Communications Issues
Effective communication systems underpin the ability of observers to make informed assessment of election activities. Logistics planners must determine the reliance to be placed on telecommunication facilities as opposed to other slower systems, such as mail and in-person meetings. Budget and technological restraints may limit the ability to set up exclusive observer telecommunications systems or the widespread provision of equipment such as radios and fax machines, in which case the availability and reliability of local systems becomes important. Piggy-backing onto security force systems may provide reliable communications with full geographic coverage, but the risk of losing confidentiality must be assessed.
Contacting Field Staff
Field observers, particularly in volatile situations, should always have the ability to contact observer headquarters; radio or mobile phone may be necessary for this. On voting day in any environment, permanent communication links with observers in voting stations and, thereafter, at counting centres is also highly desirable, if not essential. Where there is a wide geographic distribution of observer activities, communications systems chosen must be functional in the climatic and geographic conditions. Particularly where mobile phones or radios are to be used, systems should be fully tested to ensure their functionality in all operating locations.
Communications Procedures
Effective communications require standard procedures, whether in routing mail and written reports or using telecommunications facilities. Full information on communications plans and procedures should be included both in observer materials and observer training sessions (see Training for Observers). It is vital that observers operating in adverse or potentially dangerous conditions are fully trained in communications procedures.
These procedures should cover both methods and manner of communication. Administrative staff need to maintain an up-to-date communications directory, with updates immediately distributed to all observer staff. The designation of regular, fixed check-in and reporting times serves both information and safety objectives. If radios are used, call sign allocations should be logically allocated and strictly controlled.
Telephone and radio reporting formats and etiquette should be defined to allow:
- quick identification of the caller;
- clear transmission of information;
- priority to be given to emergencies.
Simple procedures can prevent tying up networks. Where communication is by personal radio or phone, staff rosters need to be developed so that designated radio bases and/or phone contacts are staffed at all times when observers are in the field.
