POLICE COMMUNICATIONS SYSTEM

What is Communications?

Varied Definition of COMMUNICATION:

• Is a process by which information is exchanged between individuals through a common system of symbols, signs, or behavior
• In its most general sense, is a chain of events in which the significant link is a message. The chain connects a source that originates and a destination that receives and interprets the message.
• In its broadest humanizing sense communication is a source and extension of imagination in forms that can be learned and shared. It is the production, perception, and understanding of messages that bear man’s motion of what is? what is important? what is right? And what is related to something else.

REASONS FOR COMMUNICATIONS

1. To provide adequate information for group living
2. To clarify perceptions and expectations
3. To stimulate creative thinking through feedback; and
4. To maintain your balance in the world.

Types of Communications:

1.VERBAL COMMUNICATIONS

• One way communication – as lecture or direction. This is effective in a limited situation, especially where compliance without feedback is necessary
• Two-way Communication – includes speaking and listening. This an exchanging of information or ideas
• Oral-in-Person Communication – means you can see and hear the other person you are speaking to.
• Oral-telephone Communication – communication done in a remote manner where the person with whom you are communicating is away from you.
• Written Communication – done in printed papers through the use of common signs and symbols.

2. NON-VERBAL COMMUNICATIONS

• Body Language – these are conscious and unconscious gestures and postures of the body as a form of communication.
• Facial Expressions – the characteristics found in the face with meaning without words or without saying
• Gestures – it is an expressive motion or action as of the hand or hands in speaking, used for emphasis or to express some idea, emotion, or command.

DEFINITION OF TERMS NEEDED TO UNDERSTAND COMMUNICATION SYSTEM

1. Sender. The source of information or the origin of the communication process.
2. Encoding. The process through which messages are translated into signals. It is desirable to make a choice of symbols that everyone can understand.
3. Message. Verbal or non-verbal symbols to which a receiver assigns meaning; the contents of the speech.
4. Channel. The pathway through which messages and symbols pass between a source and receiver
5. Decoding. The interpretative process of assigning meaning to a message.
6. Receiver. The individual or group of individuals towards whom communications are intentionally or unintentionally directed.
7. Feedback. A response to a message.
8. Noise. Anything that interferes with communications. It includes not only physical noise but attitudes and emotions interfering with either interpreting the message or providing adequate feedback.

TWO TYPES OF CHANNEL

A.AUDITORY CHANNEL. It opens as the speaker speaks and the receiver heard the signal such as voice or any modulation.

B.VISUAL CHANNEL. If the speaker uses any visual aid such as writing, graphs, or model, it can be transmitted along a visual channel, which means the receiver reads, analyze and comprehend the signal received.

WHEN A MESSAGE IS RECEIVED, IT UNDERGOES DECODING. A RECEIVER SHOULD ASCERTAIN THE FOLLOWING:

1. What did the sender intend to say;
2. What was actually said;
3. What the receiver heard;
4. What the receiver thinks was heard (in case of the delayed and poor stimulus);
5. What the receiver said and responded;
6. What the sender thinks the receiver said

THE FEEDBACK: This means the response to a message. Feedback occurs only when the receiver responds to the message of the sender.

An effective FEEDBACK has the following Characteristics:

1. Descriptive and not Evaluative: Meaning the receiver can describe the reaction to the message, but should not evaluate the message of the sender;
2. Specific rather than General: This means that the important points in the message should be selected for a response.

Notes: In the process of receiving and evaluating the message sometimes NOISE occurs. The noise here means anything that interferes with communication which is not limited to physical noise but maybe emotional and psychological, electrical, and technical.

ELEMENTS OF MESSAGES

1. Meaning. These are the ideas and feelings communicated.
2. Symbols. (words, sounds, or actions that represent meaning). Means through which ideas and feelings are expressed.
3. Forms or organizations. Is how the message is being communicated in a certain order to convey the meaning.

DIFFERENT TYPES OF FEEDBACK

1.Immediate Feedback

Part of the message being transmitted, whether oral or written should indicate a specific time limit during which a reply is required or conference or meeting time is established.  Ask for input is one of its essences.

2. Informational Feedback

This type of feedback should provide someone with information unfamiliar or unreliable to them. It should be used to clarify issues and provide for better decision-making.

3. Corrective Feedback

A sender should provide corrective feedback when appropriate. Senders have a responsibility to correct message errors as a means of improving the accuracy of all types of messages.

4. Reinforcing Feedback

When a sender receives an excellent report, whether written or oral, praises should be forthcoming. In other words, reward good communicators with whatever means at your disposal.

Barriers to Communication

1. Emotional Barriers

2. Physical Barriers

3. Semantic Barriers

4. Ineffective Listening

There were several barriers to communications aside from what is emphasized above. Below are other barriers that are (contributory to the) problems in a communications system.

TEN COMMANDMENT OF GOOD COMMUNICATION

1. Seek to clarify your ideas before communicating.
2. Examine the purpose of each communication.
3. Consider your total physical and human setting whenever you communicate.
4. Consult with others, where appropriate in planning communications.
5. Be mindful while you communicate, of the overtones as well as the basic contents of your message.
6. Take the opportunity when it arises, to convey something of help or value to the receiver.
7. Follow-up your communication.
8. Communicate for tomorrow as well as today.
9. Be sure your actions support your communications.
10. Seek not only to be understood but to understand.

 

FORMAL ORGANIZATIONAL COMMUNICATION SYSTEM

Downward Communications

This is information from top to bottom. It concerns itself with the following types of messages:

• Policies
• Procedures
• Rules and Regulations
• Performance Feedback
• Schedule
• Operational Plans
• Training Bulletin
• Informational Memorandum
• Legal Decisions

 

Upward Communications

The information that starts from the line officer goes up through each level of the organization is upward communication.

Types of Information for upward communications are the following:

• Personal information about ideas, attitudes, and performance;
• More technical feedback information about performance, a vital factor for the control of any organization.

Example of such information are;

• What the persons have done
• What those under them have done
• What their peers have done
• What they think needs to be done
• What their problems are
• What the problems of the unit are
• What matters of organizational practice and policy need to be reviewed.

Methods of Improving the Effectiveness of Upward Communications:

• The grievance procedure
• The open-door policy
• Counseling, attitude, questionnaire, and exit interviews
• Participative techniques
• The ombudsperson

Note:  But the best and simplest way however to improve upward communications is for SENDERS to develop good listening habits and systems for listening.

Interactive communications in organizations

PURPOSE & METHODS OF INTERACTIVE COMMUNICATIONS

• Task coordination
• Problem Solving
• Information sharing
• Conflict Resolution

Horizontal communications

It is a part of the normal working condition within a department. Most of the message transmitted horizontally provide for the following:

1. 1. Interdepartmental coordination of activities
   2. Emotional and social support among peers
   3. Problem-solving of mutual interest
   4. Rapid exchange of information
   5. Information about work attitudes
   6. Influencing the distribution of resources
   7. Mutual decision-making

THE POLICE CORRESPONDENCE AS A FORM OF COMMUNICATION

It is a communication by writing letters and letters themselves.

Basic Criteria of Police Correspondence (The ABC’s of Report Writing):

Clarity

Good English is relative. It can be right for one reader but wrong for another. In police correspondence, the writer considers that his reader has no dilly-dally because they are in a hurry to get things done.

Easy rules are as follows:

• Avoid impressive expressions
• Avoid unwitting language transfer
• Avoid illiteracy

Accuracy

Accuracy means not only exact but also non-commission of errors. Words presented must be precise.

Brevity

Means saying much in fewer words. Avoid padded phrases and redundancy, such as:

•   Due to the fact that  -  because
•   In relation to - towards

Note: Many correspondence authorities believe that good writers impress their readers with IDEAS NOT WORDS.

Specificity

These are words that help the writer in conveying their ideas most clearly to the reader. The sender or writer can make a direct mental connection with the reader. Words that are too general keep people and events colorless and anonymous.

Note: PLEASE MAKE A GOOD READING & REVIEW ON POLICE REPORT WRITING!

 

THE POLICE COMMUNICATION

The Police Subculture: Police Jargon and Slang

Unquestionably, those in law Enforcement intend to talk in a unique form of slang and jargon that reinforces the public image that there are subcultures within the organization. Actually, all professions have unique technical terms and slang they used on daily basis. The slang serves a number of valid purposes. It efficiently COMMUNICATES more efficiently and effectively with their peers. Same with some professions, it softens the hard edge of each daily reality.

Example of Jargons in Communications 

Taking into consideration the medical profession who are known to have subculture: Thus a nurse in an emergency room might tell a doctor to get there “stat” (meaning as quickly as possible, because it’s an emergency) due to a “code Blue” (person in full cardiac arrest) en route by “R.A” (paramedic rescue ambulance). When CPR fails, the relatives will be told something like “He was unresponsive to CPR” or “He Expired” or We did everything possible”. Very few medical profession come right out and say “He’s Dead”.

Likewise in Bar profession, an attorney or prosecutor may tell his secretary that he has “a calendar” (a court schedule) to make a motion reiterating a violation of “Miranda doctrine” (a doctrine that refers to violation of suspects rights).

THE POLICE JARGON

Similarly, police officers speak a unique language – one that is sometimes impossible for those outside the police profession to understand. There is great variation between different agencies and jurisdictions. There are different law enforcement services in the country such as the PNP, the NBI, and other specialized police. In America alone, a criminal may be referred to as “PERP” (perpetrator) on the East Coast; and “SUSPECT” on the West Coast. Some countries use the word “ASSAILANT” which in common layman would make them confused about what does it means.

Their conversations with other officers are sprinkled with penal code sections (such as when asked what is the case, they normally answered Art. 248, 308, etc.) and radio codes they use constantly. When talking with others within the law enforcement profession, this type of jargon lends itself to EFFECTIVE COMMUNICATION. Unfortunately, when dealing with members of the community-at-large, it may produce a barrier to communication.

Like any communicator, you have to know and address your audience. When we talk to members of the public, speak in plain English and make yourself easily understood without simplifying to the point you patronize your audience. For the most part, they won’t understand the technical aspects of your job or the intricacies of the law.

So in dealing with the public, police have to explain things in terms they can understand what you are explaining. But when communicating from police to police and from radio to radio, the police must use the APPROPRIATE CODES and PROCEDURES your department and your commander endorses

A violation of this communication system may result in disciplinary action because it may cause confusion to the receiver or recipient of the information.

THE POLICE DISPATCH SYSTEM

Police dispatching has developed rapidly in the past 120 years and continues to accelerate at an incredible rate. In the early days of law enforcement, a citizen had to go find the police officer, either by:

1. Locating the police on foot patrol in his beat
2. By going directly to the police station house

THE POLICE TELEPHONE AND SIGNALS

Rapid and reliable means of communication are just as essential for the efficient functioning of a police force as they are for the operations of an army in the field. Police forces today are becoming more and more alive to this truth and were not oppressed by false doctrines of the economy they are making bold efforts to adapt to their requirements all the means of communication which present-day science has made available.

The post, the telegraph, and the public telephone systems of the country, as well as wireless telegraphy and telephony both stationary and mobile, are all means of communication which police generally employ, and most forces have also pressed into their service the modern fast motor vehicle for communication purposes as well as the rapid transport of personnel.

BELOW IS THE OLD RADIO SYSTEM USED IN POLICE & MILITARY

THE RADIO SYSTEM: Typical Radio transceiver

1. To communicate between two points, there should be a station, a transmitter, and a receiver and must be of the same frequency.
2. If the two transmitter and the two transceivers of the two stations are operating the same frequency, it is referred to as a “simplex communication”
3. If the two transmitters are using different frequencies this is referred to as “duplex operation”. As can be seen, in duplex operation, the two stations can talk at the same time without interruption, unlike that of the simplex. 

The Radio Voice Procedure

1. The station calling should give its name first, then the name of the station being called.
2. The base operator should keep proper logging of all activities of the mobile units.
3. The operator must know all the stations on the net.
4. Courtesy should be maintained in order to have a pleasant atmosphere in the net. Never broadest words that indicate irritation, disgust, or sarcasm. Relation with other operations must remain cordial at all times.
5. Formal messages for transmission should be recorded and transmission should be recorded and transmitted exactly as possible.
6. If after calling a station or car twice no reply is received, sign off the air. Then call again in about a minute. Never fill the air with incessant calls.

The Use of the APCO Ten-Signals

APCO-Ten signal is the medium used by all police operatives worldwide who conform to the universal convention on Police Communication. This is the easiest way of communicating whose messages are considered exact and concise for as long as both the sender and receiver understand the said signal. (see your notes on this)

Some Common Known Terms Useful in Police Communication

1. FACSIMILE (Fax). An exact reproduction, counterpart, or likeness of an original.
2. COMMUNICATION SYSTEM. The channel or combination of channels used for the transfer of intelligence. It can be teletype, radio, wire, or a combination of all.
3. COMMUNICATION MEDIUM. The language whether clear or in codes.
4. TRANSCEIVER. A two-way radio or the likes.
5. RADIO. Communication by electromagnetic waves transmitted through space.
6. CALL SIGN. Anything that identifies discreetly or openly and or hides their identity on confidentiality of the communication.

Other Terminologies

1. ROGER. Means confirmed, or okay.
2. OVER. Statement id finished and expecting an answer.
3. OVER and OUT. The message is finished, end of the conversation.
4. LOUD and CLEAR. Good reception
5. COMING BY and OR 5 BY 5.  Coming in clear or good reception.
6. ALPHA COME BACK. Requesting for another conversation.
7. ALPHA, BRAVO. Bravo is calling Alpha for radio communication.
8. DO YOU READ ME or DID YOU COPY. Do you understand me?
9. BRAVO COME IN. The party who is calling is given permission to relay his/her message.
10. CHARLIE. Asking whether the message is correct.
11. WHAT IS THE READABILITY OF MY SIGNAL. Asking for the clearness of the signal.
12. TANGO (YANKEE) – Thank you

DOES RADIOS REPLACEABLE?

The fast turn-over in technology may sound uselessness of radio communication system for Police. This is somewhat true. But for the radios is still one of the best tools for military & law enforcement service.  Why? The maintenance of radio is cheaper than other systems.

In the PNP Radio Communication is still used due to some advantage and as some other countries reason why radio is still part of their policing.

1. Easy maintenance
2. Fewer barriers
3. Not expensive
4. Simple operation
5. Reliable
6. Faster in relaying

THE NEW TRENDS IN POLICE COMMUNICATIONS SYSTEM

Criminality is one of the reasons for making law enforcers well-equipped and sophisticated when it comes to gadgets and firepower.  The average reaction time of any police department relies on how their communication system works. In the United States, they have Dial 911 that serves as the very heart of the police emergency response for as far as 1968 is concerned. In the Philippines, we have Dial 117, 165, 166, and so many emergency hotlines. But two years ago (after more than 50 years) it 911 was adopted by the government but not fully operated because of so many reasons.

WHAT ARE NEW IN COMMUNICATION FOR POLICE:

THE POLICE CELLULAR MESSAGING SYSTEM (PCMS)

This is a First Responder communications system that provides police and sheriffs' departments and other governmental entities with a quick, reliable, and user-friendly tool for communicating with departmental employees during emergencies and other off-normal events. This is a computer-based system that records both call and text messages including the number of sender/caller with a comprehensive database.

Computer-Aided Dispatch (CAD) purposes.

CAD makes tracking calls, officers' activity, and retrieval of case information both past and present easier and efficient.

GPS. (Global positioning systems) satellite navigation systems and satellite navigation units.

LOCATOR TECHNOLOGY (GPRS/RFID)

Locator technology assists by tracking personnel in buildings in a three-dimensional setting. The most significant challenge is maintaining a radio frequency (RF) connection with these first responders indoors. Generally, RF does not work very effectively indoors. It does not penetrate walls very well. This new technology focuses on indoor use and allows users of mobile devices to communicate one-to-one or one-to-many. Using this technology, supervisors can locate field personnel quickly and effectively in order to establish communication that is critical to their location. It is amazing how just a few months ago, an automatic vehicle locator (AVL) was cutting edge technology. But in today’s law enforcement world where first responders are constantly out of their vehicle, they demand that critical information reach devices on their belt. This is the new frontier.

THE BI-DIRECTIONAL AMPLIFIERS

For those who cannot achieve this next frontier just yet, improved and effective in-building radio coverage using current technology, such as BI-DIRECTIONAL AMPLIFIERS (BDA), is sounding out loud and clear. While this technology typically cannot locate personnel indoors, it does allow them to maintain communication outside of sound structures. Strategically installed throughout buildings that have poor radio frequency penetration, these BDA’s allow first responders to receive critical information from outside and vice-versa when the radio signals hit the BDA located inside the building and amplify them.

NON TERRESTIAL MOBILE RADIO SERVICE

For those who cannot achieve this next frontier just yet, improved and effective in-building radio coverage using current technology, such as BI-DIRECTIONAL AMPLIFIERS (BDA), is sounding out loud and clear. While this technology typically cannot locate personnel indoors, it does allow them to maintain communication outside of sound structures. Strategically installed throughout buildings that have poor radio frequency penetration, these BDA’s allow first responders to receive critical information from outside and vice-versa when the radio signals hit the BDA located inside the building and amplify them.

OTHERS:

 

• Voice Over Internet Protocol (VOIP)
• Video Surveillance
• Tactical Video and Body Camera
• In-Car Video Systems
• National Interstate Sharing of Photos (Intel-Led Police)
• Voice Response Translator