Keywords: Etiquette, phone contacts
|A telephone tree is an efficient way to distribute information to members of a group. They are especially useful to Family Readiness Groups (FRGs) as it can be used to quickly pass on unit updates, FRG meeting/event schedules, or emergency information. When calling individuals on your phone tree roster, it is always good etiquette to ask if responder is free to talk. If not, ask when would be a good time to call back and follow up as needed. When passing information on using a telephone tree, it is best to keep the conversation brief to keep the message moving forward. If the person you call is unreceptive or unable to participate, don’t take it personally. Not everyone will want to participate in FRG activities. Move on to the next person on your list and continue until everyone has been notified.
One of the most useful tips for effective communication via a telephone tree is for individuals to write down the information to be passed on to other individuals. The person being told the information should read back what he/she wrote to the caller to make sure the facts have been recorded correctly and he/she should ask the person he/she calls to write the facts down and read them back before ending the call. This helps to ensure that information is being transmitted correctly. Also, it is a good idea for the last person called to call the first person on his/her segment of the tree (or the FRG leader) to let him/her know that the list has been completed.
Learn more about telephone tree etiquette from the Army Family Readiness Group Leader Handbook, as well as the other resources listed.