Basic Communications Skills

Basic Communication Basic Communication SkillsSkills

Getting your message Getting your message through in the most efficient through in the most efficient

mannermanner

Developed byDeveloped by

Bryce Rumery, K1GAXBryce Rumery, K1GAX

Maine ARES Section Emergency CoordinatorMaine ARES Section Emergency Coordinator

Maine ARESMaine ARES


An emergency communicator must An emergency communicator must do his or her part to get every do his or her part to get every message to its intended recipientmessage to its intended recipient– QuicklyQuickly– AccuratelyAccurately – With a minimum of fussWith a minimum of fuss


A number of factors can affect your A number of factors can affect your ability to do thisability to do this– Your own operating skillsYour own operating skills– The communication method usedThe communication method used– A variety of noise problemsA variety of noise problems– The skills of the receiving partyThe skills of the receiving party– The cooperation of othersThe cooperation of others– Adequate resources Adequate resources


Why are Emergency Communication Why are Emergency Communication Techniques Different?Techniques Different?– Life and death communications are not Life and death communications are not

part of our daily experiencepart of our daily experience– Most of what we say and do each day Most of what we say and do each day

does not have the potential to severely does not have the potential to severely impact the lives and property of impact the lives and property of hundreds or thousands of peoplehundreds or thousands of people


Why are Emergency Communication Why are Emergency Communication Techniques Different?Techniques Different?– In an emergency, any given message In an emergency, any given message

can have huge and often unintended can have huge and often unintended consequencesconsequences

– An unclear message, or one that is An unclear message, or one that is modified, delayed, mis-delivered, or modified, delayed, mis-delivered, or never delivered at all can have never delivered at all can have disastrous resultsdisastrous results


ListeningListening– Listening is at least 50% of Listening is at least 50% of

communicationcommunication– You can usually gather more information You can usually gather more information

about an incident by listening than by about an incident by listening than by constantly asking questionsconstantly asking questions

– Discipline yourself to focus on your job Discipline yourself to focus on your job and "tune out" distractionsand "tune out" distractions

– If your attention drifts at the wrong time, If your attention drifts at the wrong time, you could miss a critical messageyou could miss a critical message


ListeningListening– Listening also means avoiding Listening also means avoiding

unnecessary transmissionsunnecessary transmissions– A man has two ears and one mouth, A man has two ears and one mouth,

therefore he should listen twice as much therefore he should listen twice as much as he talksas he talks


ListeningListening– Sometimes the job of listening is Sometimes the job of listening is

complicated by noisecomplicated by noise Headphones help to minimize local noise Headphones help to minimize local noise

and help you concentrate on the radio signaland help you concentrate on the radio signal Digital Signal Processing (DSP), filters, and Digital Signal Processing (DSP), filters, and

other technologies may also help to reduce other technologies may also help to reduce radio noise and interferenceradio noise and interference


Microphone TechniquesMicrophone Techniques– Even something as simple as using your Even something as simple as using your

microphone correctly can make a big microphone correctly can make a big difference in intelligibilitydifference in intelligibility Hold the microphone close to your cheek, Hold the microphone close to your cheek,

and just off to the side of your mouthand just off to the side of your mouth Talk across, rather than into the microphone Talk across, rather than into the microphone


Microphone TechniquesMicrophone Techniques– Speak in a normal, clear, calm voiceSpeak in a normal, clear, calm voice– Speak at a normal paceSpeak at a normal pace– Pronounce words carefully, making sure Pronounce words carefully, making sure

to enunciate each syllable and soundto enunciate each syllable and sound


Microphone TechniquesMicrophone Techniques– "Voice operated transmission" (VOX) is "Voice operated transmission" (VOX) is

not recommended for emergency not recommended for emergency communicationcommunication Background noise and off-air operator Background noise and off-air operator

comments can be accidentally transmittedcomments can be accidentally transmitted Use a hand or foot switch instead Use a hand or foot switch instead


Microphone TechniquesMicrophone Techniques– When using a repeaterWhen using a repeater

Leave a little extra time between pressing Leave a little extra time between pressing the push-to-talk switch and speakingthe push-to-talk switch and speaking

Variety of delays can occur within a systemVariety of delays can occur within a system– CTCSS decode time CTCSS decode time – transmitter rise timetransmitter rise time– short "kerchunk" timersshort "kerchunk" timers– power saver modes in handheldspower saver modes in handhelds– delays in completing links within linked systemsdelays in completing links within linked systems


Microphone TechniquesMicrophone Techniques– Pause a little longer than usual between Pause a little longer than usual between

transmissionstransmissions Don’t “shotgun” your transmissionsDon’t “shotgun” your transmissions Other stations may have higher priority Other stations may have higher priority

traffictraffic Wait about 2 seconds between Wait about 2 seconds between

transmissionstransmissions


Brevity and ClarityBrevity and Clarity– Each communication should consist of Each communication should consist of

only the information necessary to get only the information necessary to get the message across clearly and the message across clearly and accuratelyaccurately Extraneous information can distract the Extraneous information can distract the

recipient and lead to misinterpretation and recipient and lead to misinterpretation and confusionconfusion


Brevity and ClarityBrevity and Clarity If you are the message originator and can If you are the message originator and can

leave a word out without changing the leave a word out without changing the meaning of a message, leave it outmeaning of a message, leave it out

If the description of an item will not add to If the description of an item will not add to the understanding of the subject of the the understanding of the subject of the message, leave it outmessage, leave it out

Avoid contractionsAvoid contractions If someone else has drafted the message, If someone else has drafted the message,

work with the author to make it more work with the author to make it more concise concise


Brevity and ClarityBrevity and Clarity– Make your transmissions sound crisp Make your transmissions sound crisp

and professionaland professional– Do not editorializeDo not editorialize– Do not engage in chitchatDo not engage in chitchat– or any other non-essential conversationor any other non-essential conversation


Brevity and ClarityBrevity and Clarity– Be sure to say exactly what you meanBe sure to say exactly what you mean

Use specific words to ensure that your Use specific words to ensure that your precise meaning is conveyedprecise meaning is conveyed

Using non-specific language can lead to Using non-specific language can lead to misunderstandings and confusionmisunderstandings and confusion


Brevity and ClarityBrevity and Clarity– Communicate Communicate one complete subjectone complete subject at a at a

timetime Mixing different subjects into one message Mixing different subjects into one message

can cause misunderstandings and confusioncan cause misunderstandings and confusion– If you are sending a list of additional food supplies If you are sending a list of additional food supplies

needed, keep it separate from a message asking needed, keep it separate from a message asking for more sand bagsfor more sand bags

– Chances are that the two requests will have to be Chances are that the two requests will have to be forwarded to different locations, and if combined forwarded to different locations, and if combined one request will be lost one request will be lost


Plain LanguagePlain Language– We, as hams, use a great deal of We, as hams, use a great deal of

"jargon“"jargon“ In our daily conversation, a In our daily conversation, a

misunderstanding can make little differencemisunderstanding can make little difference In an emergency the results can be much In an emergency the results can be much

differentdifferent A misunderstood message could cost A misunderstood message could cost

someone's lifesomeone's life


Plain LanguagePlain Language– Not everyone involved in an emergency Not everyone involved in an emergency

communication situation will understand communication situation will understand our slang and technical jargonour slang and technical jargon Even terms used by hams vary from one Even terms used by hams vary from one

region to another, and non-hams will have region to another, and non-hams will have no knowledge of most of our terminologyno knowledge of most of our terminology

Hams assisting from another region might Hams assisting from another region might understand certain jargon very differently understand certain jargon very differently from local hams from local hams


Plain LanguagePlain Language– AvoidAvoid

"Q" signals (except in CW communication)"Q" signals (except in CW communication) 10 codes10 codes Other ham jargon or technical termsOther ham jargon or technical terms

– Exception to this is the list of standard "pro-Exception to this is the list of standard "pro-words" words"

Words or phrases that carry strong emotions Words or phrases that carry strong emotions


PhoneticsPhonetics– Use standard ITU phoneticsUse standard ITU phonetics– Avoid “cutesy” phoneticsAvoid “cutesy” phonetics– There is no “common spelling”There is no “common spelling”– Spell out phonetically difficult or easily Spell out phonetically difficult or easily

misunderstood wordsmisunderstood words


Tactical Call SignsTactical Call Signs– Tactical call signs can identify the station's Tactical call signs can identify the station's

location or its purpose during an event, location or its purpose during an event, regardless of who is operating the stationregardless of who is operating the station

– The tactical call sign allows you to contact The tactical call sign allows you to contact a station without knowing the FCC call sign a station without knowing the FCC call sign of the operatorof the operator

– It virtually eliminates confusion at shift It virtually eliminates confusion at shift changes or at stations with multiple changes or at stations with multiple operators operators


Tactical Call SignsTactical Call Signs– Tactical call signs should be used for all Tactical call signs should be used for all

emergency nets and public service emergency nets and public service events if there are more than just a few events if there are more than just a few participants participants


Station IdentificationStation Identification– FCC rules for station identification must FCC rules for station identification must

be followedbe followed Avoid identifying at the beginning and the Avoid identifying at the beginning and the

end of every transmissionend of every transmission Avoid using the call sign of the station you Avoid using the call sign of the station you

are talking to, as well as yours at the are talking to, as well as yours at the beginning and the end of every transmissionbeginning and the end of every transmission

Identify at the end of your transmission or Identify at the end of your transmission or series of transmissions – OR – series of transmissions – OR –

Every 10 minutesEvery 10 minutes


Station IdentificationStation Identification– Recommendation:Recommendation:

Give your FCC call sign as you complete Give your FCC call sign as you complete each each exchangeexchange

Most exchanges will be far shorter than ten Most exchanges will be far shorter than ten minutesminutes

This serves two important functions:This serves two important functions:– Tells the NCS that you consider the exchange Tells the NCS that you consider the exchange

completecomplete– Fulfills all FCC identification requirements Fulfills all FCC identification requirements


Habits to AvoidHabits to Avoid– Thinking aloud on the airThinking aloud on the air– On-air arguments or criticismOn-air arguments or criticism– Rambling commentariesRambling commentaries– Shouting into your microphoneShouting into your microphone– "Cute" phonetics"Cute" phonetics


Habits to AvoidHabits to Avoid– Identifying every time you key or un-key Identifying every time you key or un-key

the micthe mic– Using "10" codes, Q-signals on phone, or Using "10" codes, Q-signals on phone, or

anything other than "plain language“anything other than "plain language“– Speaking without planning your Speaking without planning your

message in advancemessage in advance– Talking just to pass the timeTalking just to pass the time

Practice basic Practice basic communications skills on a communications skills on a

regular basis!regular basis!

Presented by Maine ARESPresented by Maine ARES

Basic Communications Skills

Technology

Transcript of Basic Communications Skills