7.1 Communicating Clearly: Safety-Critical Communications

7.1 Communicating Clearly: Safety-Critical Communications

It is vital that all messages about safety are fully understood by both parties. That means communicating clearly and accurately, whether by phone, radio or face to face. The rules are in chapter 7 of the PTS handbook (RT3170) and section 9 of Rule Book Handbook 1 (HB1), Communications procedure.

---

Getting the Basics Right (HB1 Section 9.1)

You must make sure you properly understand the meaning of all messages, however they are passed. You must:

• make sure you are talking to the right person;
• give your location, if using a phone or radio;
• give your name and the name of your employer;
• state what task you are performing;
• if necessary, let the person know how you can be contacted;
• use the phonetic alphabet so that names and locations that are difficult to pronounce are fully understood;
• never use the words "not clear" to describe a line that is obstructed: always say "line blocked".

If you are receiving a message, make sure you fully understand it and repeat the message back so the other person knows you have understood.

---

Make It Clear (PTS Handbook Section 7.2)

If you are giving a safety message, make sure you are speaking to the right person. Both people must say who they are, their role and where they are speaking from. The PTS handbook's example is:

"This is Derek Pilling – I'm a COSS for Network Rail, calling from mike papa one four zero signal."

To help your message get through on a phone or radio:

• speak with the mouthpiece close to your mouth, slightly slower than normal, at your normal volume; do not shout, because shouting distorts the sound;
• avoid hesitation sounds such as "um" and "er", and use clear sentences;
• if you do not understand something, perhaps because of a strong accent or a poor line, ask the other person to repeat it;
• on a radio, press the transmit button fully before you speak and do not release it until you have finished; some phones also have a press-to-talk button;
• if you are receiving the message, repeat it back to confirm you understand it, and ask for the other person's phone or radio call number.

Before the conversation ends and any action is taken, the person with lead responsibility must make sure any errors have been corrected and both people know what is going to happen next.

---

The Phonetic Alphabet

Use the phonetic alphabet (HB1 section 9.5):

• to identify letters of the alphabet;
• to spell words and place names that are difficult to say or may be misunderstood;
• if there is interference on the radio or phone;
• when quoting the identity of signals or points;
• when quoting train descriptions.

The Rule Book spells the words as follows:

For example, the PTS handbook spells the town of Euxton as "echo uniform x-ray tango oscar november". Do not invent your own words such as "B for Bobby".

---

Saying Numbers

HB1 says you must say numbers one at a time: 8107 is spoken as "eight, one, zero, seven". There are exceptions, such as when giving the time or when referring to a Rule Book module or handbook. The PTS handbook gives the example of 205 spoken as "two zero five", and points out that "zero" is the correct way of saying the number 0.

---

Standard Phrases

HB1 sections 9.3 and 9.4 set out the phrases to use on a radio or telephone:

"Over" and "out" mean opposite things, so never combine them.

---

Lead Responsibility (HB1 Section 9.2)

During any conversation one person must always take lead responsibility. That person helps the other pass their information clearly and accurately, and makes sure both understand what is required.

If it is not clear who has lead responsibility, or two people doing the same task are talking to each other, the person who begins the conversation takes lead responsibility.

---

Using Communications Equipment (HB1 Section 9.6)

• Do not use communications equipment if it may cause a distraction or affect safety.
• Make sure you are in a position of safety before using mobile communications equipment.
• Unless it is an emergency, do not use the group call, general call or conference call facility to pass instructions about passing signals at danger or an end of authority without a movement authority, protecting trains, wrong-direction movements or unsignalled movements. Those instructions need a one-to-one conversation with a repeat-back.