Managing the Maze of Communication Systems
[music playing] Narrator: Consider the measures of complexity
on any given incident, is it size, location number of resources or is it the number of
communication links on the incident?
We have with us at any given time: hand-held radios, mobile radios, cell phones, sat phones,
smart phones, tablets, and laptops.
Each radio has up to 250 frequency combinations, each phone, only you know how many contacts
there, and internet, with countless links.
We count our fortunes to be in communication with so many people in so many ways but if
you can't manage the sheer volume of communication links, it's virtually no good to anyone.
So, how do you manage a system this huge?
Very carefully.
Brad Bolen: So the issue is this: we have a complex system that we need to simplify
in order for us to function correctly on the fireline.
So if you start the incident with a good frequency plan you are able to give people correct information,
get them on frequencies, allow them to work, and allow them to communicate back to you,
give you situational awareness, it makes you that much more effective.
The most common radios that I deal with are the Bendix King, multi-channel, multi-group
radio, field programmable, 16 groups within our radios that have 16 channels.
We leave one group open for field programmable use.
For instance, if we go to another district or if we go on an assignment, that way we
can get it programmed to whatever our needs are.
But the other groups we have locked down into frequency plans based on the areas they we'll
probably be working within our district.
So for instance, we have a north group and a south group that have 16 channels that are
pre-identified and preprogrammed with all the necessary channels; our dispatch channels,
our command channels, our tactical channels, air-to-ground, and any repeated sites.
And that way we know each radio that we're dealing with in our fire program is the same.
Narrator: Here's the deal on frequencies, it's not necessarily a question of getting
the proper frequencies plugged in, it's a question of the right frequency combinations:
transmit and receive plus tones.
Brad Bolen: Repeated channels has to do with a frequency that is not line-of-site and what
I mean by that is either you're dealing with distances or you're dealing with topography.
Whereas you don't have the ability to talk to whoever you’re communicating line-of-site,
so the frequency has a different receive and transmit and there's a tone that trips that
frequency activation.
On our district we have several repeated sites that enable us to cover a large amount of
ground.
Again, a tone is more or less, I guess the best way to describe it is a key which unlocks
the transmission and the reception of the frequency in order to trip the correct repeated
site you would need the correct tone.
Tones can be used multiple times, it's really a fact of whether or not you understand if
you have the correct receive and transmit frequencies.
You might think you have the correct tone in or you might have the correct number of
frequencies or number of zeros in the transmit and you don't.
And you might be receiving or you might be transmitting but you don't have the full package
put together and so your message isn't getting out to the field.
Narrator: During briefings, whether you are the sender or the receiver, the plans for
communications must be crystal clear before engagement.
Brad Bolen: An example being, if we had a crew from out of district come into our district
we're giving them a briefing on our radios and also our communication channels our groups
and our radio plan.
One of the things that is most important is understanding geographically how our repeaters
are setup and located.
The reason it's important to be able to field program your radio, whether it be your hand-held,
your mobile, or again if you're an aviation resource is the fact that you may be changing
locations, frequencies can change and will change and you may be asked to go to another
frequency on the fly.
So you have to be proficient in that.
Often times I will get resources sent to fire, to me, in the heat of battle, that don't have
the correct information, don't have a radio that works properly, don't have equipment
that operates within the system that I'm in and the honest answer is...they're a safety
issue and they'll be set to the side.
Brad Bolen: The difference between a tactical frequency and a command frequency is the intended
use.
A command frequency is for overall objectives; it allows you as the incident commander to
speak to dispatch to take care of things that tactically in nature aren't part of the fire.
Now tactical frequencies are just that, they're for tactical use, they're for the divisions,
they're for the single resource boss, they're for the individuals that are fighting the
fire on the line.
Air-to-ground is just that, transmission from the air to the ground or from the ground to
the air.
Not on the tactical channel unless you have specifically assigned that aviation resource
to that specific division and, you know, you have other needs for an air-to-ground.
I mean, there are examples of that but again you don't want to ball up the lines of communication
by having unnecessary traffic on frequencies that are intended to be used for different
purposes.
Brad Bolen: The use of phones for tactical decisions is not acceptable.
Phones, in my opinion, are a necessary part of what we do, for instance, if you need to
speak to your home unit, your duty officer, your line officer, or whomever is in charge
of that piece of ground that you may be dealing with.
Tactical communication is important for everyone to hear, there might be important safety concerns
that are relayed on that tactical channel so if you're using a phone or you're communicating
that way, it doesn't allow the rest of the personnel to understand what is going on.
Narrator: The Incident Command System refers to the number of resources that one person
can effectively manage.
It's fair to say that span of control guidelines also apply to the number of frequencies you
are managing.
Brad Bolen: I just arrived on a fire and I have been dispatched as an initial attack
IC, doesn't really matter the complexity, in my mind the rules are the same, I have
a command channel, I build the organization.
I utilize the incident command system based on my needs, I start giving tactical frequencies
to the divisions or to the single resource bosses, I establish an air-to-ground off of
my communications plan.
When your initially first arriving on scene you're trying to get the correct information
so you can go to work.
What is typically available is a command channel, an air-to-ground, and two tactical channels.
Often times as we know a fire may escalate rapidly we may get out of our span of control
based on our ability to keep up with the communications, keep up with the information and being able
to provide people clear direction.
A fire may geographically get to another level, we might move into terrain where line of site
frequencies are no longer working or we need to expand to other divisions.
you'll know that immediately and the reason you'll know it is because you'll have trouble
communicating or you will feel overwhelmed or you cannot keep the chaos down and you'll
feel that level of anxiety rise and you'll recognize if you are understanding how it
all should work and understanding the function of a frequency plan and how it is tied in
with ICS and if you see that happening you should be making the necessary adjustments.
Narrator: The system for reporting problems encountered on wildfires - SAFENET - reports
that the majority of submissions are related to communications.
Specifically, those that dealt with radio, repeater, and frequency issues.
It's not surprising when you examine the complexity of the system and the diversity of users.
Brad Bolen: If you do find yourself in a position where either you've come into an incident
and the communication plan isn’t working or you don't understand or you started off
on the wrong foot, there are things you can do.
The key is, acknowledging that you have an issue and if you are in a command role that
you have the ability to do that and understanding it might be better just to stop operations
for five to ten to 15 minutes to get everybody on the same page and start over versus continuing
down a path for the next four to five hours or into the next shift before you can get
everything cleared up.
Yeah, it might be difficult but again at least it gives you a fresh start.
You really shouldn’t be engaging from the get go if you're not clear or don't have the
right frequencies or can't work your radio or your radio doesn't work properly, you shouldn’t
be engaging.
So based on what I described, it's a question of LCES.
To me it's managing the incident within the guidelines of the incident command system
utilizing your frequency plan.
And, you know, you have the power, so to speak.