Successful Shadowing How to succeed without being noticed

Successful Shadowing How to succeed … … without being noticed adapted with permission from Santa Clara County ARES/RACES

Two Kinds • Public Events • Incidents & Emergencies

Shadowing: Abilities • focused on principal • Polite, friendly • keep up with principal • juggle multiple tasks and priorities • “Think on your feet” – literally • Present and available (when needed) • problem solve • cool under pressure

Shadowing: Skills • Manage traffic • pass traffic • Fully independent field operator • Deployed up to 8 hrs, prepared for 12 • Maintain accurate logs and records. case‐by‐case. Tony will illustrate later. • calm and collected even when principal isn’t • Manage and follow‐up on multiple Messages Case‐by‐case. Tony will illustrate later. .

Shadowing: ICS Forms Tony will discuss forms later. • ICS 211 – Check in and check out • ICS 214 – Unit Log • ICS 309 – Communications Log • Unofficial Forms: Message pad note cards, slips of paper • ICS 213 – Formal Message

Equipment: Go‐Kit your kit already • HT dual band (2 m/70 cm) radio (4 watt minimum) dual VFO, dual receive preferable • Spare Batteries for minimum of 12 hours of operations • Headset ‐ with boom mic • Magnetic mount dual band (2 m/70 cm) antennas • Chest pack belt clip for radio and speaker mic on lapel • Good writing surface Clip board

Equipment: Paper Mgmt • Clip board ‐ plastic folders • pads of paper or spiral bound • binder clips various sizes • Forms Informal message forms ICS 214 ICS 309 Formal, ICS 213

Equipment: Personal Bring your personal kit. Pens; Sturdy comfortable footwear; hat; helmet; Clothes (layers) (gloves; jacket or windbreaker); visible vest; meds; water; power or energy bars; sunscreen; sun glasses; watch; flashlight spare batteries; headlamp;

Shadowing: First 5 minutes Set mutual expectations Introduce yourself Ask if they have any questions Explain capabilities and services you and Net Control can provide. communicators, not assistants. (You are limited to and insured for communications) (BUT. ) Write down their full name and title Exchange cell #s Decide how you will meet if separated

Shadowing: First 5 minutes • Understand the equipment they expect you to use. • Ask what type of traffic they need you to handle. Ask them to prioritize traffic (what priority do they want) Ask them what to listen for informed of significant events activities they might care about.

Effective Shadowing Stay within an effective distance of Principal Bathroom and meal breaks Sensitive meetings Remain with Principal until relieved by Net Control (and principal)

Effective Shadowing Multi‐tasking: Monitoring your net While communicating with your Principal And logging traffic and events And While not losing sight of your Principal When passing verbal traffic: no Q‐codes or 10‐codes. (Unless your agency uses them? ) ID with your tactical and FCC ID At the end of an exchange or at 10 minutes This is Tina’s shadow … NP 2 LW

Effective Shadowing • If the principal goes to the restroom, you should too. – Never pass on bathrooms, meals or rest. • Do as you are told – You may be excluded. • Do as you are told… unless – It involves your personal safety and you find it Questionable

Effective Shadows … • Know their principal’s supervisor’s position and title. principal’s chain of command, esp. 1 up and 1 down – You may be called by either one. • Remain composed and positive You are there to help the Principal be successful • Monitor all traffic for info that might be useful to their Principal. e. g. . – If they ask for a status on something frequently anticipate and pay attention

Effective Shadows … • Ask clarifying questions before transmitting or relaying information therefore shadow needs to be current with radio traffic. If it doesn’t make sense to you, it may be incomplete Clarify timeframes on requests before relaying. What priority / how critical is this request? Listen for direct traffic, not from Net Control. • Prioritize traffic to/from Principal. CAREFUL

Effective Shadows … • Are mindful of Principals’ personal space. • Ask NCO to be relieved if they cannot keep up the pace.

Effective Shadows Common sense

Shadows: What to log? • ICS 214 (Unit Log) When assigned, relieved “First 5 minutes” information Notes, questions, significant events • Examples: – 0813 : First runners started. – 0822 : Principal needs to know when first runner crosses each checkpoint.

Shadows: What to log? • ICS 309 (Communications Log) –transmit or receive traffic – Creates a timeline of requests and information with your Principal – Informal traffic is typically not urgent. • Examples: – 1413 to NC: Ask parking detail to close South parking lot. Confirm when done. – 1433 from NC: South lot now closed.

Shadows: What to log? • Informal message traffic • ICS 213 (Formal Message) – Logistics requests

Shadows and Traffic Mgmt • You could get EMERGENCY traffic for your Principal, pay attention. • keep track of your traffic. – You could have messages out waiting for responses, and several incoming messages or questions coming in. – Mark “open” questions, check them off. – Be prepared to go back through logs to answer previous questions. • Example: Did the South parking lot ever get closed?

Replacement and Formal Turnover of Responsibilities should not be expected to be on duty >12 hrs responsibility of the Operations Chief prepare formal written briefing that describes the status and expectations of each of the active issues ‐ as you would like to receive include the following: channel or channels; Radio, power or antenna details; tactical call signs, where stations located and, when possible, the operator names and FCC callsigns; + whatever you know to be important. nearest telephone; name and titles of the officials you are serving and how to find and recognize them;

purpose and responsibilities of your station; overall situation and expected changes; Pending activity; messages you have sent, replies you expect and who should get the reply; toilet, water, food, etc. ; announce to Net Control and other operators on the net that a new operator is in place and introduce them by name and callsign out Activity Log complete paperwork

Record Keeping Maintain ACS Communication Log. file your completed Log forms. Become official record Try to obtain a copy of log forms to turn into ACS as well.

De‐activation activated until released Follow on‐site chain of command regarding release. Do not break contact or leave your post until formally released. Inform Net Control if you are being released If you have been issued equipment, make arrangements for returning it or transferring responsibility

Effective Shadows… • Leave a GOOD impression. • Work to solve the Principal’s problems yours as well.

Effective Shadows… • DON’T lose track of radio traffic. Requires focus and attention to detail. • DON’T interrupt unless emergency or requested by calling party. • DON’T lose your Principal. • DON’T stand around and chat if it affects ability to focus on Principal.

Shadows: Safety First! • Dead heroes don’t count. • Maintain situational awareness Know your surroundings and situation. • If you believe it’s unsafe, it’s OK to say so “This is as far as I go, I’ll be here IF you come back. ” Common Sense

Character is like a tree and reputation like its shadow. The shadow is what we think of it; the tree is the real thing. Abraham Lincoln