I also notice that a little bit of example setting seems to go a long way. Once you have one or two people taking the lead with RP others are more comfortable building off what is happening.
It is not easy, even if it seems natural to me. A player who contributes well to the environment will be careful not to propose anything that clashes with established fact and leaves open the possibility of correction or confirmation.
Nhaima mentioned not wanting to speak for NPCs. Agreed for things where statements from established figures with spheres of control have input to the management of the division such as senior officers or station personnel or hostiles, or alien diplomats etc. That should be handled by the GMs.
But individual friends/assistants/colleagues like DamCon members or MedBay staff, should be okay, if saying something that does not materially change the overarcing structure for anyone else, but which adds texture or reinforces something your character can’t really harp on about. I have not tended to do that with live vocals but that was exactly why I introduced Polano, and adopted Solari’s wounded DamCon as Kaplan. I use them to illustrate things generic DCs might say or know. I don’t mind other people interacting with them in the same way, but I would take it kindly if someone checked with me first before changing them in some measurable way – like having them die. So far I have been lucky in not specifying they were in a place where all DCs died. And I’ve tried to use them sparingly.
Mundy was doing something similar with her doctor.
Buttons on the GM console for standard messages could be interesting and does involve the Comms officers more. But I confess at that point I tend to adlib vocally. I would need to practice to use that effectively – as I still do with the rest of the GM console.