Transcript Introduction to Air Force Correspondence

Military
Communications
Skills
Overview:
Military Communication
Skills
• 7 Steps to Effective Communication
Writing
• Talking and Background Papers
Speaking
• Electronic Communication Quiz
• Briefings
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!
Military Communication
Skills
• 7 Steps to Effective Communication
• Talking and Background Papers
• Review Electronic Communication Quiz
• Briefings
7 Steps for Effective
Communication
Analyze your purpose and audience
1.

•
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”
7 Steps for Effective
Communication
2. Research your topic
• Sources?
• Personal bias?
• Other
perspectives to
study?
7 Steps for Effective
Communication
3. Support your ideas
• Cite Sources
• Offer Evidence (definitions, examples,
statistics, basic assumptions, explanation)
• Use Logical, Rational Arguments
 All humans are mortal.
 Socrates is human.
 Therefore, Socrates is mortal.
See T&Q,
p 42-53
7 Steps for Effective
Communication
4. Organize and outline
• Outline your main ideas
• Pick your organizing pattern:
TOPICAL
COMPARISON-CONTRAST
CHRONOLOGICAL
SEQUENTIAL
PROBLEM-SOLUTION
CAUSE-EFFECT
SPATIAL
REASON/LOGIC
PRO-CON
7 Steps for Effective
Communication
5. Writing your draft
• Written: Intro-Body-Conclusion
• Briefing Notes/Slides: Overview-Body-Summary
Grammar
Jargon √
Writing Mechanics
Wordiness
Spelling
Keep is Simple!
7 Steps for Effective
Communication
(See T&Q, p 91)
6. Edit your draft
•
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
7 Steps for Effective
Communication
7. Seek feedback
• 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
• 7 Steps to Effective Communication
• Talking and Background Papers
• Review Electronic Communication Quiz
• Briefings
The
Talking
Paper
Definition: a
quick reference
or outline for
program,
problem,
biography, or
oral
presentation.
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
Flexible use!
Maj Cecil/AFOATS/CR/3-1017/agc/8 Mar 05
The
Background
Paper
Definition:
a paper that
transmits
ideas from
1 agency or
person to
another.
BACKGROUND PAPER
ON
NEW AF “FIT TO FIGHT” PROGRAM
1. The new “Fit to Fight” program focuses on physical wellbeing through regular exercise, nutrition, and healthy
choices….
2. For the program to work, we need commander support
and oversight….
3. Standardized uniforms promote team spirit and
professional appearance….
4. After the first year of implementation, studies show
Simple format for
complex issues
(T&Q, pp 215216)
increased number of members who meet physical standards
and who join programs for nutrition guidance and smoking
cessation.
Maj Cecil/AFOATS/CR/3-1017/agc/8 Mar 05
Overview:
Military Communication
Skills
• 7 Steps to Effective Communication
• Talking and Background Papers
• Review Electronic Communication Quiz
• Briefings
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
• 7 Steps to Effective Communication
• Talking and Background Papers
• Review Electronic Communication Quiz
• Briefings
Briefings: Format (sample)
Title
Presenter
Overview
MP1
- MP1
-Support info
- MP2
-Support info
Support Info
Summary
can include:
- Support info
-MP1
Graphs,
Pictures,
- Support info
-MP2
Quotes
PowerPoint slides are your note cards;
they help your audience, too.
MP2
Briefings: Use of
Transitions T&Q, pp 70-73

Transitions (writing and speaking)
• 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”
Intro self/subject
“I’m…and I’m going to talk
about…”
Overview
“State main points
(MPs)—what’s to come”
Title
Presenter
Overview
- MP1
- MP2
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
• State topic and MPs
• Quick summary; don’t
rebrief
• Don’t add new info
Closure
• “This concludes my
briefing.”
• “Are there any questions?”
Summary
-MP1
-MP2
Optional
Closure Slide:
“Quote”
Any questions?
Remember: PowerPoint slides are your note cards;
they help your audience, too.
Summary:
Military Communication
Skills
• 7 Steps to Effective Communication
• Talking and Background Papers
• Electronic Communication Quiz
• Briefings
The trouble with talking
too fast is you may say
something you haven't
thought of yet.
~Ann Landers