Starting A Phone Tree

Community connection in a crisis is crucial, especially for communities of faith. Most, if not all Canadian churches, will be finding ways to host online services, immediately. Never before has connection been so available to so many. How providential.

Here is one way to branch out connection for everyone in your congregation. We started this today at Bethel Church in Barrhead, Alberta. (Our faith community is made up of about 150 families. Families range from individuals to families of eight, including new guests.)

How To Make A Phone Tree Work

1. We asked 25 people to call five families each. The callers were chosen from key leaders in our church – Board members, pastors, office staff, department heads, volunteer staff or other capable people.

2. Every leader may not be capable of communicating well. Choose callers who are:

   • comfortable talking on the phone

   • calm 

   • personable

   • and able to stick to a script

3. People making the calls are asked to initiate a phone call and commit to calling at least once a week for the duration of this crisis.

4. Supply callers with phone numbers, a script (see sample script below), and family names, including teens and children.

5. Update families with information from the church and about church online. 

6. Supply phone scripts for subsequent weeks with updated information.

Sample Script

Before you call

• Go over the script and be familiar with it.

• Pray before you call.

• If the person does not answer, DO NOT leave a voicemail. Call again.

• If you have not been able to reach your parties by Thursday night, leave a message identifying yourself and asking the person to call back.

• If you do not hear from them by Friday night, call again and leave a message identifying yourself, and that church will be online this Sunday.

DO NOT say, “We are ‘cancelling church’.” Say, “We are going online.”

The Call

Identify yourself.

I am calling to connect with you and your family as a volunteer from (name of church.) I’m a part of a group asked by (your church)’s leadership to make a personal contact with everyone in our church. In an unprecedented time like this it’s important to us to care in the ways we have available - like this call.

We want you to know that the leadership of (name of church) has decided to go online for all services starting this Sunday. This a voluntary choice made in the best interest of our church family and our community.

It’s important to us to stay connected and keep you informed. This is the first of the phone calls I will make to you every week. Everyone at (name of church) will be called this week with this information. My role is to connect with you and pray for you.

Any questions before I share some more information?

Here is what (name of church) is doing going forward

A. Sunday Services will be online (how)

B. There will not be meetings at (name of church)

C. We will be online until after Easter at the earliest.

D. All onsite gatherings are suspended - youth, small group studies etc.

May I have your email address and cell phone number? This will help us stay in touch between phone calls.

Giving

Your giving to (name of church) is important. It's a way our church can help fight for our community in this crisis. We are reaching out with support.

1.  E-transfers are available…

2. The office will be open for onsite donations.

3. Mail Cheques to…

Online Information

Your website, Facebook, Instagram pages

Ask…

Do you know of anyone who needs extra care or attention?

Do you have any questions?

How can I pray for you?

Pray with the person at the end of the call.

Remind them to go online this Sunday and to invite their friends and neighbors to see what their church is doing.

Follow Through

Report any needs, or concerns back to your Pastor.

Pastor, thank them for their exceptional service in a time of crisis.

Let us know when you put this procedure into practice. How did it help you? What weeks did you use? Please leave your comment below and help the process. Thank you.

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