Transcript The Memorandum for Record

Military
Communication Skills
Overview:
Military Communication Skills
• Seven Steps to Effective Communication
• Talking Paper, Bullet Background Paper &
Memorandum for Record
• Electronic Communication
• Briefings
Military Communication Skills
Time well-spent in preparing for any type of
writing or briefing pays big dividend$.
You’ll feel CONFIDENT when speaking.
Your message will have CREDIBILITY.
The 7 steps for effective communication offers
you CONFIDENCE and CREDIBILITY!
Overview:
Military Communication Skills
• Seven Steps to Effective Communication
• Talking Paper, Bullet Background Paper &
Memorandum for Record
• Electronic Communication
• Briefings
Seven Steps
1. Analyze your purpose and audience
– Purpose?
– Audience?
•
•
•
•
What will make it easy for your audience to
understand?
Be inclusive (use words meaningful, respectful)
Ex: I’m looking for a committee chairman for the
December food drive…
use “chairperson”
Seven Steps
2. Research your topic
– Sources?
– Personal bias?
– Other perspectives to
study?
Seven Steps
3. Support your ideas
• Cite Sources
• Offer Evidence (definitions, examples,
statistics, basic assumptions, explanation)
• Use Logical, Rational Arguments (T&Q pg.42-53)
All humans are mortal.
Socrates is human.
Therefore, Socrates is mortal.
Seven Steps
4. Organize and outline
• Outline your main ideas
• Pick your organizing pattern:
TOPICAL
COMPARISON-CONTRAST
CHRONOLOGICAL
SPATIAL
SEQUENTIAL
PROBLEM-SOLUTION
REASON/LOGIC CAUSE-EFFECT
PRO-CON
Seven Steps
5. Draft
• Written: Intro-Body-Conclusion
• Briefing Notes/Slides: Overview-Body-Summary
Grammar
Jargon √
Writing Mechanics
Wordiness
Spelling
Keep it simple!
Seven Steps
6. Edit
(See T&Q, p 91)
– Do your own edit first…w/FRESH eyes!
– Find another set of eyes!
– “Be one with your audience”
– Start w/the BIG PICTURE…then the details
Proof-Redo…Proof- Redo…ProofRedo…Proof-Redo
Seven Steps
7. Fight for Feedback and Get Approval
– Seek out another set of “eyes”
– Have feedback givers focus on:
• Clear purpose?
• Fits my audience?
– Feedback comes in 3 flavors:
• Necessary?
• Desirable?
• Unnecessary?
For more information
on the 7 Steps, see Ch
2-9 in your T&Q
Overview:
Military Communication Skills
• Seven Steps to Effective Communication
• Talking Paper, Bullet Background Paper &
Memorandum for Record
• Electronic Communication
• Briefings
The Talking Paper
Definition: a quick reference or outline for a program, problem,
biography, or oral presentation. Flexible use!
TALKING PAPER
ON
NEW AIR FORCE LIEUTENANTS
- The new Lt has “potential energy”
-- Source of fresh ideas
-- Hopeful to make a difference
- Lts need to learn the military system
-- Appropriate channels
-- Appropriate documentation
Maj Cecil/HOLM CTR/CR/3-1017/agc/8 Mar 15
The Bullet Background Paper
Definition: a paper that provides the background of a program, policy,
problem or procedure. Simple format for complex issues . (T&Q, pp 226227)
BULLET BACKGROUND PAPER
ON
WRITING BULLET BACKGROUND PAPERS
PURPOSE
The purpose statement informs readers on both the purpose and main points of the paper. It may be a single sentence
or a short paragraph in length.
FORMAT
Main ideas may be presented as headings (e.g. PURPOSE, DISCUSSION, FINDINGS, RECOMMENDATIONS)
-
Secondary items follow with a single dash; tertiary and further subordinate items follow with multiple indented
dashes
CONCLUSION
End with recommendations or conclusions that end the discussion.
Maj Cecil/HOLM CTR/CR/3-1017/agc/8 Mar 15
The Memorandum for Record
Definition: The MFR is less formal than the official memorandum but
records important information, questions or actions quickly. There
are several formats for the MFR depending on the time and space
available. (T&Q, pp 190-191)
17 February 2014
MEMORANDUM FOR RECORD
SUBJECT: The Memorandum for Record
1. The memorandum for record, commonly known as a memo for record, MR or MFR, has three
forms: (a) the separate page memorandum, (b) the explanatory note, and © the compact note. The
form used is determined by the purpose for the MR and the needs of the writer.
2. The separate pate MR uses a modified signature block by using the organization abbreviation
and office symbol rather than the duty title.
Agnes G. Cecil
AGNES G. CECIL
ACSC/CSS
Overview:
Military Communication Skills
• Seven Steps to Effective Communication
• Talking Paper, Bullet Background Paper &
Memorandum for Record
• Electronic Communication
• Briefings
Electronic Communication
• “Netiquette” – rules for electronic communications
network
– Be clear and concise
– Watch your tone – do not write in ALL CAPS!
– Be selective about what you send (OPSEC)
– Be selective about who gets the message
– Check attachments and support material
– Use proper format for official email
For more information on Email
Protocol, see T&Q Ch 12
Electronic Communication
• Official e-mail example:
[Greeting],
Ex: Good morning Sir/Ma’am,
Effective 29 Oct 13, all Air Force Doctrine Documents (AFDDs) have been rescinded and
replaced by core doctrine volumes and doctrine annexes.
- Core doctrine is categorized into five volumes: Volume I, Basic Doctrine; Volume II,
Leadership; Volume III, Command; Volume IV, Operations; and Volume V, Support
- Each core doctrine volume is supported by one or more annexes.
- For further information, go to https://doctrine.af.mil/.
//SIGNED//
WILLIAM B. MITCHELL, Colonel, USAF
Director, Doctrine Development
LeMay Center for Doctrine Development and Education
Voice: DSN 493-0000 / Comm (334) 953-0000
FAX: DSN 493-0001 / Comm (334) 953-0001
[email protected]
SIGNATURE BLOCK
Line 1: Name/Rank/Affiliation
Line 2: Job Title
Line 3: Location
Line 4: Phone
Line 5: Fax (if applicable)
Line 6: Email address
NOTE: Do not add slogans, quotes or other personalization to an
official e-mail/social media signature block (T&Q, p. 139).
Electronic Communication Quiz
__1.
Be polite and professional; be careful about humor and
sarcasm.
__ 2. Often contains slang, doesn’t affect the AF (hopefully),
and doesn’t need a signature block.
__ 3. Causing congestion on the network by sending
inappropriate e-mail messages (e.g., chain letters) or
excessive storage on a server.
Electronic Communication Quiz
__ 4.
Don’t discuss controversial, official use only, classified, or
privacy act info requiring special handling of documents.
__ 5. Read and delete unnecessary files daily; sign off the computer
when you leave your work station.
__ 6. Get permission before using large mail groups; use “reply all”
very carefully.
__ 7. Use includes communications the AF determines necessary in
the interest of the Federal Gov’t.
Electronic Communication Quiz
__8.
Use includes personal e-mail approved by the “agency
designee.”
__ 9. Using someone else’s UserID or password w/o proper
authority.
__ 10. Using email for financial gain or copyrighted info without
consent.
Electronic Communication Quiz
JUST FOR FUN
1.________ is a computer that responds to request for information
from client computers.
2. Each base has a limited number of _________ which
is the
number of bits/sec that can be passed along a communication
channel in a given period of time.
3. Writing with ALL CAPS is the e-mail version of ________rude
email use.
Overview:
Military Communication Skills
• Seven Steps to Effective Communication
• Talking Paper, Bullet Background Paper &
Memorandum for Record
• Electronic Communication
• Briefings
Briefings: Format (sample)
Title
Presenter
MP2
- Support info
- Support info
Overview
MP1
- MP1
-Support info
- MP2
-Support info
Support Info
can include:
Graphs,
Pictures,
Quotes
Summary
-MP1
-MP2
PowerPoint slides are your note cards;
they help your audience, too.
Briefings: Use of Transitions
• Transitions (writing and speaking)
T&Q, pp 70-73
– Help flow from one idea to next
– Signal direction to audience
– Internal transitions connect ideas
“First…next…finally”
– External transitions connect main points,
slides, or paragraphs
“Now that we’ve covered (MP1),
let’s move on to (MP2).”
Briefings: Introduction
• Greeting
• “Good morning/afternoon Ma’am/Sir”
Title
Presenter
• Intro self/subject
“I’m…and I’m going to talk about…”
Overview
- MP1
• Overview
- MP2
“State main points (MPs)—what’s to come”
Briefings: The Body (MPs)
• Present support info
•
– Ideas
• Definitions
• Examples
• Comparisons
• Testimony
– Visuals
• Graphs
• Pictures/clip art
• Quotes
• Props
Incorporate sources
MP1
-Support info
-Sources
MP2
- Support info
- Sources
Support Info
can include:
Graphs,
Pictures,
Quotes
Briefings: Conclusion
• Summary
Summary
– State topic and MPs
-MP1
– Quick summary; don’t re-brief -MP2
– Don’t add new info
Optional
• Closure
Closure Slide:
– “This concludes my briefing.”
“Quote”
– “Are there any questions?”
Any questions?
Remember: PowerPoint slides are your note cards;
they help your audience, too.
Summary:
Military Communication Skills
• Seven Steps to Effective Communication
• Talking Paper, Bullet Background Paper &
Memorandum for Record
• Electronic Communication
• Briefings
“The trouble with talking
too fast is you may say
something you haven't
thought of yet. ”
~Ann Landers