How do you report incident command system activities to the public?

1 Identify your audience

The first step is to identify who your target audience is and what their needs and expectations are. Depending on the type and scale of the incident, you may have to communicate with different groups of people, such as local residents, media outlets, elected officials, partner agencies, or the general public. You need to tailor your message and delivery method to suit each audience. For example, you may use social media, websites, press releases, or public meetings to reach different segments of the public.

2 Establish a public information officer

The second step is to designate a public information officer (PIO) who is responsible for communicating with the public and the media. The PIO is part of the ICS command staff and reports directly to the incident commander (IC). The PIO should have the authority, skills, and resources to gather, verify, and disseminate accurate and timely information. The PIO should also coordinate with other PIOs from other agencies or jurisdictions involved in the incident to ensure a consistent and unified message.

3 Follow the JIS and JIC principles

The third step is to follow the principles of the joint information system (JIS) and the joint information center (JIC). The JIS is a structure that integrates public information activities across all levels of government and all incident management functions. The JIC is a physical or virtual location where PIOs from different agencies or organizations work together to provide public information. The JIS and JIC aim to ensure that the public receives clear, consistent, and credible information from a single source.

4 Use the 5Ws and 1H formula

The fourth step is to use the 5Ws and 1H formula to craft your message. This means answering the following questions: who, what, when, where, why, and how. These questions help you cover the essential information that the public needs to know about the incident and the ICS activities. For example, you may explain who is in charge of the incident, what actions are being taken, when the incident started and when it is expected to end, where the incident is located and where the affected areas are, why the incident occurred and why certain decisions were made, and how the public can protect themselves and help the response.

5 Be clear, concise, and consistent

The fifth step is to be clear, concise, and consistent in your communication. You need to use simple and plain language that is easy to understand and avoids jargon or technical terms. You need to provide factual and relevant information that avoids speculation or rumors. You need to repeat and reinforce your key messages and update them as the situation changes. You also need to acknowledge any gaps or uncertainties in your information and correct any errors or misinformation as soon as possible.

6 Seek feedback and evaluate your communication

The sixth and final step is to seek feedback and evaluate your communication. You need to monitor and measure the effectiveness of your public information activities and adjust them as needed. You can use various methods to collect feedback, such as surveys, polls, social media analytics, media coverage, or public inquiries. You can also use feedback to identify and address any issues, concerns, or questions that the public may have. You should also document and report your communication results and lessons learned for future improvement.

7 Here’s what else to consider

This is a space to share examples, stories, or insights that don’t fit into any of the previous sections. What else would you like to add?