A phone tree template is a helpful tool for business owners and organization officers, especially in the event of an emergency. Through this template, you can get in touch with the most important people in your organization for the purpose of getting a crucial message across. Also called a call tree template, this is easy to create but highly beneficial.
Table of Contents
- 1 Important Phone Tree Templates
- 2 The benefits and limitations of the call tree template
- 3 Effective Call Tree Templates
- 4 Building a phone tree is important to organize your campaign
- 5 Emergency Phone Tree Templates
- 6 Creating a template for a phone tree in Microsoft Word
- 7 Blank Phone Tree Templates
- 8 Activating your phone tree
Important Phone Tree Templates
The benefits and limitations of the call tree template
You must use a phone tree template if you want to create an incident or emergency response strategy within your organization. This will make it easy for you to get in touch with everyone who’s part of the template. As long as you keep the contact information on the template up to date, it will serve its purpose. The benefits of creating your own blank phone tree template include:
◉ You can use the template to communicate with several employees quickly.
◉ You can get an important message out to multiple people without overtaxing any one individual’s attention.
◉ Unlike a recorded message, the template offers two-way communication with the caller. You can also report back to your superior if the person you are contacting isn’t answering.
◉ This can create a common information source for your co-workers.
◉ Since the people on the call tree template will be personally calling each other, it shows that the organization has a vested interest in their staff’s welfare.
An emergency phone tree template also has limitations, including:
◉ Human error can undermine the effectiveness of the template. It is especially true if one or more of the employees listed on a template do not know to whom they should turn when an emergency arises.
◉ Also, contacting one person means that everyone he’s supposed to call won’t get contacted either. In certain types of emergency, some employees might be in such a position that they are unable to make a call at all.
If you are not already using this phone tree template, then you should also consider starting an alternative way of contacting your employees. If one of them doesn’t respond to the call after several attempts, you can try another way to reach them.
Effective Call Tree Templates
Building a phone tree is important to organize your campaign
A blank phone tree template is an essential element when using a system that allows you to communicate with a group of employees through the telephone. The system can provide an effective way to communicate a short message to a large group of people. Once your phone tree template has been completed, you can use it to:
◉ Mobilize your employees in a single location when using a call-in meeting.
◉ Send a message to loved ones in case of an emergency.
◉ Notify your employees of last-minute changes to hearings or meetings.
◉ Increasing the number of people who attend the meetings you set can help you accomplish your goals.
◉ Make sure to clearly state the purpose of each email you send.
If you’re the one in charge of coordinating the phone tree, you only need a list of names and contact details. If you wish to design your own templates, here are several steps to guide you:
◉ Make a list of all the people you want to reach through the phone tree. Include cell numbers, office numbers, and home numbers too.
◉ If you’re calling employees from other branches, speak to the head of the branch so he can provide you with details relevant to your inquiry. Also, inform the leader of the branch of any changes in names or contact details.
◉ From your list of dependable employees, select a small group who you will assign to call the other employees on your template.
◉ Before implementing the phone tree system, make sure to talk with the people involved in it, especially the small group. When the people they’re supposed to contact aren’t answering calls, tell them to go ahead and send you a text or send an email.
◉ Request your employees to let you know when they will take a break from work so you can appoint other employees to call the other people in the phone tree.
Emergency Phone Tree Templates
Creating a template for a phone tree in Microsoft Word
As aforementioned, phone tree templates are very useful tools when it comes to organizing an organization. Used properly, it will permit you to get your message out to a large group of people at once. Rather than placing the burden of contacting everyone on a single person, an emergency phone tree allows you to divide the responsibility.
As long as you choose reliable employees to be in your Key Group, that will help ensure the effectiveness of your emergency response strategy. For example, if you are the first on your template, you must call 3-4 important people. Then each of these people will have to call at least three or four other people.
This will keep going until every member of your phone tree has been notified. The advantage of using a blank phone tree template is that it’s easy to create one using Microsoft Word or some other word processing software. Here are the steps:
◉ Open a new blank document in Microsoft Word.
◉ Find the “Insert” tab at the top of the page, and click on the “Illustrations” group. Select “SmartArt.”
◉ Click on “Hierarchy” when the window for SmartArt opens. Look at the different options and choose the layout style you want. When you have selected a template, click “OK.” Make sure that your phone tree contains all the boxes you need in the proper order. If you find that the design doesn’t work, try removing, adding or re- grouping some of the boxes.
◉ To add a new box, click on one of the existing ones. Then find the “Design” tab and click on it. In the “Create Graphic” group, just below the “Add Shape” option, open the drop-down menu. To create a new box at the same level as the one you clicked on, select “Add Shape Before” or “Add Shape After.”
◉ If you want to add another box in the shape of an icon above or below the one you clicked, you can select either “Add Shape Above” or “Add Shape Below.”
◉ If you need to move a box, click on “Move Down,” “Move Up,” “Demote” or “Promote.”
◉ If you need to remove one of the boxes, click on it and press the keyboard “Delete” key.
◉ After you’re happy with your template, click on “File,” “Save As” and choose the file destination. Give your template an appropriate name so you can easily find it.
◉ First, create a list of names and contact details for the phone tree. Then open the template and start typing. Save the document under a different file name so you can keep on using it for other phone trees.
Blank Phone Tree Templates
Activating your phone tree
The person who starts a phone tree is the coordinator. If your job is to activate the phone tree, you have to know how to do it flawlessly. You might find it helpful to develop a brief script that you could share with the Key Group. This way, you’ll know who to call and what to say when those first calls are made. Here are some tips:
◉ If your Key Group isn’t with you in the office, call each of its members. But if you are working with them, call them in for a meeting to discuss the message you need to share.
◉ After that, remind them of their responsibilities and ask for feedback about calls they made and how the recipients responded.
◉ If you made a script for the Key Group, share it with them too. It will serve as a template for whoever is going to inform other members of the phone tree.
◉ Perform a spot-check on the effectiveness of your phone tree by calling a few random people to check how well they received the information that was passed to them.
◉ After confirming that everyone delivered your message, thank the members of your Key Group for their help and congratulate them on a job well done. Appreciating their efforts will encourage them to work hard for you in the future.
◉ Along with the phone tree template, create an organizational chart to serve as a resource for other members of the project team.
◉ Even more important, think of other ways to contact the members of your phone tree besides calling them at work.