7 Tips to Create Effective Company Messages For Employees (With Examples)

Clear internal communication is a necessity to keep your work moving. And in 2025, the pressure to get it right is absolute. 

Deskless workers now make up the majority of the global workforce. These teams aren't sitting at desks. They're on the factory floor, in the field, or mid-shift. Which means your regular updates often don't reach them on time or at all. But well-drafted company messages can make a difference.

Traditional tools like email or apps don't cut it for frontline teams. That's why SMS-based solutions are proving essential. They reach your employees where they are, in real time, without apps, logins, or distractions. You can deliver critical information instantly, while giving your people a simple way to stay connected. 

In this blog, you'll find practical tips, examples, and strategies to help you: 

• Write company messages that get read 
• Improve engagement, retention, and alignment with clear messaging 
• Use tools that support real-time, no-friction communication, especially for HR and operations 

Let's begin.   

Understanding Company Messages

A company message is a short, purposeful communication employers send to inform, remind, or engage their employees. It helps keep everyone on the same page. 

You might use a corporate message to share a new policy, announce shift changes, or celebrate a recent win. These messages can also include safety reminders, event notices, or team updates. 

Whether you're managing a healthcare team or running a busy plant, consistent messaging reduces confusion. It keeps your workforce informed and aligned. 

Employees don't always sit at desks in today's fast-moving work environments, especially in industries like construction, manufacturing, and healthcare. They're mobile, often moving between job sites or departments. 

That's why short, timely communication is more than a nice-to-have. It helps you avoid missed updates, late arrivals, or preventable errors. A well-written company message lets your team know what matters, when it matters. 

Here are a few common types of company messages used across various sectors: 

• Shift updates – "Reminder: Your shift at Site B starts at 2 PM today." 
• Policy changes – "New PPE rules start Monday. Details on the notice board." 
• Motivational notes – "Great job hitting last week's targets. Keep it up!" 
• Safety alerts – "High heat warning today. Stay hydrated and take shade breaks." 
• Reminders – "Clock in by 8:55 AM to attend the morning briefing." 

Each message type solves a real communication problem. It reduces delays, improves response time, and boosts employee satisfaction.  

When you deliver a company message that's timely and clear, you create fewer gaps and more engagement. This helps lower employee turnover and get better results from your team.  

Next, let's look at why effective company messages matter so much, especially when your workforce is always on the move.

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Importance of Effective Company Messages 

Internal communication shapes how your team performs. For deskless workers, a company message is often the only reliable point of contact. When done right, it boosts efficiency. When done poorly or not at all, it creates friction, confusion, and burnout. 

Let's look at the specific challenges frontline teams face and how effective company messages help solve them. 

Challenges Faced by Non-Desk Workers

Frontline workers often operate in fast-paced, high-pressure environments. They don't sit at computers or check emails throughout the day. That makes traditional communication channels less valuable. Here's what that leads to:  

• Limited access to email or intranet 

Most non-desk employees don't use email at work. They're not logged into internal platforms. That leaves important updates sitting unread. For example, a plant technician might miss a safety bulletin because it was only posted online. 

• Information overload or under-communication

Messages sent through too many channels or none at all cause confusion, and employees may feel overwhelmed or completely left out. If shift instructions change daily but updates arrive inconsistently, your team loses trust in what to follow.  

• High turnover due to disengagement

When workers feel unheard or out of touch, they check out. That leads to poor performance and frequent exits. According to Gallup, 59% of workers say they're not engaged. Effective messaging directly impacts how included and valued they feel. 

Benefits of Effective Messaging

Getting your company message right does more than just inform. It builds a better workplace. Here's how: 

• Builds trust and transparency 

Clear updates help you communicate openly. Employees are more likely to stay committed when they know what's happening and why. Regular shift updates or honest safety alerts show employees that you care about their time and well-being. 

• Reduces errors and absenteeism 

Short, actionable messages reduce guesswork. That lowers mistakes and missed shifts. For example, a quick message like, "Reminder: Safety training starts at 9 AM in Room 3," prevents delays. 

• Encourages feedback and alignment

Two-way communication gives your team a voice. That improves morale and aligns everyone with company goals. A corporate message asking for feedback on new break schedules lets employees feel heard and helps you make better decisions. 

How Real-Time SMS Helps Solve These Challenges

When your team isn't at a desk, communication needs to meet them where they are on their phones. Udext supports direct, SMS-based communication that reaches every employee instantly. No apps. No logins. Just short, meaningful company messages delivered in real time. 

You can also use automated scheduling, role-based messaging, and two-way replies to keep conversations active and organized. HR teams and site managers can use pre-built templates to send fast updates without starting from scratch. Book a Demo to see how it works. 

Now that you understand why company messages matter, let's explore practical tips to help you write them clearly and effectively. 

7 Proven Tips to Write Successful Company Messages 

Writing a great company message isn't about making it sound fancy. It's about making it clear, timely, and valuable. Whether you're announcing a shift update or celebrating team wins, how you write makes a real difference. Here are proven tips to help you create effective messages that connect with your employees, especially those on the move. 

1. Be Clear and Concise 

In a company message, simplicity works best. Stick to direct language that's easy to understand. Avoid using terms that only managers or corporate staff recognize. 

Most of your employees are busy. Some might even read your message between tasks or on a short break. Long messages waste time and reduce clarity. If you're using SMS, you also have a character limit. That means every word needs to count. 

Here's how to keep it simple: 

• Cut filler words. 
• Avoid buzzwords or internal jargon. 
• Say one thing per message.  

Example: 

• Bad: "Per the latest internal restructuring guidelines, departmental scheduling shall commence starting Monday under the supervision of designated team leads."
• Better: "Starting Monday, team leads will handle your shift schedule. Ask them if you have questions." 

Employees are likely to act on a message they understand in one read.  

2. Use the Right Tone

The tone of your corporate message should match the message's purpose. You don't need to write every update like a formal notice. But you also don't want to sound casual when sharing policy changes. 

Tone affects how your message feels. If it feels off, your employees might ignore it or misunderstand it.  

Match tone to the context: 

• For recognition, use a friendly tone. 

"Thanks for helping us meet our safety target last week. You make a difference." 

• For policy updates: Keep it professional and respectful. 

"New break times take effect Thursday. Please read the updated schedule in the breakroom." 

• For reminders or alerts: Be direct, without sounding cold. 

"Reminder: Report to Gate 2 by 6:50 AM tomorrow for training." 

Adjusting tone makes your company message more relatable and trustworthy. It shows you understand who you're speaking to. 

3. Personalize When Possible 

Generic messages don't always get attention. When your company message speaks directly to an employee or their team, they're more likely to respond. 

Even a small detail like using a name or role can make the message feel more relevant. This is especially useful for large organizations where different teams have different tasks.  

Ways to personalize your message: 

• Start with the employee's first name when possible.  
• Refer to their location or shift. 
• Send updates by team or department. 

Example: 

"Hi Chris, your Plant B shift starts at 7 AM tomorrow. Please bring your updated ID badge."

This message is more effective than a generic shift notice sent to everyone. 

Personalized messages show that you're not just pushing information but connecting with real people. 

4. Make Messages Actionable 

Every corporate message should answer the question: "What's next?" 

When you send a shift reminder, include the time and any special instructions. If you're announcing a policy change, share the deadline and link to the document. Vague updates waste time. Clear calls to action drive results. 

Here's how to make your company message actionable: 

• Include deadlines or response instructions. 
• Add links to relevant documents or forms. 
• State the next step in plain terms. 

Example: 

"Hi Sam, your CPR certification expires Friday. Complete the renewal form here by 5 PM: [link] — Training Team" 

This message respects the employee's time and encourages timely action. 

5. Use Consistent Formatting 

Your team processes dozens of messages every week. A structured format helps them absorb key info faster. That's why formatting consistency matters. 

Stick to a format that employees can count on. It builds familiarity and cuts through confusion, especially in fast-paced settings. 

A solid message format includes the following:  

• Greeting: "Hi [Name]" or "Team," 
• Info: Summary of what's happening  
• Action: What they should do next 
• Sign-off: Who it's from 

Example: 

"Hi Mia, safety gear checks start Monday at 8 AM. Bring your helmet to Station A for inspection. — Safety Supervisor" 

Keep it simple and predictable. It saves time and reduces miscommunication. 

6. Send Messages at the Right Time 

Timing affects how your company message performs. A well-written update means little if it reaches someone mid-shift or after work hours. 

You should always align messages with employee schedules. Break times, shift changes, or pre-shift moments are ideal windows. This improves visibility and reduces missed updates.  

Here's how to get timing right: 

• Avoid sending messages during peak work periods. 
• Match send times with employee shift patterns. 
• Use tools to automate or trigger timely messages. 

When messages appear at the right time, they feel relevant, not disruptive. 

7. Use Feedback to Improve 

A strong corporate message isn't just one-way. It opens the door for employee input.  

Asking for feedback shows you value employee voices. It also helps you improve future communication. You'll quickly learn which updates work and which ones fall flat.  

Here's how to gather better feedback: 

• Ask simple questions that are easy to reply to. 
• Invite short responses like "YES" or "NO." 
• Review responses and adjust your approach. 

Example:

"Did you find yesterday's safety demo helpful? Reply YES or NO."  

This creates a quick feedback loop while making employees feel heard. 

To simplify this, you can use tools that support two-way messaging and automate feedback collection. Platforms like Udext offer real-time SMS features, message templates, and scheduling tools that simplify the process. Give it a try. 

Next, let's look at real-life examples of company messages that work so you can model your own communications with confidence and clarity. 

Tools That Help You Send Better Company Messages

Creating a compelling company message takes more than just clear writing. You need a tool that ensures your message reaches the right people at the right time. 

Udext is an SMS-based internal communication platform for organizations with large frontline or deskless teams. You don't need an app. Employees don't need a smartphone. All they need is a phone that can receive a text. 

With Udext, you can send a corporate message to your entire team even if they're offline or in the field. 

Key Benefits of Using Udext for Company Messaging 

Udext helps you write, schedule, and send smarter messages. Whether a safety update or a shift reminder, the process stays quick, accurate, and targeted. 

Here's what sets the platform apart: 

• Instant Reach to Every Employee 

You can send a company message in seconds, even to employees without email or internet access. 

• Scheduled and Automated Messaging 

Build messages ahead of time and schedule them to align with shifts or work hours. 

• Real-Time Tracking 

Monitor delivery and response rates to see what works. Know who received your corporate message and who engaged with it. 

• No App or Login Required 

Employees get the message on their phones. No apps to download. No tech hurdles to cross. 

Built-in Support for HR and Operations 

Writing the right company message is simpler with Udext's built-in tools. HR teams and operations managers often have different needs. Udext meets both with dedicated templates and ready-to-use workflows.  

• HR templates for onboarding tasks, survey invites, attendance nudges, and holiday updates. 
• Operations templates for shift alerts, safety notices, team goals, and equipment status checks.  

These SMS templates are built for clarity. This makes your messaging faster and more consistent across departments. 

By using Udext, you save time and reduce errors without needing another platform or app. The system helps you build better company messages every time. 

Conclusion

Getting your message across isn't just about what you say; it's about how, when, and to whom you say it. Every company message must be clear, timely, and tailored in fast-paced work settings like retail, healthcare, logistics, and construction. You can't afford misunderstandings, missed updates, or disconnected teams. 

When your internal communication flows well, so does your business. You build stronger trust. You reduce absenteeism. You improve retention. And most importantly, you give every employee, whether desked or not, a voice that matters. 

SMS-based communication through platforms like Udext helps you cut the noise and send corporate messages that get read and acted on. With real-time delivery, response tracking, language translation, and HRIS integrations, it fits right into the workday without slowing anyone down. 

Improve your company message strategy for frontline teams. 

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