Explanation of the Telephone Tree
A Telephone Tree is a system by which information can be quickly passed to Guard family members. It can be used during annual training; unit activation, mobilization or as needed for meetings and get togethers.
The goals of the telephone tree are:
The Telephone Tree is designed as a function of the Family Readiness Group. Each FRG should have a designated primary and alternate point of contact that can be reached by someone within the Guard command. The primary and alternate point of contact will likely be the president/chairperson and the vice-president/vice-chairperson. Other volunteers are enlisted as Callers, whose responsibility is to pass the message to three or four family members through phone call contact. The Military Point of Contact, The President or the Vice-President should start the chain and call the first person on the list. That person should call the next person on the list and so on until the list is complete. The last person on the list should call the POC back to inform them that the list has been completed. If this system is not possible, there should be enough callers enlisted to assure complete family coverage and to assure that a few people are not making all the phone calls to all the family members. The FRG Secretary develops the Telephone Tree list, and assures that a copy of the list is made available to all unit family members, the unit Commander, and the State Family Program coordinator.
The structure of the phone tree should, when possible, allow callers to make local phone calls, from their homes, and long distance contact is made from a unit phone.
All phone tree messages should be written down, short,
specific, clear and concise. The message should contain the 5 W’s; who, what, when,
Here is an example of utilizing the Telephone Tree during annual training: The unit has been delayed a day in their return home. The FRG Chairman is notified. She or he calls the Telephone Tree Points of Contact and the message is passed on until all are contacted. THE MESSAGE SHOULD READ;
“ The (unit name) has been delayed 24 hours because of a change in air flight schedules. The unit will return to the armory at________(time) on _______(date, day of week). Notify employers of the delay. If you need further information, call (name and phone number).”
NEVER USE THE PHONE TREE TO MAKE DEATH NOTIFICATIONS.