Basic Radio 101 Trainers Guide

North Dakota Department of Emergency Services

Basic Radio 101
An Emergency Responder’s Guide to Effective Radio Communication

Trainers Guide

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Contents
Introduction ......................................................................................................... 1

Target Audience ................................................................................................ 1
Approximate Time ............................................................................................ 1

Desired Outcomes ............................................................................................ 1
Before Training ................................................................................................... 1

After Training ...................................................................................................... 1
Test Answers ...................................................................................................... 1
Module 1 Introduction to Radio Basics............................................................... 3

Module 2 Radio Protocol Guidelines ................................................................ 13
Module 3 Basic Radio Troubleshooting ........................................................... 25

Basic Radio 101 Committee Members

Northeast Region Southwest Region
Al Morkin, Grand Forks 911 (retired September 2009) Mike Dannenfelzer, Burleigh County,
Brad Tweed, Sykeston Fire Department Gary Kostelecky, Stark County (retired May 2009)

Southeast Region Northwest Region
Byron Sieber, Red River Regional Dispatch Center Barry Jager, Burke County Sheriff
Jill Breuer, Richland County Dispatch Center Aaron Myers, Minot Community Ambulance

State Resources
Ken Jarolimek, ND Department of Emergency Services
Tim Meyer, ND Dept. of Health, Emergency Medical Services
Stuart Hammer, ND Dept. of Health, Emergency Medical Services
Becky Ault, ND Department of Emergency Services – Lead

Training Program Development
Ben Hoffman, North Dakota State University Emergency Management Graduate Student
Becky Koch, NDSU Agriculture Communication Director

Photos and images in this presentation are used with permission from fema.gov, istockphoto.com and Motorola, Inc.

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Introduction Desired Outcomes
Emergency responders play an important role in After this training, participants will be able to:
the effort to protect the people and resources of
 Explain the basic radio communication and
North Dakota. Whether a full-time police officer
identify standard radio parts
or volunteer firefighter, these brave professionals
continually need opportunities to train and  Understand the difference between the
develop practices that will enable them to different types of radios
successfully fulfill their responsibilities.  Understand standard frequency and band
information
Regardless of the activity, effective and timely
communication is a top priority. The North Dakota  Learn best practices
Department of Emergency Services (NDDES) has  Identify basic troubleshooting situations and
created Basic Radio 101: An Emergency learn how to correct them
Responder’s Guide to Effective Communication as
a tool to promote better radio communication  Enable paid and volunteer emergency
throughout the state. responders throughout North Dakota to
communicate effectively

Before Training
In compliance with National Incident
Management System (NIMS) standards, this
training provides basic communication practices This version of Basic Radio 101 is designed to be
and guidelines that apply throughout the state taught to a group using this trainers guide. Before
and to all emergency responders throughout training:
North Dakota. Improved communication practices
 Review this guide.
reduce common problems and provide two-way
radio operators more time to focus on serving
 Practice the PowerPoint presentation on the
their communities.
computer and projector you’ll use for training.
A few slides have automatic animation. Review
Thank you for taking time to train these heroic
the script so you can teach in your own words
individuals who serve faithfully and bravely in
rather than reading.
protecting the citizens of North Dakota.

Target Audience
 Gather participant guides, Basic Radio 101 post
tests and certificates of completion for class
This training is for North Dakota’s paid and members.
volunteer emergency responders. Participants
who pass the test receive one hour credit for  Print out class roster.
continuing education.
After Training
Approximate Time  Return the training course report, Class Roster,
The first three modules of this program take and course applications by mail to: Becky Ault,
about 1 hour. Module four is presented locally NDDES NE Regional Coordinator, c/o Grand
and will vary in length of time depending on the Forks Fire Department, 1124 Demers Ave,
jurisdiction. Grand Forks, ND 58201 or email to
rault@nd.gov.

Test Answers
1. a, 2. a, 3. a, 4. a, 5. a, 6. a. 7. a, 8. c, 9. a, 10. a

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Module 1 Introduction to Radio Basics
Getting to Know Your Radio and How to Use it Effectively

ND Department of Emergency Services
Ensuring a safe and secure homeland
for all North Dakotans

Welcome to Basic Radio 101. The goal of this training
is to increase the overall effectiveness of emergency
radio communication among North Dakota’s first
responders.
Basic Radio 101
An Emergency Responder’s Guide
to Effective Radio Communication

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Communication is fundamental in any successful
Communication is Important effort but especially important to you brave men and
• Communicate
women who serve as emergency responders.
effectively Effective communication protects the communities
• Protect community
in which you serve and helps you to save lives.
• Save lives

Because of the importance of two-way radios in
Purpose effective communication, the North Dakota
Department of Emergency Services has created this
Provide a common understanding of
training to provide a common understanding of basic
basic two-way radio knowledge and two-way radio knowledge and guidelines for all
guidelines to enhance overall emergency responders.
communication for all North Dakota
emergency responders

Basic Radio 101 will be presented today as three
Overview of Training modules. Module 1, Introduction to Radio Basics,
Module 1: Introduction to Radio Basics presents the general components of a radio and
explains the usage of frequencies. Module 2, Radio
Module 2: Radio Protocol Guidelines Protocol Guidelines, improves communication
practices by looking at real-world scenarios. If
Module 3: Troubleshooting something goes wrong with radio communication,
Module 3, Troubleshooting, teaches how to fix some
Module 4: Local Perspective
of the most common problems. Module 4, Local
Perspective, addresses information that is specific to
local jurisdictions. The first three modules will be
presented as standardized training today. Module 4
is optional and may be presented locally. Module 4 is
an opportunity for hands-on training with your
jurisdiction’s radios.

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Module 1, Introduction to Radio Basics, provides a
general explanation of radio anatomy and proper
programming. Although radios may vary depending
Introduction to on the agency or department, the information and
Radio Basics examples in this training will apply. You are
Getting to Know Your Radio and
encouraged to review the information specific to the
How to Use It Effectively radio you use.

Module 1

We’ll begin this module by looking at some of the
different parts of radios. Different situations call for
different equipment, and we’ll look at how it all fits
together.

Introduction to Radio Basics

Radio Communication

Trainers: The four photos automatically fade into
Walkie-talkies, Phones and Radios this slide.
Many of you likely have had experience with walkie-
talkies during your lifetime, and most of you are
probably comfortable using a cell phone. Two-way
radios are not much different than these everyday
technologies.

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Trainers: The three photos and two arrows
How It Works automatically fade into this slide.
Radio communication infrastructure basically is
• Radio console made up of two radios and a tower with repeaters.
• Base station
• Tower/repeater
Emergency responders use mobile and portable
• Mobile radio radios. Dispatch personnel communicate with those
• Portable radio in the field through a radio console connected to one
or more base stations.

When people need emergency assistance, they call
What’s a PSAP? 911. The public safety answering point, or PSAP, is
Public the place where those calls are answered. This is also
commonly referred to as the “dispatch.” The
Safety
information then is sent from dispatch to emergency
Answering
responders on a designated frequency. Every county
Point in North Dakota has 911 service that is handled
Emergency locally or provided by an adjacent county or by State
911 Radio. Sometimes a dispatch location will
communicate directly with another dispatch
location. This is referred to as point-to-point
communication.

As emergency responders, you can communicate
Base Station directly with each other, but most of the time you
are in contact with dispatch. Dispatch uses a base
• Fixed radio station station to send out and receive signals from mobile
• Receives and
transmits
and portable radios. A base station is a fixed radio
– NOT simultaneously station that receives and transmits on a particular
http://cfpub.epa.gov frequency but doesn’t receive and transmit
simultaneously.

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Emergency responders can communicate with
Mobile Radio mobile radios that commonly are mounted in cars,
boats or planes. These radios may be used in motion
• Mounted
• Used in motion or or during a stop.
stopped

If you are on foot or a mobile radio is not workable, a
Portable Radio portable radio may be used for communication.
Portable radios are battery-powered, hand-held
• Battery powered
• Hand held
radio units that may be carried by a person.
• Carried by
person

Due to the distance between radios, repeaters may
Repeaters boost the signal. This enables radios to function at
• Boost signal much greater distances from dispatch or other
• Receive and transmit radios. Repeaters also can receive a signal and
different frequencies
simultaneously transmit on a different frequency to increase range.

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Mobile units use repeaters attached to towers to
Towers communicate with dispatch or another radio. Higher
• Reduce interference towers increase the range of the signal. Towers also
• Signal travels farther may have antennas at or near the top to eliminate or
reduce the interference by surrounding geography,
such as hills, trees and buildings. The signal’s ability
to pass through buildings also is improved with
towers.

Although the radios used throughout the state differ
by jurisdiction, this section, Anatomy of a Radio,
explains radio features that are consistent across
models.


Anatomy of a Radio

Trainers: The two circles and arrow automatically
Power fade into the slide.
• Power “ON” and “OFF” All this technology begins with turning the radio on.
• Different styles Power switches vary by radio, but the most common
– Push button
– Control knob are push-button and knob styles. In some cases, the
• Turn off when volume control and power knob are combined. Make
changing batteries
sure the power is turned off when changing
batteries.

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Trainers: The circles and oval automatically fade
Squelch into the slide.
• Eliminates noise on At times, the incoming voice may not be clear. On
analog radios analog radios, the squelch is a control that eliminates
• “Open” for white noise
• “Close” to reduce noise
noise. Since squelch is only on analog radios, most
• Separate knob or ring newer radios, which are digital, don’t have squelch.
under volume knob
On some analog radios, the squelch control is a
separate knob. On others, it may be a ring under the
volume control. When the squelch is wide open, you
will hear a loud, hissing white noise. After you have
adjusted the speaker volume to a level that you can
hear, close the squelch control gradually until the
noise disappears.

Trainers: The two ovals automatically fade into the
Push-to-Talk (PTT) slide.
• Wait 2 seconds Once the radio is on, use the push-to-talk button, or
• Speak in normal voice PTT, to transmit an outgoing signal. Press the PTT,
• Incoming messages
lost if PTT is activated
wait 2 seconds and begin speaking in a normal voice.
Once the message has been relayed, wait 2 seconds,
then stop pushing the PTT and listen intently.
Incoming messages will not be heard if the PTT is
pressed.

Trainers: The three circles automatically fade into
Speaker & Mic the slide.
• Speaker and mic After pressing the PTT, speak clearly into the
together microphone. On most two-way radios, the radio
• Mic when PTT is
pressed speaker and the microphone are located together.
• Speaker when PTT is Once the PTT is released, the mic is no longer
not in use
functioning and the speaker function resumes.

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Trainers: The two ovals automatically fade into the
Antenna slide.
• Vertical for best The purpose of the antenna is to collect and send
reception radio waves. Make sure the antenna is vertical, not
• Not a handle
sideways, to receive the best reception. Please
remember that the antenna is not a handle for
carrying the radio.

Charged batteries are essential for portable radios.
Batteries The speaker may continue to function for a time with
old or depleted batteries, but more current is
• When storing:
– Turn off radio required for the radio to transmit. Turn the radio off
– Remove or replace
with charged
when it’s not in use. Remove and either replace or
batteries recharge the batteries. Always carry charged
• Have extra battery
pack batteries for the radio and at least one set of spares
or an extra battery pack. Some models allow you to
place the radio with the battery attached directly in a
cradle for charging.

Discuss radio programming with your vendor or local
frequency coordinator. At the local level, this person
may be your emergency manager, 911 coordinator
or, in many cases, your local sheriff. Understanding
how to program your radio will help you avoid
communication problems. This is especially
important when problems arise during high-stress
Programming the Radio incidents.

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Sound is transmitted naturally as an analog signal.
Analog vs. Digital Signals These signals are sent over the air in an unaltered
form and are heard as they are communicated.
Analog Digital Unlike analog signals, digital signals are not
• Signal unaltered • Not continuous
• Heard simultaneously • Signal encoded
continuous and leave out some surrounding sound.
• Human voice is analog • Converted back to plain The signal is encoded using specific values
audio
representing pitch and volume that are transmitted
and then converted back to intelligible sound.

Whether digital or analog, the signals transmitted
Battle of the Bands must travel by a specific frequency. The Ultra High
Frequency, or UHF band, ranges from 450 Megahertz
UHF VHF (MHz) to 470 MHz. Emergency responders also use
• Ultra-high Frequency • Very High Frequency
• 450 MHz to 470 MHz • 150 MHz to 170 MHz
Very High Frequency, or VHF band, that ranges from
150 MHz to 170 MHz. In North Dakota, most
• Respond to and recover from: emergency communications occur on the VHF
• ALL Hazards
• ALL Disasters frequency. Frequencies in the 700 and 800 range
have been allocated through the federal Department
of Homeland Security to use in all-hazard disaster
response and recovery.

Trainers: The arrow and its text automatically fade
Channel Scanning into the slide.
Channel/Mode
Select Knob
Channel selection on some models is with push
• Push-button buttons. Other models may use a dial control. Some
• Dial control radios even allow the user to scan frequencies
• Automatic scanning
automatically.

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Trainers: The two arrows and their text
Selecting Frequency automatically fade into the slide.
Channel/Mode
Most radios can work off only one frequency at a
Name
• One frequency at
Channel/Mode
time. Radios can communicate only when the
a time
frequencies match. Correct frequencies need to be in
Select Knob POL
DISP NW
MUTE

• Must be on same PAGE CALL

channel place to talk to each other. Generally, each
• Special-use
frequencies
jurisdiction has designated channels, which are
programmed locally, for general use and specific
uses. This will be discussed more in the local training
in Module 4.

This is the conclusion of Module 1, Introduction to
Introduction to Radio Basics Radio Basics. This module has looked at general radio
Review communication, the anatomy of a radio and
• General radio programming the radio. Module 2, Radio Protocol
communication
• Anatomy of a radio Guidelines, aims to improve communication
• Programming the radio practices by looking at real-world scenarios.

for all North Dakotans.

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Module 2 Radio Protocol Guidelines
Legal, Effective and Appropriate Radio Communication


Module 2 of Basic Radio 101 focuses on guidelines
for legal, effective and appropriate radio
communication.

Radio Protocol Guidelines
Legal, Effective and Appropriate
Radio Communication

Module 2

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The operation of U.S. radio systems is governed by
FCC Overview the Federal Communications Commission (FCC).
The FCC has the authority to monitor, review, fine,
• Monitors suspend and/or revoke radio system licensees who
• Reviews violate regulations. There aren’t many rules
• Licenses
• Fines relating to public safety telecommunications, but
• Suspends those that exist must be understood and followed.
www.fcc.gov • Revokes
The FCC is like the police of the air waves. Though
the FCC is ultimately in charge of frequencies, the
Association of Public-Safety Communications
Officials (APCO) is the overseer for assigning and
monitoring the frequencies.

Licensees are responsible to maintain control over
Frequency License the stations licensed to them and to ensure they
• Licensee are functioning and operating properly. However,
responsibilities: operators who do not own nor are responsible for
– Maintain station
control stations do not need to be licensed by the FCC.
– Function
– Operate properly

Wall of circuit boards connecting
dispatch consoles with base
stations throughout North Dakota

Only calls authorized by the rules governing radio
Rules systems may be transmitted. False calls; fraudulent
Not allowed: distress signals; unnecessary or unidentified
• False calls communications; obscene, indecent or profane
• Fraudulent distress
signals language; and the transmission of improper call
• Unnecessary or
unidentified
signals is prohibited. Licensees are authorized to
communications transmit communications directly related to official
• Obscene, indecent or
profane language public safety activities and the protection of life
• Improper call signals and property.

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Operators are required to monitor the transmission
Monitoring Transmission frequency for at least 2 seconds before
transmitting. This is to ensure that the
• Monitor for at least
transmission will not cause harmful interference to
2 seconds before others who may be using that frequency.
transmitting
• Avoid causing
harmful
interference

All radio transmissions must be restricted to the
Restrictions minimum practical time of transmission. In other
words, don’t chat or be too wordy. Dispatch
• Minimum practical operators monitor many frequencies at once. The
time of transmission
• No chatting screen here shows at least 17 frequencies being
• Be concise when monitored.
transmitting

Courtesy of RRR Dispatch

Communications involving safety of life or property
Priorities are always top priority for all first responders.

Priority calls:
• Life safety
• Property

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Now we’ll discuss common errors and best
practices for using your radio.

Radio Protocol Guidelines

Common Errors
and Best Practices

When using a radio to transmit information, the
Voice Quality pitch, volume and speed of delivery should be
consistent over the course of a shift, regardless of
• Maintain consistent
pitch, volume and
the type or intensity of activity. Responders should
delivery speed attempt to keep a normal, level tone to increase
• Use normal tone
understanding and limit the possibility of
distortion. Use a normal speed of delivery to
ensure understanding and limit the requests for
repeats that tie up additional airtime.

Most people can understand the spoken word at a
Rate of Speech very fast rate. However, when dealing with critical
information and information that must be written
Headquarters,251,furryfelinefoundfearfulforfleesinfirtree…
or typed, a fast rate decreases understanding and
causes details to be missed. Avoid speaking faster
Whoa, slow down. in response to stress or excitement, or because
everyone else is talking faster. When messages
have to be repeated, the advantage of talking
faster is completely lost.

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Mispronounced words and names, and drawled or
Pronunciation lazy speech are common causes of requests for
Problem Solution repeats. Phonetically spelling a word or name that
• Mispronounced • Phonetically spell you are uncertain of is much better than trying to
– Words word or name pronounce it, but make sure the receiver knows
– Names
• Speech • Maintain consistent
they will be receiving a spelling phonetically. Again,
– Drawled voice quality in all voice quality should remain consistent throughout
– Lazy situations
the course of a shift and most certainly through
each transmission, regardless of the message’s
importance.

Voice clipping is a common radio use error. A radio
Voice Clipping does not know you are going to talk until you tell it
you are going to talk by depressing the push-to-talk
Remember the 2-Second Rule! (PTT) button. Then the radio must prepare itself to
send your voice to the receiver. To allow your radio
• Depress PTT button
2 Seconds before to prepare, hesitate after you depress the PTT
speaking button. The hesitation should be a rule-of-thumb
• Release PTT button of 2 seconds. For example, if you clip the beginning
2 Seconds after
speaking of the phrase, “don’t shoot,” the receiver actually
hears, “shoot.” A big difference! Remember that
you can clip the end of your transmission also, so
pause before releasing the PTT button after
speaking.
Key > Hesitate > Talk
Stop talking> Hesitate > Release

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Trainers: This slide has an automatic three-step
Letting Feelings Talk animation.
• Avoid: The ability to speak clearly and concisely in adverse
– Anger conditions often is something you must practice.
– Frustration
Anger, frustration, boredom and other emotions
– Boredom
can clearly be conveyed through your voice. Limit
• Be thoughtful emotions as much as possible to avoid giving the
impression that the person on the other end of the
transmission is the focus of the feelings.

Trainers: The text in the speaker bubbles and “no”
Thinking Out Loud sign will fade in automatically.
Wow, the I, uh, think • Think before you Before pressing the PTT button, think about what
sun is he went, um,
bright. that way.
speak you are going to say and make sure that the
Wow, the sun • Be clear and concise
is bright.
• Insert pauses or
information is accurate. Then, clearly and concisely,
breaks for longer transmit that over the radio. Always speak in short
transmissions
• Use “stand by” to
and complete sentences. If it is a long transmission,
collect thoughts such as a “Be on the Lookout” (BOLO), you can
• Keep it simple!
insert a break (or breaks) to allow others to take
down information. Do not use “ums” and “ahs”
over the radio. If you lose your thought, simply say
“stand by” to collect your thoughts and continue.
The basic rule is “keep it simple.”

Trainers: The text in the speaker bubbles and “no”
Personal Pleasantries sign will fade in automatically.
Really, don’t Although appropriate for everyday conversation,
Thanks for all
mention it. personal comments like “Thank you” and “I’m
the help!

sorry” do not belong on the radio. If you follow
good radio discipline and practice professional
etiquette, those who you communicate with on
the radio will know that you appreciate them, and
they’ll appreciate you in return.

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Noise is common to the responder’s environment.
Crowded or Noisy Areas Raising your voice will most likely distort your
transmission, making it hard to understand.
• Raise voice Likewise, whispering also will be difficult to
• Whisper
• Turn away from
understand. Always speak in a normal,
noise conversational tone. It’s instinctive for us to turn
away from noise, but this makes the problem
• Use conversational tone worse. Facing the noise points the microphone
• Use normal voice
• Face noise away from the noise. This will eliminate some of
the interference of background noise.

Trainers: The text will automatically fade in.
Method of Calling Unlike other forms of communication, radios
require you to notify someone of your wish to
4810, Dispatch. 4810. communicate and inform them of who they will be
communicating with. This is done through the use
of call-in signs or unit numbers. The flow of a basic
radio communication is like this:

Center: “4810, Dispatch.”
Unit: “4810.”

Notice how the officer acknowledges the call.

Trainers: The text will automatically fade in.
Method of Calling The communication continues:
40010 East Carpenter Road
theft report. Meet with
Center: “40010 East Carpenter Road theft report.
Clark Kent regarding wallet
theft. 4-0-0-1-0 East
Meet with Clark Kent regarding wallet theft. 4-0-0-
Carpenter Road.
4810, copy.
1-0 East Carpenter Road.”
Unit: “4810, copy.”
Notice how the dispatcher repeats the address and
how the officer acknowledges the call.

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Trainers: The graphics will fade in automatically.
Acknowledging Acknowledging a transmission correctly is critical
Transmission to ensure sender and receiver understanding. The
method of acknowledging for the unit is
4810, ambulance
enroute. 4810, copy. responding with the unit number or call sign.
When the Center responds, the dispatcher also
should respond with the unit number or call sign of
the calling unit. The purpose is always to ensure
that the Center is communicating with the correct
unit. In other words, it verifies understanding. Note
that the acknowledgement of “10-4” or “copy” is
important to verify that the communication was
delivered and understood by the receiver.

Pre-alerting is a step to prepare receivers for what
Pre-alerting they are going to be asked to do, whether it is to
copy information, enter data or take certain
• Prioritize
• Prepare to receive actions. Pre-alerting tells receivers what you are
– Information going to need so they can prioritize the various
– Be On the Lookouts
(BOLOs)
tasks they’re doing. Center personnel use pre-
– Telephone numbers alerting techniques to prepare field personnel to
receive information, BOLOs, telephone numbers
and more. Basically, pre-alert provides the
opportunity for receivers to grab paper and pencil,
stop their vehicle or ask the sender to wait if they
have something more important to complete than
what is going to be asked for. Then, when the
receiver is ready, he or she can give the sender full
attention.

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The three general categories of pre-alerts are:
Pre-alert Categories • Inquiries – We need to ask you a question or
• Inquiries – Need to ask
have you run information
a question or run • Information – We are going to tell you something
information
you may need to write down or note
• Information – Sharing • Details – We are going to dispatch you to or are
information to be
written down initiating a response to an incident
• Details – Follow up with
The intent of this process is to prepare receivers for
details to incident call what is going to be asked of them. This greatly
enhances the receivers’ ability to prioritize their
tasks and provide the highest level of service. If
receivers know what will be asked of them, they
can make a decision to delay one task to ensure
the more important task gets completed first, then
return to what they knew was less important
because they were pre-alerted.

When a 911 or emergency call comes into the
Emergency! Now What? PSAP, the dispatcher determines the nature of the
Responders inform the call, where it has occurred and the appropriate
PSAP when they: responding agency, then dispatches the responding
1. Receive their page
2. Are en route to the scene agency, such as fire, EMS or law enforcement. The
3. Arrive at the scene
4. Leave the scene
dispatcher needs to continue receiving information
5. Are back at base from the responder when the page is received;
when the responder is actually en route to the
scene; and when the responder arrives at the
scene, leaves the scene and is back at base.
In addition, dispatch personnel need the unit
number of the responding entity relayed to them
for documentation purposes. This is especially
important for some of the new reporting
requirements for EMS calls. The times also are
important, so this is a step responders should
remember when they are dispatched.
In the event of a large-scale emergency with
multiple responders, use plain language to state
which department you are with.

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Generally, addresses should be provided in whole,
Addresses & Locations then in part. A fairly regular practice is to also
provide locations by using common location names
• Whole address when available. This is an acceptable practice when
– First, say normally
– Second, break it is a universally known location. When used, the
down numbers
• Common names
common location should be provided along with
– Universally known the street name to eliminate issues with multiple
sites.

For example, when giving out “4320 3rd Street
Addresses & Locations East,” the address should be provided a second
Example time as “4 – 3 – 2 – 0 3rd Street East.” This helps
• Whole address
– First, “4320 3rd
eliminate the transposing of numbers and ensures
St. E.” that the receiver is able to copy the correct
– Second, “4-3-2-0
Third Street East” address. If the location has a common name, then
• Common names say that, such as, “Discovery Middle School.”
– Discovery Middle
School

Coded language has been used in the public safety
Code Usage environment for many years. In fact, there are
8120, 10-30 using
10-codes. 10-62.
? many different 10 codes throughout the nation so
they may not be understood by responders in your
jurisdiction.

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This has prompted National Incident Management
Code Usage System (NIMS) standards to mandate that public
8120. We’ve got an safety organizations move from coded language to
illegal use of 10-codes. 8120, copy.
Reply to message. “plain language.” Plain language is simply standard
voice communications using common words rather
than a code. The 10-code listings are available,
though few are actually used. Generally, if it isn’t a
common day-to-day used code (for example, 10-4),
clear speech is the preferred method of
communicating your message. Additionally, at any
time multiple agencies are involved in responding
to an incident, clear speech is essential to ensure
understanding. A list of locally used coded
language and the clear speech equivalent is
included in the pocket guide.

Center personnel are instructed to begin repeating
Dispatch Traffic responder radio traffic when the radio channel
• Confirm receipt of becomes too busy. However, this should serve as a
correct information
• Reinforce
message to the units in the field that they need to
information for slow down. When this occurs, remember these
dispatcher
• Prevent other units
three things:
from calling before • Confirm receipt of correct information
dispatch is ready
• Reinforce the information in the dispatcher’s
mind
• Prevent other units from calling before the
dispatcher is ready to take the next message

This module illustrated common errors and best
Conclusion practices when using radio communications to
• Guidance communicate to and from the dispatch center.
• Recommendations Work together with other emergency responders
• Appropriate and acceptable practices to improve communication and you will become
more effective and efficient in the important role
that you fill.

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Module 3 Basic Radio Troubleshooting
Diagnosing and Correcting Problems with Two-way Radios

In this module, we will explore basic troubleshooting
techniques. Although some things may seem
elementary, it is useful to review so you are more
Basic Radio prepared when you are in a stressful situation.
Troubleshooting
Diagnosing and Correcting Problems
with Two-way Radios

Module 3

This module will not make you a technical expert on
Purpose two-way radio repairs, but it will provide general tips
you may use to correct user-created errors. We also
Provide general troubleshooting tips will cover basic corrective actions you can take in the
first responders can use to maintain field. If the suggested action fails to correct the
functional two-way radios problem, you at least have more information to
provide to the technical experts who will repair the
radio for you. If you are unable to correct the
problem on your own, it’s important to quickly
replace the radio and get the malfunctioning unit
repaired.

P a g e | 26

Here are some general problem areas with radios.
Troubleshooting The only real difference between portable and
Portable Mobile mobile radios is that power issues on portable radios
• Power • Power may stem from battery problems. Transmission,
• Transmission • Transmission
• Audio Quality • Audio Quality audio quality, talk range and receiving errors are
• Limited Talk Range • Limited Talk Range
similar between portable and mobile radios and will
• Message Not Received • Message Not Received
• Battery Problems • Blank Display be covered together through the rest of this module.
Also, remember that not all agencies in North Dakota
XTL 2500
ZONE SCAN PHON CALL PAGE

use the same radios. For more specific
troubleshooting tips, consult the user guide for your
particular model.

Like cell phones, portable radios will provide some
Power -- Portable indication that battery power is running low. An
• Does the unit beep, audible tone, an icon on the display or both will alert
display data or both? you when it is time to change the batteries or
• Is the battery properly
– charged?
recharge your unit. If nothing suggests a problem
– connected? with the power level of the battery, check to ensure
that the battery is mounted properly and that the
connections on the battery and radio are in good
condition.
Portable

If the battery no longer has adequate power, the
Battery Problems speaker on your unit may continue to function, but
• Avoid extreme temperatures you will be unable to send messages. When your
• Clean battery or charger
contacts battery is no longer charged, you may either replace
• Check charging pin on
transformer it or recharge the unit. Be sure to drain the battery
• Recharge or replace
all the way down before charging.

Extremely cold or hot temperatures will decrease the
battery life and require that you recharge or replace
Portable batteries more often. Also, the contacts on the radio
or charger may require cleaning. Moisture or other
corrosive elements may prevent the radio from
receiving the battery’s power. At times, problems
with the charging pin may lead to battery problems.
Make sure pins are not missing or damaged.

P a g e | 27

Unlike portable radios, mobile units do not use
Power -- Mobile batteries as a power source. Most units do not need
Problem Solution to be turned off when the vehicle is not on because
• Blank or dark display • Ensure unit is on their power is connected to the vehicle, like mobile
• No sound • If possible, check
connection cell phone chargers. However, some users may turn
off the radio as a habit. If the display is blank or no
audio is heard, first check to see if the unit is turned
on. If there is still no response, attempt to see if the
connections to the vehicle are secure and correct.
Mobile

Trainers: The transmission indicator light words and
Transmission photo automatically fade in on this slide.
• PTT button not At times, you may feel as if you are talking to
pressed correctly yourself. Not pressing the PTT button obviously
• Verify channel,
frequency and code prevents the transmission of your message to the
settings receiver. If the PTT is pressed but no one still seems
• Verify transmission
indicator to be home, verify your frequency and code settings.
Incorrect settings will not transmit your signal to its
Transmission Indicator Light
proper destination. If all else fails, make sure the
transmission indicator is functioning properly. This
may be shown on the display or as a light
somewhere on the unit when the PTT is depressed.

Due to the very nature of radio communication being
Audio Quality used, audio problems present a huge challenge.
• Volume at midrange level Under stressful situations, the obvious may elude
• Proper mic handling you. Make sure the volume is set to a midrange level.
– Hold mic 2 inches to side of
mouth, like cell phone, not The knob or button may have been bumped and
under nose
• Press PTT 2 seconds
changed the volume. When transmitting, those
before and after speaking receiving your signal may not be able to understand
• Be aware of obstructions
– Buildings, heavy foliage, etc.
your message if the microphone is held too close or
too far from your face. Be careful not to “eat” the
microphone. Hold the mic next to your cheek like a
cell phone rather than directly under your nose. Be
sure to hold the PTT button for 2 seconds before you
speak into the microphone and do not release the
PTT button for 2 seconds after you have finished
speaking.

P a g e | 28

Buildings, heavy foliage, steel or cement structures,
and the like also may cause a decrease in audio
quality. Find an open area that will not disrupt the
signal.

Those same physical obstacles also will reduce the
Limited Talk Range range of the radio signal. Changing location may
Cause Solution correct this problem.
• Steel and/or concrete • Clear line of vision
structures/buildings,
heavy foliage,
vehicles in the way ?

The range also may be limited if the unit is held too
Limited Talk Range close to the body. Holding the unit 2 inches from the
Cause Solution side of the mouth may eliminate this problem. At
• Too close to body • Change location on times, the antenna may come loose or be attached
body
• Secure antenna;
incorrectly. Securing the antenna properly will allow
• Antenna
make snug & vertical the antenna to function at its full capacity. The
antenna should be placed vertically for optimal
range.

P a g e | 29

Not receiving the message is different than
Message Not Received transmission problems, although the causes may be
Problem Solution the same. Remember that radios work differently in
• Wrong frequency or • Confirm frequency or different places, depending upon topography,
channel channel is correct
building structure and other issues, for both
• Batteries • Recharge or replace
• Obstructions • Change location transmitting and receiving.
• Incorrect mode • Verify scan setting

As first responders, your first priority is to serve your
Conclusion community. A functioning two-way radio is critical to
your effectiveness in fulfilling that duty. When
communication with others is compromised, it is
important that you have the knowledge to apply
“first aid” to your radio unit. This module has
provided you with general information that will assist
you in troubleshooting and correcting basic radio
errors. For more information on your particular unit,
consult your product manual.

This concludes the first three modules of Basic Radio
101. You may have a fourth module taught in person
in your jurisdiction that allows for hands-on
experience.


P a g e | 30

For more training information please contact:

North Dakota Department of Emergency Services
Office: 701.328.8100
Toll Free: 800.773.3259
Fax: 701.328.8181

Fraine Barracks Lane – Building 35
P.O. Box 5511
Bismarck, ND 58506-5511
OCTOBER 2009

Basic Radio 101 Trainers Guide

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