A companion to the Neighborhood Disaster Survival Guides … · 2018. 4. 11. · Cell phone (if...

A companion to the Neighborhood Disaster Survival Guides from

EmergencyPlanGuide.org.

Copyright 2018, Emergency Plan Guide. All rights reserved.

COMMUNICATIONS WORKBOOK

INTRODUCTION

When the disaster hits, and everything is in turmoil, what your

neighborhood group can provide nearly immediately is valuable and

potentially life-saving INFORMATION.

This workbook is aimed at helping you equip your team so they’ll know

how to put communications to work.

Part One of the workbook is a general discussion of what group

members can actually do and what all they need to do it. It introduces

the Incident Command System as the basis for your community’s

communications network.

Part Two is a step-by-step approach to setting up the network: the

different roles for members, the location and set-up of the Command

Post, and specifics about the equipment and training you’ll need.

Part Three offers more resources. Building a neighborhood group is

an ongoing effort, so we welcome your input here so we can share

with everyone!

Let’s get started . . .


WHAT ROLE DO COMMUNICATIONS PLAY IN A RESPONSE TO AN EMERGENCY?

In an emergency, everyone will want to know what’s happening.

They’ll be concerned. Some will be frightened. Your group can make a

big difference to how things go.

What group members can do:

Block Captains can note who is at home, who is absent, who

may need assistance, along with the basic condition of dwellings

and buildings. This info will be passed along to the group leaders.

Group leaders, in turn, can note this information and share it.

Neighbors can get accurate details (instead of rumors). People

with special skills can be directed to where immediate rescue

efforts are needed.

When authorities arrive, they can be briefed on the situation

and will be able to hit the ground running.

What it takes to make communications possible:

The only way all this will work, however, is if a communications

network and procedures are planned out beforehand. What we’ve

found is that members of the group must know what to do and must

have practiced.

1. Neighbors need to know what to look for.

2. They must know where to report.

3. They need to know what to say so their report is coherent,

efficient and effective.

4. They need to have a MEANS of reporting.

Let’s look at each of these requirements in a bit more detail.

1. “What am I looking for?”

If you are a Block Captain, with 10 or so neighbors to check, your first

job is to consider your own safety! Are you OK? What about your


family members? Is your home safe? What about the homes nearest

you?

As soon as is practical, and you are sure it’s safe, you can take on the

next step. Grab your Block Captain gear (flashlight, notepad, pen),

find a team partner, and begin to check on neighbors.

Professionals call this assessment step the “sizeup.” The sizeup

captures and records the overall condition of the area (houses

down, roofs damaged, water mains or gas lines leaking) as well as the

condition of the residents (shaken, slightly injured, severely

injured).

Take notes. In an emergency you won’t be able to keep everything

straight unless you write it down! When you’ve finished your sizeup,

be ready to report what you’ve found to group leadership.

Our goal is always to do the greatest good for the greatest number.

So, this first step is to assess. Try not to stop to help the very first

person you come to, or you’ll never get through your assignment!

2. “What’s the Chain of Command?”

Everyone who takes the CERT training is exposed to the Incident

Command System, or ICS. It’s the structure used by emergency

response agencies across the country to direct the flow of

communications.

Here are the basics of the ICS:

The team member who arrives first becomes the Incident

Commander. If someone arrives later who is more qualified, the

role of Commander should be handed off.

The same procedure works at the Division level. If the Division

Leader is absent or incapacitated, the next competent person (a

Block Captain) steps up.

The Commander assigns or re-assigns personnel to fill different

jobs as people and supplies become available and the incident


evolves. The Commander also lets people know when their

“assignment” is over.

When the first fire or law enforcement officials arrive, the

Commander steps into a subordinate role, taking direction and

notifying team members of the status of the event until members

are told to step down.

The beauty of the ICS is that everyone knows who they are supposed

to get direction from, who to talk to and who to listen to. While your

group may not follow a strict ICS protocol, we have found it makes a

logical foundation for setting up your communications network.

3. “What do I say when I report in?”

The makeup of your neighborhood will determine some of what you

report on, since you’ll want to identify exactly where you are, where

you have found problems, and what sort of help you might need.

Obviously, with a number of people reporting at the same time,

Command can easily be overwhelmed. Thus, all members of your

group need to wait their turn to transmit, and practice being

succinct and clear. (And Command needs to have someone serving

as “recorder” to capture all the information flowing through the

Command Post.)

For example, when you have finished your sizeup and call in to report,

the conversation might go like this:

“This is Division Leader Virginia reporting for Division 5. Three homes

facing the highway are damaged. They are numbers 56, 57 and 58.

They have broken windows and rain damage. All residents are

accounted for; one resident was cut by flying glass but is OK for now.”

Subsequent conversations with Incident Command might address the

possible need for first aid, for tarps or boards for closing up the broken

windows, etc. Volunteers might be directed to the location with

supplies. Command would dispatch the teams and let the Division

Leader know to expect them.


4. “What is the best method for communicating?”

Volunteers can use any method that works. We have tried them all.

Here are our comments on four options.

Traditional telephone (maybe for some residents)

In some communities, the traditional “telephone tree” still works.

However, having to dial, wait for a ring and an answer, ask your

questions and give your message and then hang up, only to start all

over again to reach the next person on your list – not efficient!

Cell phone (if towers are still standing, and not overloaded)

Even if your cell phone has the numbers of all your neighbors and all

members of the response team already in its database, you will still

have to call them one by one. And since many people will be on the

line, you may reach a busy signal more often than not.

Emergency messaging using cellphone apps (great for

teenagers and tuned-in professionals)

A number of apps have been developed that allow you to transmit a

text automatically to family or group members. For example:

Life360 is a free service (free at the basic level; paid for higher level of

service) that came out in 2008 and that we tried a few years ago. It

lets you set up a private network to let others know you are OK. (Our

challenge was to get other family members to sign up. Not everyone

would.)

Zello is a new, more sophisticated app that allows group members to

communicate among themselves via cellphone, on a “private” channel.

Our local CERT group tested it just last month.

The limitations to using cellphone apps are obvious:

They only work if all members of the group have the app on their

phones and know how to use it.


Like all programs, apps have to be updated regularly (and

reinstalled if you change phones).

They only work as long as the cellphone batteries last.

In our senior community the “cellphones” that people carry range from

10-year-old flip-phones to the well-publicized-but-limited Jitterbug to

top of the line iPhones – with everything in between. We can assume

nothing when it comes to phone capacity or user knowhow!

MOREOVER, IN A BIG EMERGENCY, WE MUST ASSUME PHONE

SERVICE WILL BE OUT.

Landlines can be broken. Cell towers can fall. Every kind of phone

system is likely to be overloaded. And, ultimately, all batteries will run

out of juice.

Walkie-talkies, or handheld radios (indispensable for

emergency response teams)

We turn to battery-operated walkie-talkies as our communications

method of choice. (That’s why we put a picture of walkie-talkies on the

front cover of this report!)

What sets a walkie-talkie apart from the phones discussed above?

There’s no dialing, no waiting. You simply turn it on then “push to

talk.” All members of the team hear the same news and stay informed.

Walkie talkies are designed so that only one person can talk at

a time – but everyone on the channel can hear the message at

the same time.

Of course, the reach of walkie-talkies is limited. But they provide a

very efficient way to manage emergency communications within your

neighborhood, as long as people understand the chain of command.

So here’s the system we’ve developed to avoid congestion and

interference. Again, we’ve based it on the ICS.

We set up specific channels for specific uses.

People switch channels to execute different tasks.


People basically wait to be acknowledged before they start

talking.

On the next page is the simplified version of the “Net” taken from the

books in our Neighborhood Disaster Survival Guide series.

In this example, the apartment complex (mobilehome park, single

family neighborhood) has 4 Divisions. Each Division has a number of

Block Captains (small circles) who interface with residents.

Each Division has its own channel. Division 1 communicates just on

Channel 1. Division 2 is on Channel 2, Division 3 is on Channel 3, etc.

Incident Command has its own channel. In our example, Command

“owns” Channel 5. When Division Leaders want to speak to Command,

they switch to Channel 5.

This example shows three Special Teams. They communicate with

Command on Channel 5, too. Or, if the incident goes on a long while,

and different Special Teams are formed, each might be assigned its

own channel. (Walkie-talkies typically have 22 channels.) For example,

First Aid team members might communicate among themselves on

Channel 6. The leader of the First Aid team would switch to Channel 5

to talk with Command.


Look confusing?

If this all looks confusing, it can be. But when you’ve worked out your

OWN system, and practiced it a few times, it will make perfect sense.

Our team has held a radio drill every month for the last 15 years!

The drill is a simple roll-call. It takes 10 minutes or so for all the Block

Captains to check in with their Division Leaders, and then another 5


minutes for Division Leaders and Special Teams to check in with

Command.

What we discover is that on any given drill night, only 40-

60% of our members participate. Some are away from

home. Some are doing something else. Some plain forget.

This is likely to be the case in a real emergency – and this is why

everyone on your team needs to be able to step up to a different role!

OK, so much for the introduction. Let’s look at setting up the system

step by step.


SET UP YOUR COMMUNICATIONS NETWORK

Step One – Identify your Divisions and your need for Block

Captains.

Every complex or campus will be different. You may be in a multi-story

building, where each floor becomes a logical Division. Your community

may consist of several buildings or homes around a central point. Each

building could be a Division, and the Command Center might logically

be located in the center.

Whatever the layout of the property, you’ll want to limit the number of

people in a Division to something your Block Captain volunteers can

handle. In a compact community, we have found that a ratio of one

Block Captain to 10 homes is about right. One Division could be made

up of six Block Captains, covering 60 units.

In a spread-out neighborhood, you may need to have more Block

Captains and more Divisions in order to feel you are covering the

whole community.

Start with a good map of the property and build your organization

chart from there. Of course, it will take a while to fill in all the boxes

for Division Leaders, Block Captains and Special Team Leaders and

members. Just start where you are and do your best!

As we have said many times, people with CERT training are the best

source of volunteers. Does your city offer it?

Action items:

How many Divisions make sense in your community?

How many people/family units are in each Division?

How many Block Captains will you need in order to cover all your

families?

As Block Captains come aboard, can they be assigned to homes

near them?

Who will serve as back-ups?


Step Two – Figure out where to locate your Command Post.

You’ll probably find it easy to decide where the Command Post should

be located. For example, it could be . . .

At the center of the campus

At a high point of terrain or of the campus

Where there’s a straight line of sight to all Divisions (if possible)

In a location that is as much out of danger as possible

Of course, in an emergency, you might have to CHANGE THE

LOCATION of the Command Post if your original choice is damaged or

unavailable. So identify alternate locations, too.

Using hand-held radios as your means of communication means the

Command Post can really be anywhere. (Having an emergency shelter

– like a pop-up tent with folding table and chairs – might make it

easier to set up a temporary Command Post.)

Action items:

What is the BEST place for your Command Center?

What equipment do you need for your Command Center?

What other locations would work?

Step Three – Select the right radios for the job.

We tried to make it clear in our book that walkie-talkies, while great

for emergency communications, do have their limitations.

First, they can run out of battery power.

Second, they can be rendered useless if people aren’t disciplined

in knowing when to talk and when to listen.

Third, they are limited in reach.

For our purposes, limiting the “reach” to just what we need may

help to limit interference by people from outside the network.

(Earlier we mentioned our monthly radio drills. Probably once every 4-

5 months someone butts into our drill from outside the community. In


an emergency, more people would likely be on their radios, so the

chances of interruption would be higher. We’re trying to keep it to a

minimum by keeping our network limited.)

We have found that different radios may be appropriate for

different jobs. For example, we choose:

Maximum power for Division Leaders and Special Teams Leaders

so they can reach across the campus. (Some radios have privacy

settings for even more control.)

Minimum power for Block Captains within each Division – again,

to limit interference.

Some communities may be able to call on licensed Amateur

Radio Operators (HAMs) to reach beyond the neighborhood to

connect directly with local authorities. (Our group has invested in

a mobile radio station – cart on wheels! – that is tested weekly

as part of our city’s official emergency network.)

Whatever you think you need in the way of radios, shop carefully. The

most feature-rich models may be great for spread out rural groups,

but not for urban locations. Consider the capabilities of your users.

And, plan to lay in a supply of batteries!

Action items:

How many high-powered radios do you need?

How many lower-powered radios do you need?

How much is the starting budget for radios and batteries?

Where will you get the money for the initial investment?

Where will you get the money for the continuing costs for

communications – more radios, more batteries?

How will you keep track of your radios?

Before you buy, check our website for more questions and for some

up to date recommendations:

http://emergencyplanguide.org/reviews/walkie-talkie-reviews/

http://emergencyplanguide.org/reviews/walkie-talkie-reviews/


And a suggestion: The ads for radios claim how many miles the radio

can reach. These figures are always suspect! (We figure

measurements were made in a vacuum.) Radio transmissions are

impacted by distance, buildings, trees, climate, etc. So, you may want

to try out a couple of different pairs of radios before you actually make

a group purchase. If you’re careful with packaging, receipts, etc., you

may be able to return the trial equipment in exchange for the models

you really want.

Step Four – Train on your new radios!

We hold full-fledged radio “training sessions” at least once a year.

They start with opening the battery compartment and replacing

batteries, then practicing changing channels, adjusting volume, etc.

You would be surprised how often people need or want to revisit these

basics!

Other meeting activities include showing videos of walkie-talkies being

used, a discussion of common radio “lingo,” and spelling using the

phonetic alphabet (Alpha, Bravo, Charlie).

A monthly radio roll-call keeps people’s skills up and their batteries

fresh. (Some people forget to turn the radios off after the roll-call, so

their batteries are dead next time . . .!)

We replace all batteries twice a year, when the time changes.

We also run exercises in the field. An example: Teams of Block

Captains head to their Divisions, where envelopes have been hidden

describing different emergency scenarios. When a team discovers an

envelope and reads the message, it reports in with the particulars and

requests assistance as appropriate. Command records the time of the

call, the location and details of the “emergency,” and dispatches

appropriate Special Teams.

(If you plan something like this, warn ALL residents that Emergency

Teams wearing vests and helmets may be out and about on that given

day, and not to be concerned!)


(Oh, and warn residents NOT to mess with any envelopes they see

around their homes. Every time we hold this exercise, some envelopes

simply go missing before they can be found.)

Try to find trainers who enjoy this stuff, and who are patient and clear

in giving instructions!

And try to keep the level of radio communications as professional as

possible. At a training session, people may be tempted to play and

chat, but don’t let them get into that habit. When the emergency hits,

we want to be all business.

Action items:

Who should be the head trainer for radios? What about helpers?

(Hint – The person who is most knowledgeable about the radios

may not be the best trainer . . .)

What graphic materials will you need for the training?

What written materials will you need for the training?


CONCLUDING REMARKS

The book talks at length about how to recruit people to join your

Neighborhood Emergency Response Team. As you know, people decide

to volunteer for many different reasons.

(The most common excuse we hear from people not ready to

volunteer is, “I don’t have time, but you can count on me in an

emergency.” The problem with this, of course, is that there won’t be

time to train them in a real catastrophe and they could do more harm

than good.)

We have found that providing team members with a walkie-talkie

is one of our strongest recruiting tools!

They like the physicality of the radio. They enjoy the teamwork that

goes along with its use.

And everyone agrees that being able to “be in touch” with facts, not

rumors or fears, will be the most important service the team can

provide for the neighborhood in the immediate aftermath of the

disaster.

= = = = =

What experiences have you had with emergency communications?

Please share your stories so we can include them in upcoming

Advisories at our website, in new editions of this workbook, and with

our own neighborhood group. Just drop us a line at:

http://emergencyplanguide.org/contact/

Virginia Nicols and Joe Krueger

Your Emergency Plan Guide Team

http://emergencyplanguide.org/contact/

A companion to the Neighborhood Disaster Survival Guides … · 2018. 4. 11. · Cell phone (if...

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