Create an Office Calling Tree 

audio

The main water line in your building runs directly under the reception area of your office. One night the line breaks and water fills to a level of eight inches the reception area and the offices directly behind it. The first person in the office the next morning is the office administrator—everyone else was scheduled to be off-site.

Who does she call and in what order? Does she know where the emergency contact information is located? Emergency contact information should be posted next to each phone in the office. The information should include current telephone numbers for: fire department, rescue squad, sheriff or local police, hospital emergency room, poison control center (1-800-382-5544), environmental protection agency (pesticide, fuel, or chemical spills), utilities emergency numbers (electric service, gas, propane, water), telephone company emergency number, underground utility location service, other emergency numbers appropriate for your office, and your District Director.

In our hypothetical situation, the office administrator makes two calls first: the water emergency number to get the water turned off and the coordinator so that an initial action plan can be determined. Then each employee should be notified of the situation and what he or she should do—does your office have an employee emergency contact calling tree set up to make that task quick and easy?

The calling tree should include who gets called first and who calls whom. Regional agents should be included in the calling tree—and they should notify their respective Assistant Directors.

Return to Ready Tips