OPRC Level II COMMUNICATIONS AND INFORMATION SHARING

Transcription

1 OPRC Level II COMMUNICATIONS AND INFORMATION SARING

2 Outline Common Communications Problems Communications Management Communications Plan and Network Briefings

3 Common Communications Problems Too many calls Not enough phones Right info to right people Not in time No plan! Incompatible equipment No responsible person Can t reach essential people No one to solve problems Poor understanding of who does what No meetings/briefings OSC swamped Working channels vs. emergency demands

4 Response Team Government Equipment Boss(s) Inventors/Scientists Industry Interest Groups Other Organisations Briefings The Public Insurers Environmentalists OSC s Communications World Reports International Organisations Cargo Owners Subordinates Municipal Organisations Emergency Organisations Response Contractors Media Users Ship Owners Peers ealth and Safety Organisations Network Messages

5 Communications Groups External Communications Public ExternalOrganisations Internal Communications Superiors Response Team

6 Communications Management: OSC s Responsibilities Preparing reports and SITREPs Conducting meetings and briefings Organising the communications activity Implementing the Communications Plan Providing: communications system network equipment

7 Incident Communications Management Upward (Superiors) Issues / Concerns Outward (Internal) Communications Management Outward (External) Responsibilities Downward (Response Team)

8 Incident Communications Management Downward (Response Team) Upward (Superiors) Outward (Internal & External Groups) Issues / Concerns What am I supposed to do? ow do I fit in? Can I communicate with others? ow? Who do I go to get communications equipment, solve communications problems? Threat - Company Personal Environment Under Control? Cost / Resources? On-going work? Political Threat Environment Company What is going on? ow am I affected? My role? Impact for my group? Conflicting mandate?

9 Key Elements of Communications Plan Upward (Superiors) Objective / Strategy Organisational Message Spokespersons Outward (Internal) Communications Plan Outward (External) Activities Media to be Used Communications Officer Procedures Downward (Response Team)

10 Key Elements of Communications Plan OBJECTIVE: need to communicate internally and externally STRATEGY: role and responsibilities; major issues; means of communication MESSAGE: company/govtposition; incident effects; response measures SPOKESPERSON: role; limits of authority MEDIA: briefings; meetings; SITREPS RESOURCES: centre; equipment; personnel

11 Responsibilities of Communications Officer Upward (Superiors) Implement Plan Establish Communications & Messaging Centre Set-up Telephone System Install System / Network Outward (Internal) Communications Officer Advise Equipment Procedures Co-ordinate Solve Problems Maintain Records / Logs Outward (External) Monitor Activity Downward (Response Team)

12 Functions of Communications Centre Upward (Superiors) Messaging Telephone Answering / Routing Outward (Internal) Communications Centre Outward (External) Operational / Security Procedures Communications Officer Dispatch istorian Downward (Response Team)

13 Incident Information Flow Incident notification Reporting: discharge casualty Common problems: wrong or incomplete information not knowing whom to contact panic! Standard Reporting Forms

14 Contact Lists Develop in advance Update regularly Contain callout procedures Contact information (telephone numbers, pagers)

15 Incident Communications Network Command Zone Incident Zone Response Zone Q Support Vessel UF / VF Clean Up Team Communication s Satellite Landline Aerial Support R Team Supervisor Oil Spill Command Centre Inmarsat Marine VF Telephone Telex Fax Control UF / VF / F R UF / VF Team Supervisor Clean Up Team Other Organizations Cellnet Communications Trailer Generator R = Repeater = and eld Radio R Battery Generator UF / VF Team Supervisor Clean Up Team

16 Successful Briefing Information Sharing Situation Review

17 1. Information Sharing 1. Agree on agenda 2. Agree on method for handling discussion 3. Discuss priority items in order -status - action required 4. Summarise 5. Close meeting

18 2. Situation Review 1. Agree on goals of meeting 2. List issues and concerns 3. Large problems into manageable concerns 4. Prioritiseproblems 5. Develop an action plan: responsibilities; timing; actions

19 Situation Review: Topics Include: Situation status Logistical / support requirements for next operational period Weather forecast for next operational period Safety considerations Environmental / social / political considerations

20 Summary OSC s responsibility to communicate Large numbers involved but essentially: upwards: bosses downwards: response team(s) outwards: internal and external groups Practical means of communications: command zone incident zone response zone Importance of regular and successful briefing: sharing of information situation review