4.16 Written Communication

VERSION 1.0 – DECEMBER 2023

Purpose: This procedure provides guidance on how to create standardised written communication in LIMSOC Incident Management System to ensure clear and effective communication between operators, patrol members/lifeguards, operation support, emergency response teams and emergency services.

Scope: This procedure applies to all operators in the State Operations Communications Centre (SurfCom).

Procedure:

1. Principles
   1.1 Use simple, clear, and concise language when drafting messages to ensure that they are easy to read and understand. Avoid using jargon or technical terms that may not be familiar to all recipients.
   1.2 When drafting messages, start with the most vital information first. This includes the nature of the emergency, location, and any hazards or risks involved.
   1.3 Use standard codes when communicating information such as location, priority, and nature of the emergency. This ensures that everyone understands the message and eliminates confusion.
   1.4 Use a standard format when drafting messages to ensure consistency and clarity. This includes using a standard header with information such as the incident type, location, and priority.
   1.5 Proper grammar and spelling are essential for effective communication. Ensure that all messages are free of errors to avoid misinterpretation.
   1.6 Avoid abbreviations: Avoid using abbreviations unless they are standard in the emergency response industry. Overuse of abbreviations can lead to confusion and misinterpretation.
   1.7 Before sending a message, review and edit it to ensure that it is accurate, clear, and complete.
   1.8 Document all communication including radio transmissions and phone calls in the LISMOC system to ensure that all relevant information is captured and can be accessed by anyone who needs it.

2. Responsibilities:
   2.1 All LIMSOC users are responsible for following this procedure to ensure effective and standardised written communication.