A phone tree is a prearranged, pyramid-shaped system for activating a group of people by telephone. Using the phone tree system can spread a brief message quickly and efficiently to a large number of people.
USES
Quickly notify members and supporters about fruit deliveries.
Spreads the workload out between members.
Save printing and postage costs involved with communicating brief notices by mail.
RESOURCES NEEDED
People- A coordinator and a network of reliable people form the skeleton of the phone tree. See enclosure titled, “Example Phone Tree Layout ”Time- The coordinator will spend time organizing the tree. (This process should be done before serious activation of the tree.) Once it’s set up, the tree can do dozens or even hundreds of hours of work with only five to 50 minutes of involvement by each member, depending on the frequency and number of calls each member is assigned.
Money: No money is needed aside from long-distance charges, where applicable. Use home telephones and cell phones at no additional cost.
ACTION CHECKLIST
1) Make a list with the current phone numbers of all the persons you want the tree to reach.
2) From that list, recruit a smaller group of people responsible for calling and activating other members. This small group is referred to as the Key Group.
Keep the Key Group as small as possible since each group may be responsible for reaching people who, in turn, are responsible for reaching out, and so on. It is critically important that the members of the Key Group are reliable!
Impress upon ALL participants the importance of completing all their assigned calls.
3) Divide the people on your list among the members of the Key Group.
Consider assigning responsibilities geographically to reduce any phone charges.
Try to limit calls to three to eight per participant so the phone tree won’t become too burdensome.
4) Make a chart of Key Group members and their assignments and distribute it to the Key Group. Be sure to include work, cell, office, and other numbers to locate members.
5) Ask key people to notify you when they are going out of town or otherwise unavailable. Have alternate Key Group folks that can fill in if someone is unavailable.
6) Hold message drills occasionally to test your phone tree for effectiveness and identify areas for improvement.
OPERATING THE TREE
1) As coordinator, you will start the tree. First, write out a brief script complete with the specific details of fruit and delivery.
2) Call the members of the Key Group using the script. Ensure that Key Group members understand what they need to do and the time frame in which they should do it.
3) Spot-check the tree’s effectiveness by calling a few people down on the list to ensure they have received an accurate and complete message. Also, you can prearrange with folks down the list to contact you once they have received the message.
4) Train the folks in your phone tree to keep trying each person on their list until they make contact. If a member of the phone tree cannot be reached, have the caller notify you as the coordinator to fill in or delegate the responsibility to another member.
KEY POINTS
Have an organization chart for your phone tree.
Be sure that your Key Group members are reliable.
Have multiple ways of reaching members (home, work, and cell numbers are key).
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