Departmental Spring Cleaning

Although much of the country is still blanketed with snow, the first signs of spring are emerging. Here in the Pacific Northwest, daffodils and crocuses contrast the emerald grass with creamy yellows and brilliant amethyst. The days are getting warmer and often the evening air is rich with bar-b-que smoke. Windows and doors long closed against the cold are being thrown open. Springtime brings a sense of renewal and cleansing. This can be done in the emergency communications center as well.

Like houses closed up too long, emergency communications centers can become stagnant. Springtime can be a great time to reevaluate the people and paperwork that keep the agency running. As an employee, supervisor or volunteer, you can make a difference by helping spring clean your bureau.

Make a List of Needs

Before cleansing, you must look at what your agency and your people need. Often, needs are only noticed through the grapevine as operators muse about them on the floor. I don't know how many times I heard, Don't you wish they would just... or What I'd like to change is... or If I were supervisor, I'd... All these comments floated in the air not really going anywhere and certainly not accomplishing anything. As Mahatma Gandhi remarked,

"Be the change you want to see in the world."

Everyone, at any agency can assist in making their center a better place to work. Begin by making a list of needs. Remember it is just a list, so think big. Don't allow yourself to be dragged down into negative thoughts such as, "Nothing ever changes around here."

People and Paper

Needs can be broken down into two categories: people and paper. Being a government agency, everything must follow guidelines designed to reduce liability and increase service to the public. Often it seems less daunting to address people needs than those involving paper. But it can be done and by breaking it down into manageable pieces, starting with identifying the need, positive changes can be made.

Paper

Three of the most common needs that can be spring cleaned are: policies and procedures, training and evaluations. When I went through 9-1-1, and then radio training, I was required to read our agency's standard operating procedures (SOP). Some of it was interesting and some not so interesting. Once completed, I would up-date my manual as I was handed changes throughout the year. But I have to admit, I hardly ever read them before sticking them in their place in my binder. Like obsolete laws still on the books, (did you know you cannot enter Phoenix city limits wearing shorts?), stale policies and procedures can exist. Make it a goal to read through your agency's SOP and identify old ones. This may not apply to your agency at all. Many have recently up-dated SOPs and software replaced the binders. Your bureau may not need any changes, or you may need to pull them out of a dusty corner. Either way, refresh your familiarity with the rules.

Training procedures are another area that often benefit from up-dating. Use this time of year to list current and potential trainers and create a list of training resources, such as workshops offered by your department and other emergency organizations, such as APCO and NENA.

Evaluation forms can also be re-evaluated. Make sure strengths, as well as, weaknesses are outlined. Leave spots for employee comments and encourage responses. Have a place for future goals that can be identified between the employee and their supervisor. This will encourage communication about what each person projects for the future and helps everyone grow.

People