Learning Unit 11 - Communications

Objectives: Following completion of this Learning Unit, you will understand the "Rule of Thumb" for effective traffic message content. You will also learn a few "dos and don'ts" for over-the-air communication of messages.

Information:

Record Keeping:

Before we go into the details of message handling it is helpful to understand record keeping. While most people find record keeping distasteful it does serve a necessary purpose during ARES/RACES events. If a served agency person comes over and asks when thus-and-such was handled, how will you answer? If you keep accurate logs of everything your location does the answer is easy. Look in your log and give them the information they requested. But, you say, what if it is not in my log? Easy, call the location that has the correct log and get the required information.

All of our current seved agencies use an ICS-213 form for all written traffic.  Thus, Hall ARES has standardized on this form as our primary written document for communications.  But as the landscape of EmCom is changing with emerging technology we are adapting to better serve our "clients".  Most of our "superiors" are used to email, texting and other electronic forms of communications such as faxes.  Most live off their Blackberry right now.  The more we can keep their communications "normal", the happier they are going to be.

With this idea in mind, we are training and standadizing on the use of FL-digi to send documents.  With this software package we can send word documents, spread sheets and low resolution pictures through FM, both simplex and repeaters along with HF.  With nothing but an H.T. and a laptop, the effective communicator can send documents at amazing speeds.  If your trained in this technique, then you are better prepared to send effective and timely communications.  Especially complicated lists and such.  This training is available on our site in the NBEMS section.  While learning this is not mandatory for the EC001 course, it is highly recommended for all EmCom operators.

1. Brevity and Clarity

The standing "rule of thumb" for net communications is if you can leave a word out without changing the meaning, leave it out. If a description of an item will not add to the understanding of the subject of the message, leave it out. Another item to remember is do not use contractions within your messages. Words like "don't" and "isn't" are easily confused. Add to that the stress and confusion during an emergency and they will create problems.

2. Do Not Editorialize

Literally hours can be lost by people inserting their opinion on unrelated subjects. What someone thinks about a ball game or the weather is irrelevant unless weather or the ball game is the subject being discussed.

3. Listen

The first requirement for communication is the ability to listen. But, you say, I can tell someone what is required without listening. Not really. Communication is the two-way exchange of thoughts, ideas or information. Two way. That requires listening. An old timer once told me "A ham has two ears and one mouth. Therefore he should listen twice as much as he talks."

4. Formal Written Traffic

Insure you have asked all questions necessary to have obtained the following:

A. Who is requesting, and from whom?

B. What is the requestor's full name/title/agency and location?

C. What is the recipient's full name/title/agency and location?

D. What are they requesting, and how many do they want/need?

Is it a list or single item? If it's a list, do all items come from the same place? If multiple sources then do multiple messages.

E. Is the subject the transportation of an item, or the acquisition of that item, or both? Where it will come from is not always the same as the location of the person receiving the request. Where it will go to is not always the same as the location of the person requesting the item(s)?

F. When is it needed?

5. What time/date?

Logging the time you sent or received a message is critical to after action evaluations.  It helps track the flow of the information and ensures that you did your job.

6.Communication:

Communication is two way exchange of ideas/information. Communication is best accomplished with the fewest words that completely define the thought. Communication is precise and unemotional.

Communication will be acknowledged.