Mass communication is essential for companies during emergencies or critical situations. However, not every company can afford a mass notification system.
So, the next best thing is to implement a call tree process. Here are some tips and examples to help you create and implement a simple and effective call tree process.
- Start with a Template: There are several call tree templates available online, and you can choose one that suits your needs. A template can help you save time and effort and ensure that you don’t miss any critical steps in the process.
- Avoid Grapevine Issues: Grapevine refers to the spread of rumors or unofficial information. To avoid grapevine issues, ensure that your call tree process is well-documented, and everyone involved in the process understands their role and responsibilities.
- Don’t Use Complete Cascading Call Trees: Cascading call trees can be slow and painful, and if one branch fails, it can affect the entire tree. Instead, use a simple procedure where each person calls their direct reports. If the tree breaks, the manager contacts the next branch down.
- Ensure Two-Way Contact: It’s essential to confirm receipt of the message, especially in critical situations where people’s well-being and location are crucial. So, make sure that your call tree process includes two-way contact, where the person receiving the message confirms that they have received it.
- Report Uncontactable People to HR: In some cases, you may not be able to contact certain people in the call tree process. It’s important to report these cases to the Human Resource member of your Crisis Management Team, so they can take appropriate action.
Example Call Tree Process:
Let’s say you have a team of ten people, and each person has three direct reports. Here’s an example of how you can create a simple call tree process:
- In an emergency, the team leader (Person A) calls their three direct reports (Persons B, C, and D).
- Persons B, C, and D then call their three direct reports each, which would cover the remaining nine team members.
- If a person in the call tree cannot be reached, the manager contacts the next branch down.
- Each person receiving the message confirms receipt of the message.
- If someone cannot be contacted, the HR member of the Crisis Management Team is informed.
In conclusion, a simple and effective call tree process can be a cost-effective solution for companies that cannot afford a mass notification system. By following these tips and examples, you can create a call tree process that ensures fast and reliable communication during critical situations.