22 Text Templates to Keep Your Remote Team Connected

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As more and more of your team becomes remote, you need a way to stay connected.

The 43% of workers who were already remote at the start of 2020 has skyrocketed to 64% since the outbreak of COVID-19, and that number is only predicted to increase.

This new wave of remote workers expects you to be prepared to keep them updated and engaged, and the success of your business depends on your ability to manage them.

You need clear and consistent communication to keep everyone up-to-date, involved, and motivated to get to work every day.

Here are 22 message templates and ideas for texting your team to keep everyone connected and on the same page!

PC: TalentLyft

Why should you regularly text your remote team?

Out of all the frustrations remote workers most commonly cite, loneliness and lack of communication take the top spots.

Remote teams depend on you to give them clear direction and expectations. They also want to feel connected to your office, so they know their hard work isn’t just in a vacuum.

Likewise, your business depends on those remote workers doing their tasks successfully to function. Texts can be a great way to provide communication for that to happen when you:

1. Touch base to make sure they have all the help they need

2. Send monthly and quarterly reports to keep everyone updated on recent accomplishments and growth

3. Share feedback and encouragement on projects

4. Deliver resources to help new remote employees learn your expectations

5. Celebrate major events and holidays

6. Reach out for something that needs immediate attention

Using text in tangent with your other communication channels can make sure your remote team never misses a beat!

Related: [Podcast] 5 Steps to Successfully Managing Remote Employees

PC: Lighthouse

22 Text Templates to Help Your Remote Team Stay Connected

1. Touch base to make sure they have all the help they need.

It’s your job to make sure your remote workers have everything they need to complete a task, and the best way to regularly do that is to check in and ask how you can help.

Template 1: “Hey [Name], here’s a [resource] that may help you with your next [project]. Please let me know if you have everything you need.”

Template 2: “Hi [Name], just touching base. Do you have any questions about your next task?”

Template 3: “Hey [Name]! Is there anything you need from me today?”

17% of remote workers have problems collaborating and communicating with their team, but you can avoid that if you create openings for them to reach out to you for help.

2. Send monthly reports to keep your team in the loop.

Your business most likely already sends growth and revenue numbers via email every month or quarter, so your remote team can keep up with the progress you’re making.

But important documents like that only make up 38% or less of an employee’s inbox, while the other 62% is irrelevant information they’ll most likely delete or skim over.

Texting these reports instead will ensure remote employees actually see and engage with them, instead of just scrolling past.

You can link to the report or attach it as an image, then include a message like the ones below.

Template 4: “Happy Monday, [Name]! Here’s a link to last month’s numbers: [Link]”

Template 5: “Ready to start another month, [Name]? Here’s what happened across our departments in [Month]. [graphic]”

Template 6: “Hi [Name]! Here’s a recap of what our team accomplished during the quarter of [Date]: [Link]”

Weekly recaps and one-on-ones will typically be more beneficial over video calls. But text can be a great way to share written, company-wide reports that have the potential to get lost in an email inbox.

3. Share words of encouragement and feedback to increase engagement.

You want to give direct feedback to your remote employees as much as possible, so they know if they’re on the right track or meeting your expectations. This includes:

  • Solving a problem with a client on their own
  • Getting something in early to you
  • Drawing in a valuable lead
  • Becoming faster at a task

Text can be a great way to send this positive feedback.

Template 7: “Hi, [Name] great job on that last [task]. I noticed that it’s taking you less time to complete them now. That’s awesome growth. 👍

Template 8: “[Name], your draft of [project] has me excited to see the final product. Excellent job! 😊

Template 9: “Hi [Name]. You did solid work getting that last [task] to me early. Thanks for being dependable. 😃

Template 10: “[Name], great job reigning that last lead in! That’s huge for the company.🚀

Template 11: “Hey, great job handling that client on your own. It’s encouraging to see how much I can depend on you. 👍

Critical or more in depth feedback should typically be delivered over email, phone, or your company's internal communication channel, so there’s plenty of space to explain what needs to be improved. But text can be an excellent way to share short, positive feedback intended to keep your remote worker or freelancer chugging along!

4. Deliver resources and links to help onboard new teammates.

Onboarding becomes trickier when you won’t see the employee in person. You need to make sure they have all the resources required to get started, plus be available for any questions they may have along the way.

Template 12: “Hi [Name], here’s a mock schedule of what we think your first week will look like. We also have a list of other first day things you may want to know at: [Link]”

Template 13: “Hey [Name], we’re getting things prepared for your first day, and wanted to know if you had a preference in laptops: [link] Let us know which one you want, and we’ll get it delivered to you!”

Template 14: “Excited to have you on the team, [Name]! Linked are a couple of handbooks to help you get started: [Link]”

Template 15: “Hey [Name]! Here is a link to a Google doc with your company email and Slack logins: [Link]”

Template 16: “Hi [Name], attached is your W-2 form. You can text me a picture of the document when you’re done completing it.”

It may take time for a new remote worker to get used to a communication platform like Slack or Trello if they haven't used one before, so text can be the perfect way for them to reach out with quick questions as they learn.

5. Celebrate major events and holidays.

Texting employees to celebrate holidays or small victories can be a great way to remind them they’re an important part of your team and that you’re thinking of them.

Template 17: “We just reached [goal]!! Thanks for playing a part! 🤩

Template 18: “Hi [Name], hope you enjoy [Holiday]! Thanks for all the great work you do, and enjoy your day off!”

Template 19: “Did you see the news? We just won the [award] 🏆!!! [Link]”

You’ll want to keep these messages short and sweet, so not to bother them on their time off. It’s just a tiny nudge to show you were thinking of them in that moment.

6. Reach out for something that needs immediate attention.

So far most of these examples are intended to be used only every so often. The bulk of your communication with your remote employees will most likely be over an internal platform or email, while text is just a supplemental channel to send support or answer questions.

But sometimes when you truly need something right away, or there is an emergency you need your remote team to know about, text can be a great way to capture their attention quickly.

99% of texts are opened and 90% are read within three minute, so they’re great for when you need a response ASAP.

Template 20: “Hey [Name], I had to take a family member to the hospital. Can you take over this meeting for me?”

Template 21: “[Name], I got in an accident and won’t be able to send [project] to [client] in time. Can you login real quick and shoot it their way? Thanks!”

Template 22: “Hi [Name], my meeting ran over late and I can’t answer this important lead’s call. Can you take it? They’re high priority and we’re so close to finalizing this deal.”

You don’t want to make a habit out of sending emergency texts like these all the time (otherwise they’ll lose their power). But for those one-off situations where you truly need a fast response, text can ensure you get your message across.

What else can texting do for your remote team?

Aside from just keeping your team internally connected, text can also be used by your remote and freelance workers to communicate with customers for:

Want to learn more about each? Our team has plenty of guides and open demo slots to help you get started!

Related: The Ultimate Guide to Remote Working