies archive email and text communications as a legal protection.   Make sure you aren't saying something that could cost you your job or good reputation.   Also remember that you have no control over your communication once it has been sent.   Your recipient can take a screenshot of your text and repost it on sites such as Facebook or LinkedIn.   Protect yourself by avoiding putting in writing what should stay in your head.