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- 1). Elect a person to be the "top" of the phone tree. This person is the first one who should be contacted to get the phone tree in motion. In an organization or business, this person would ideally be someone in charge of the group or project, or in charge of communications, such as a secretary or assistant manager. In a less formal group phone tree, try choose a person who is both responsible and who is generally easily accessible by phone.
- 2). Choose two to five more people who will be the people that the leader of the phone tree will be responsible for contacting. Making each person responsible for contacting only up to five people will make the news spread faster through the phone tree and make it more easily manageable.
- 3). Give each of those people two to five people to contact. If your group is large, you can continue down the line, giving each person two to five people to contact until everyone in the group is accounted for on the list.
- 4). Collect phone numbers from everyone on the list. If possible, collect two numbers--a home or business number and a mobile phone number.
- 5). Draw your chart for the phone tree. At the top of the chart place the name and numbers for the elected top person. Draw lines from that person to two to five people that person will be contacting. Draw lines from these people to the ones they will contact, and so on. Make sure to include everyone's numbers under their name.
- 6). Photocopy the phone tree and distribute a copy to each member of the phone tree. Agree on what would be considered urgent enough situations to activate the phone tree.
- 7). When the phone tree is activated, everyone calls the persons they are responsible for contacting. They are also responsible for keeping track of those with whom they could not get in touch and to keep trying.
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