The Impact of Policy & Procedure on Fire Command

Editor's Note: In May 2025, FireRescue1 released their annual digital edition, Fire Command Ready: Building Bench Strength, proudly sponsored by Pulsara. Because the articles and advice found within contain such critical subject matter, we've elected to publish each segment one at a time here on our blog. Today's entry is written by Jon Dorman, Director of Content - Fire for Lexipol and 25+ year fire-service veteran.

Detailing how the first-arriving unit should take command, perform an initial size-up, and communicate with dispatch and other responding units

Effective command is the backbone of any emergency response, ensuring that incidents are managed with coordination, efficiency and safety. However, the success of command is largely dependent on well-defined policies and procedures that govern decision-making, resource allocation and inter-agency collaboration. These are not merely administrative formalities; they shape the way fire departments respond to emergencies, maintain control, and account for the safety of personnel and the public they are sworn to protect.

Incident command and control

One of the most critical steps in emergency response is the establishment of incident command. A well-written and practiced incident command policy and procedure will outline how the first-arriving unit should take command, perform an initial size-up, and communicate with dispatch and other responding units. This early stage sets the tone for the entire response operation. As Chief Alan Brunacini was known to stress to firefighters, “the first five minutes are worth the next five hours.” So, what does that mean? In the context of incident command and control policies and procedures, it means setting expectations like:

• Immediate assignment of an incident commander (IC) to maintain control;
• Implementation of the personnel accountability system to track personnel;
• Best practices for determining the appropriate mode of operation;
• Structured transition from fast attack mode to a formalized command mode when necessary;
• Proper handover of command when a higher-ranking officer arrives; and
• Best practices for what information should be included in the verbal report when transferring command.

These directives help create a clear leadership structure, reduce confusion and ensure that resources are used effectively from the outset.

Fireground communications

Effective communication is a critical component of effective command. Ideally, policies and procedures related to communications will standardize how emergency scene communications should be handled, emphasizing:

• Clear and concise radio transmissions during the incident, with an emphasis on accurate scene size-up by the initial IC;
• Assignment of fireground channels to prevent radio traffic congestion;
• Emergency traffic and mayday procedures; and
• Use of National Incident Management System (NIMS)-compliant language to facilitate coordination among multiple agencies.

Standardized communication procedures reduce response delays and ensure that vital information reaches all personnel operating at the scene.

Fireground accountability

A critical component of firefighter safety is accountability. Many NIOSH reports on fire service line-of-duty deaths indicate a lack of fireground accountability as a contributing factor in the death of personnel.

Well-crafted accountability policies and procedures play a crucial role in ensuring personnel tracking and reporting. Common components should include language requiring:

• The use of a standardized personnel accountability system to track all members on the scene;
• Routine Personnel Accountability Reports (PARs) to confirm the location and status of responders;
• Supervisors to maintain oversight of their assigned crews at all times; and
• Emergency reporting measures in the event of missing personnel or hazardous changes in fire conditions.

Unified command

We’ve covered some key policies and procedures that every fire department should have on the books to address everyday incidents – but we can’t stop there. What happens when the incident is complex and involves multiple jurisdictions or agencies? This is when unified command becomes essential. A solid unified command policy and/or procedure will cover:

• When to implement a unified command structure;
• How to identify key agencies and personnel involved in decision-making;
• How to select a spokesperson for external communication; and
• How to develop a coordinated Incident Action Plan (IAP) and resource allocation strategy.

Training time

Even the biggest contrarian in the fire department is going to have a challenging time trying to negate the need for policies and procedures related to incident command. Having these things in place just makes good sense. It’s up to leaders to ensure that their personnel are properly trained on and understand the contents of these documents.

These policies and procedures are not ones that get dusted off every couple of years when personnel are preparing for a promotional exam. They are the ones that should be implemented and enforced on all applicable scenes. Sure, not everything is going to require unified command. But, every call should have the crews applying the critical aspects of the department’s incident command, communication, and accountability policies and procedures.

As for training, try to focus on regular, organized training events that can that be accomplished without forcing crews to endure an overly formal training session that may be mundane at best and morale-killing at worst. Ask yourself these questions to guide your training:

• Does your agency require command to be established on ALL scenes?
• Does your department have a set communication model that units are supposed to use?
• Is that model something that is easily remembered and can be repeated on every call so that it just rolls off the tongue almost like muscle memory?
• Does your department expect officers and acting officers to maintain crew accountability and integrity?

If you answered “no” to any of these questions, consider how the everyday operations of your agency can be leveraged to change those answers. For example, you can work ICS-related training into other drills. This makes it part of a more interesting experience and allows the learner to apply the concepts in a practical manner. Think of things like a “First Few Minutes” drill where members are given a simulated incident and need to operate as they would in the first few minutes of an actual incident. Be sure to require members to use proper NIMS-compliant ICS methods as they conduct their drills. This gives the opportunity to “work the bugs out” and identify potential problems in a training environment.

Encourage members to step outside their comfort zone during training and participate in ICS roles they don’t normally hold. This gives them an idea of what other members are experiencing during an incident and can help them be better team players in ICS. It can also help members understand why crafting their radio traffic in the department’s identified manner can help eliminate confusion.

A simple game of “telephone” with the crew sitting at the kitchen table can do wonders for illustrating how messages can become convoluted when they aren’t repeated back to the sender. This can give personnel firsthand experience seeing the difference that missing one or two “small” details can have on the entire message. Hopefully, these non-scene related experiences will translate into more complete radio traffic when it’s needed on the emergency scene.

Final thoughts

Policies and procedures are the foundation of effective fire command. They provide structure, enhance coordination, and ensure safety for both responders and the public. By adhering to standardized guidelines, fire departments can execute efficient emergency responses, mitigate risks and save lives. As fire command continues to evolve, continuous training and policy refinement will be essential in maintaining operational excellence and firefighter safety.

Download the full digital edition: Fire Command Ready: Building Bench Strength

About the Author

Jon Dorman is Director of Content – Fire for Lexipol. He has more than 25 years in the fire service in both combination and career departments, retiring as an assistant chief of operations and deputy emergency manager. Dorman has more than a decade of experience teaching in fire science and emergency management at Purdue University Global and Columbia Southern University. He holds a bachelor’s degree in fire protection science, a master’s degree in employment law, a master’s degree in homeland security and emergency management, and a doctorate in education.

To learn more about maintaining operational strength and leadership during a chaotic fire event, check out the previous entry in the Fire Command Ready series: Continuation of Command: What Happens When the IC Goes Down?