Paper for Ocean Ports comprises of diverse community group and sharing the border with cities

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Ocean Ports


Given the present case, Ocean Port comprises of diverse community group and sharing the border with cities. Being the executive of city council, this report is a communication plan in conjunction to functionality of a community-based emergency response team. The purpose of the report is to present, a preparedness mainframe such that the combined cities and associated communities could remain safe. The emergency preparedness is planned against a major attack leading to electric power grid failure, because of which other electricity dependent facilities will also becoming inoperable.

Complication faced regarding working and communicating with ethnically diverse population.

In the present context, the major factor which can make the community more vulnerable towards emergency situation is the language barrier, while transmitting the risk communication message to the public. Another problem could be related to the outreach for food and water related facilities to the local community by means of transportation. This problem could be more visible in outlying areas from the main Ocean Port city. There could also be low level of trust between the residents and the government authorities, for example with the police. Moreover, because of the power shut there could be disruption of telephone and electronic gadgets functioning. As a result of which, the diverse communities will often seek information from informal sources such as family friends and neighbors. This might lead to lack of accurate accurate and consistent information (Hu & Kapucu, 2016).

Interagency/interoperable communications systems

The key instrument to be used for communication is the ground-wave walkie-talkie. In addition to this other instruments that are operated with battery and accessible with satellite will also be used but example GIS, radio frequency, and pager (Kapucu, 2016). Within the same jurisdiction, the intragency communication will be achieved between Police and fire, county sheriff, medical professionals, and community members.

Communications languages among regional response agencies

Note that, the communication between the operability groups or agencies will be framed by appointing representatives. This means that individuals will be selected to represent a particular community and to respond for various requirements in conjunction to the emergency situation. The benefit of this approach is also dead language and other cultural diversity issues can also be result (Health, 2018). Moreover the community members will also be benefited with first-hand information.

Finances and software and equipment updates

The finance issue will be managed firstly with the emergency relief fund of government. This will cover the majority of requirements such as food and water as well as the operational expenditures. In addition to this the collaboration with NGOs will also be effective. Other option includes appeal for funding support from outside territories.

The equipment that will be helpful in this context include radio talkies, satellite phones, and vehicles for transportation.

The software system that are functional only outside the territory include the GIS information system, the weather monitoring system, and repository or inventory management for food and other stock supplies.

Hiring and training of maintenance personnel

Some of the sub departments required for functioning include, the GIS network operator, communicator with police, fire department, and army, vehicle drivers, communicator with the local communities, and second responders such as medical worker.

The training of these personal will be provided by the central emergency management council. This includes through learning for the theoretical aspects as well as training with practical demonstration. The use of simulations and practical case demonstration will also be effective for enhancing the competency level among these personnel (Klingner, 2015).

Equipment training for first responders

The first responders require the training for operating the walkie-talkie and ground frequency operated phones. The interoperable communication require contacting with the local representatives and transmitting information as well as responding to their requirements. Additionally, they are also required to communicate with other inventory controllers for transporting the food and water supply to the community (Klingner, 2015).

Contingency plan for power failure

The central finance will be provided by the relief management council and NGOs. The account for the emergency preparedness will be supported by software system outside the territory, however, the emergency requirements will be transmitted through the GIS network system.

Recruitment and training of a public spokesperson


The prime purpose of spokesperson is to build trust and credibility between the emergency preparedness team and the community members. The most important purpose of a spokesperson is to bridge emergency team with the community requirement. Training is required using practical demonstration and practice for communication with localities.


To overcome the communication barrier and to remove the psychological barrier among community members, the local Representatives can also be used for translating the information. To gain support from army personal, local police, and health professionals is also a defined purpose which aims to reduce the suffering in community.


As detailed in the above section, the prime challenges being, (i) language barrier; (ii) finance management; (iii) knowledge of guidelines and implementation; (iv) meeting the expectation of community members (Men and Tsai, 2016).


The use of media is important for managing the communication with the local residents. In normal situation, the media tools like TV, newspaper, and flyers can be used. In emergency situation, loud mike announcement, meeting with localites, and conversation with local representative will be effective.

Public information dissemination

The most effective method for public dissemination is the use of announcement mike. Using this tool, it will be easier to convey the message directly to the localities for emergency preparedness. Other than this, communication with the local representative will be effective to reduce the barrier of language problem and cultural diversity. Such tools will help in translating the information from emergency relief team as well as to receive the feedback from the local community. First responders such as police and fire workers are required to provide accurate information to the community members. Moreover, it is also important that the local community members should not receive information which are inaccurate from any other source. This is important to prevent any chaotic situation and to maintain peace in the community. In normal situation, such dissemination could be made effective by using social media tools (Simon, 2015).

Methods to be used for notify the public

It is highly essential that the emergency situation should be communicated with the local members. In general, because the information can be disseminated using public communication, with the help of local representatives, and other possible means. The present report illustrates the communication plan, associated challenges, and the tools used for the communication workflow. The most important challenge being the cultural and language diversity, which is required to manage peaceful and controllable situation. Importantly, the report also describes the purpose and role of public spokesperson in this context.

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