Tell them that they have to get back to you in cases where the people they’re supposed to contact aren’t picking up.
Before implementing the phone tree system, make sure to speak to everyone involved in it, especially the small group. From your main list, select a small group of dependable employees who you will assign to call and activate the other employees on your template. Also, ask the leader of the branch to inform you of any changes in names or contact details if needed. If you’re calling employees from other branches, speak to the head of the branch so he can provide you with the relevant details. Include cell numbers, office numbers, and home numbers too. Create a comprehensive list of names and updated contact details of the people you want to reach through the phone tree. If you want to build your own template, here are some steps to guide you: If you’re the one in charge of coordinating the phone tree, you only need a complete an updated list of the names and contact details of the people you plan to make part of your call tree template. Reinforce information you’ve sent through email. Increase the number of people who attend the meetings you set. Notify your employees of tasks or last-minute changes to hearings or meetings. Spread an important message in case of an emergency. Mobilize your employees in a single location when you need to call for an emergency meeting. Once you’ve completed your phone tree template, you can use it to: The system can help you get a short message across in a fast and efficient manner to a big group of people. Call Tree Templatesīuilding your phone tree for the templateĪ blank phone tree template is an essential aspect of a system wherein you communicate with a group of employees through the telephone. If one of them don’t respond to the call after several attempts, then you should try other methods of communication. 
Depending on the circumstances of the emergency, some of the employees might not even be physically able to make a call.Īpart from using this phone tree template, you should also consider starting an alternate process of contacting your employees.
Also, if one person isn’t contacted, this means that everyone he’s supposed to call won’t get contacted either. This is especially true in cases when one or more of the employees listed on the template aren’t clear on what they’re supposed to do and who they’re supposed to call during an emergency. Human error may compromise the effectiveness of the template. Like any other means of communication, an emergency phone tree template also comes with some limitations namely: Since those part of the call tree template will personally call each other, it shows that the organization has a vested interest in its staff’s welfare. This can help create a common information source for all of the members of your organization. You can also report back to your superior in case the person you’re supposed to contact isn’t answering. Unlike an automated message, the template enables two-way communication between the recipient and the caller. You can convey your message quickly without having to overload a single system or person. You can use the template to communicate with several employees in a short amount of time. Here are some benefits of creating your own blank phone tree template: As long as you make sure that the contact information on the template is always updated, it will serve its purpose. 
This will make it easy for you to contact everyone who’s part of the template. If you want to create an incident or emergency response strategy in your organization, using a phone tree template is essential. The benefits and limitations of a phone tree template
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