A phone tree is a network of people organized to quickly disseminate information. It is commonly used by parents, activists, and other groups. The tree is organized by one person who collects contact information and creates an organized telephone structure. It is best used for time-sensitive information.
A telephone tree is a network of people organized in such a way that they can quickly and easily disseminate information among themselves. These trees are especially common among parents, who often want to be able to communicate quickly about canceled events and other issues, and are also used by activists and a variety of other groups. Building a robust phone tree takes time, but many people find it well worth it, as the list can be used over and over again.
An easy way to view a phone tree is as a phone pyramid. One person at the top of the pyramid calls two people, each of whom calls two other people, and so on, until all people in the list have been called. This allows people to distribute information quickly, without placing the burden of work on just one person. There are a number of benefits to creating this type of organization, not the least of which is the ability to rapidly distribute information in the event of a crisis.
Generally, a phone tree is organized by one person to eliminate confusion. The person who organizes the tree collects information about all the people who should be on the list. For example, a small rural school might have a tree that could be used to inform people about canceled school days and other school-relevant events.
Ideally, the organizer should collect at least two contact numbers for each person, including a contact number with an answering machine or voicemail. Once the list of people has been collected, it can be broken down to create an organized telephone structure, which is copied and given to all members of the group. Since the people at the top of the tree are critical, it’s a good idea to pick the most trusted members of the group for these positions, making sure the information gets passed around.
The decision to activate a telephone facility should not be taken lightly. It may be a good idea to discuss situations in which the tree would be activated with the people on the list to make sure they know what they are in by agreeing to be included. As a general rule, phone trees are used for information that requires quick action. For example, activists might use one to alert the other of an important event, or a small town might use it to inform people to evacuate their homes following a natural disaster. If the information someone wants to disseminate isn’t time-sensitive, it might be best communicated through notes, random phone calls, or emails.
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