Texting with Employees – Proceed with Caution

In today’s digital age, technology has transformed how organizations communicate with their employees. Gone are the days of carefully drafted emails or in-office meetings for every update. Now, a quick text message can let employees know you’re out of the office or inquire about their sales calls.

While texting offers undeniable advantages like increased efficiency, convenience, and a more informal tone between managers and employees, it also presents certain risks that organizations must carefully navigate.

Here are some essential guidelines to consider when texting employees:

Maintain Professionalism

Text messages, like any form of workplace communication, should remain professional, clear, and respectful. Treat these exchanges as formal correspondence to avoid misunderstandings. Key tips include:

• Avoid using GIFs or emojis that could be misinterpreted.
• Structure your messages to ensure clarity and professionalism.
• Refrain from sending any message that could be construed as inappropriate, as some states have permitted harassment or hostile work environment lawsuits based on text exchanges.

Be Mindful of Timing

Texting employees outside of business hours can lead to wage and hour compliance issues. Non-exempt employees are entitled to compensation for any time spent working, including responding to texts, under the Fair Labor Standards Act (FLSA). To mitigate risks:

• Avoid texting non-exempt employees outside of their scheduled hours unless absolutely necessary.
• Ensure employees log time spent on work-related texts to facilitate accurate compensation.
• Understand that employers can be held liable for unpaid wages, even if the employee fails to record the time.

Update Your Employee Handbook

A clear policy on texting should be outlined in your employee handbook. Consider addressing the following:

• Is texting an acceptable method for calling in sick or requesting time off?
• Are employees allowed to text clients, and if so, under what circumstances and time frames?
• What measures should employees take to protect private company or client information in case of lost or stolen devices?

Think Before You Text

Always ask yourself: “Would I say this to my employee in person?” If the answer is no, don’t send it via text. Keep communication respectful, constructive, and aligned with workplace policies.

By adhering to these best practices, organizations can harness the efficiency of texting while minimizing legal and professional risks. A well-thought-out approach to employee communication fosters a positive and compliant workplace environment.

Please join us for an informative webinar on this topic presented on Tuesday, March 18, 2025 at 10:00 AM PST. Register today.

If your business is considering implementing a texting policy, contact us for a complimentary consultation with one of our HR experts. Our HR Service plans can help your business implement and manage your workplace and workforce.

For the latest updates, to view our webinars, and listen to our podcasts, visit and follow us on LinkedIn, Facebook, X, Instagram, YouTube and Spotify.

Payentry personnel management professionals provide expert support in payroll, workforce management, human resources, benefits administration, and retirement planning services. Contact us today to get started.

Learn more about how we can help you achieve your goals, address challenges, and resolve issues with speed and precision by conveniently scheduling an appointment with our team. And to speak directly with an experienced payroll professional, please contact us at 888.632.2940.