Communication Procedures

Microsoft Teams:

Teams is communications software that can be accessed via a web browser or mobile app. This is the primary way that we communicate and disseminate information with each other. It is required that one checks this platform once per day.

Individuals are added to a “Team”, ours is called "A. Ray Olpin Student Union". Within that team, we will be able to communicate with the entire team in different channels. Those are:

“General” A general place to message the entire Union group.

"Events and Scheduling" The channel where we will communicate any information that is specific to the events department. This includes asking questions about events, reporting problems and fixes, and reporting on tasks completed or needed. This is also where you can communicate if you will be late to a shift. The Union Director is part of this channel. Please use Homebase first to communicate about getting shifts covered or swapped, but shift coordination can be communicated here as well.

"Union Admin Office" This channel will be used for Union full-time Admin staff to communicate, so often it will be information relevant to you and to events.

"Building Managers" This channel will be important for security updates going on in the building, and to ask about any equipment that we share with the managers.

"Setup Crew" The channel is mostly used by the Union's full time setup crew. Sometimes it will be necessary to use this channel to coordinate event setups or cleaning.

"Emergency Communication" This channel is used for urgent communication when a call on the radio would be dangerous or inappropriate. Typically it will be the building manager's responsibility to respond, but you should be aware of this channel in case you need to use it, and so you can know what's happening in the building.

An additional function of Teams is the ability to chat with an individual or a group of individuals. One can set up notifications for as few or as many features as wanted, but they should at least have notifications turned on for the "Events and Scheduling" channel.

Teams allow for easy sharing of media files, so please use this feature if you need to share a picture of something with the team.

Please download the app and explore.

To download and install Microsoft Teams:

On a phone:

1.) Navigate to whatever store app your phone uses (Apple – App Store, Android – Google Play, etc.)

2.) Search for “Microsoft Teams”, it will likely be the first option in the list and it will have “Microsoft Corporation” as the publisher.

3.) Download and install the app (app download should be about 120 mb)

4.) Once finished, open the app from your home screen.

5.) Everyone with a umail already has a Microsoft Teams account; simply sign in using the same credentials you would to sign in to your email.

6.) Once signed in, the “Activity” tab should be open by default. This tab will show a history of all notifications and teams activities.

7.) At the bottom of the screen is a navigation bar with 5 tabs: “Activity”, “Chat”, “Teams”, “Assignments”, and “Calls”. Navigate to the Teams tab.

8.) The Teams tab shows all teams that you are a part of. As an event manager, you should already be a part of "A. Ray Olpin Student Union" and it should be visible from this tab.

9.) Clicking/tapping on the team should open up separate channels.

Radio/Comm use:

On many shifts, you should carry a radio with you when you are working around the building. This is so the crew may communicate with each other over our large service footprint. In the building, we typically use channel 1. Make sure that your radio is charged, turned on, and that the volume is up, before taking it with you away from the desk. For large events, additional channels or radios may be used to communicate with emergency services or event staff. Please pick up or return your radio and the beginning and end of each shift, by placing it in one of the charging docks at the desk. Make sure it is properly clicked in place so that the light on the dock is red (charging) or green (fully charged).

While communicating on the radio, always assume that a customer can hear you. Do not use explicit or derogatory language over the radio! Please also refrain from communicating sensitive information over the radio. To communicate over the radio press the push-to-talk (PTT) button on the side and hold for 1-2 seconds before speaking. State your name and who you wish to communicate with, wait for a response, and communicate your message. Below is an example of proper radio communication.

DV: “Event Manager Vader to Event Manager Luke.”

LS: “Go for Event Manager Luke.”

DV: “Obi-Wan never told you what happened to your father.”

LS: “He told me enough. He told me you killed him.”

DV: “No, I am your father.

LS: “No! That’s not true! That’s impossible!”

DV: “Vader out.”

Common radio terminology:

“Copy”/”Thank you” – I heard and acknowledge your transmission

“what’s your 20?” – What is your current location?

“standby” – I’m currently busy and will return your call shortly

“radio check” – if you can hear this respond to the caller with the state of their radio transmission (clear, garbled, weak, etc.)

If you are in an emergency situation and do not feel comfortable using the radio, please use the Emergency Communication channel on Teams.