The recent inclement weather made me reminisce about phone trees.  Let me explain what a phone tree is.  When I was in the military, every organization had an staff roster roughly in the form of the group hierarchy.  The Colonel would call two or three people below him, they would each call two or three folks below them, and and so on until everyone in the organization got the call.

The phone tree could be used to announce that an emergency had occurred and everyone needed to report as soon as possible.   It was also used when weather events could change our work schedule.  We didn’t have cellular phones, text or a lot of email back then.  Now you could set up a automated roster so easily.  Ah, progress.

Even with technology, you need to have a framework of a plan in case of emergency.  Who will make the decision to close your office due to weather?  Will you close your office in the middle of the day and send folks home?  Will you make the decision the night before the hurricane?  Who on staff will and will not get paid if the office is closed?  If there is a fire, where does everyone meet to do a head count?  There are no right or wrong answers.

You should, either by memo or in your employee handbook, let folks know that these things can happen…how they will be contacted or who they should contact? how is pay handled in these situations?  Setting up a framework can help everyone know what to expect, and his or her responsibility.  It can also help be efficient and keep folks safer.