"It is important staff are aware of the Force's stance on a particular matter and the rationale behind it, and a good forum is needed to encourage the exchange of views and the raising of queries on any matters of potential controversy"

Enhanced use of Resource Centres and Lines-to-Take are some of the measures to be undertaken under terms of reference recently drawn up by the new-look Steering Committee on Police Internal Communications.

Revamped in March, the Committee, chaired by the Deputy Commissioner (Management), has been expanded to include representation from major formations and civilian staff.

One of the main items considered recently at the Committee's first meeting was an action plan formulated by the group through discussions held by the Director of Management Services and Assistant Commissioner (Service Quality) with major formation commanders.

They looked at how best to implement the plan that comprised a number of immediate measures, significantly: Encouraging the use of Resource Centres; revising Lines-to-Take (LTTs) for internal briefings; and, making internal communication a standard agenda item for formations to keep it in focus. Some 14 on-going measures were also endorsed, including: Encouraging and assisting staff associations in using information technology; and, the publishing of the Communications Brief on PEN.

The Committee revised the Terms of Reference to shift the Force's Internal Communications Strategy up a gear. The terms would monitor the effective implementation of the Strategy, provide policy directives for the continuing change process, and consider the availability of appropriate resources and funding.

Resource Centres would be open to officers around the clock, LTTs made to pass on information internally as well as externally, and officers would be kept informed on internal communications issues at formation briefings. ACP SQ Harry Blud said such measures would allow officers to monitor the Force's numerous information outlets to stay up to date with current affairs.

"Once the system is established, we hope members learn of controversial matters from within the Force rather than from the media. It is important staff are aware of the Force's stance on a particular matter and the rationale behind it, and a good forum is needed to encourage the exchange of views and the raising of queries on any matters of potential controversy. These can then hopefully be resolved before any misconceptions arise," Mr Blud said.

Boosting the IT capabilities of staff associations would allow their members to use electronic forums to discuss matters of concern, and Mr Blud said both the Information Systems and Personnel Wings would be happy to advise them on technicalities, protocol and in gaining optimum use from an electronic forum.

SQW would also co-ordinate and publish the monthly Communication Brief on PEN, putting all topical Force issues under one roof for all to refer. It consists of briefs with pointers referring readers to OffBeat, PEN, POINT or any other sources for more details.

A ready record of current developments, the newsletter was aimed across the board from the Senior Directorate to Sub-unit Commanders.

"Internal communications is a major area of concern and we are examining every possible way of improving it and keeping all Force members informed, and encouraging them to give their comments. We will see how the action plan goes, review the situation in August and make any necessary adjustments. We also encourage constructive views from staff."

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