Transcript Slides - CAP Members

SQUADRON LEADERSHIP SCHOOL Seminar 4.2
The Staff Officer as Communicator
The Great Communicator?
“I know that you believe
you understand what you
think I said, but I am not
sure you realize that what
you heard is not what I
meant.”
- Richard Nixon
(attributed)
The Great Communicator
“… we shall defend our island,
whatever the cost may be,
we shall fight on the beaches,
we shall fight on the landing grounds,
we shall fight on the fields and in the streets,
we shall fight in the hills;
we shall never surrender…”
Winston Churchill
Objectives
Describe principles of effective and ineffective
communications
Describe the seven steps in the Air Force’s
communication process
Analyze a case study and explain how poor
communication affected the mission
Explain the purpose and requirements of:
-Letters of invitation and thanks
-Award nominations
-Official requests for support
-Information or advocacy briefings
-Introducing and thanking a speaker
-Facilitating a meeting
Create checklists for successfully using the
media listed above
Characteristics of Good Communications
What are some characteristics of effective communication?
Characteristics of Good Communications
Memorable
Concise
Grammatically-correct
Engaging
Persuasive
Logical
Well-supported
Honest
Balanced
Fair
Appropriate for audience
Thorough
Well-organized
Respectful
Reasoned and unemotional
Factual
Characteristics of Good Communications
What are some “mortal sins” that make
communication ineffective?
Mortal Sins of Communication
Never-ending
Sneaky
Dull
Shoddy
Crazy
Opinionated
Dishonest
Slanted
Unfair
Grammatically
incorrect
Skimpy
Hysterical
Disrespectful
Inappropriate
for audience
Disorganized
Full of assumptions
Five Principles of Effective Communication
FOCUS
Focused
Organized
Clear
Understandable
Supported
Seven Steps for Effective Communication
Support your ideas
Draft
Fight for feedback and get approval
Edit
Organize and outline
Research your topic
Analyze your purpose and audience
What is involved in each step?
What is the correct sequence?
Seven Steps for Effective Communication
1. Analyze your purpose and audience
2. Research your topic
3. Support your ideas
4. Organize and outline
5. Draft
6. Edit
7. Fight for feedback and get approval
Case Study: Columbia
Review Of Test Data Indicates Conservatism for Tile
Penetration
• The
existing SOFI on tile test data used to create Crater was
reviewed along with STS-107 Southwest Research data
– Crater overpredicted penetration of tile coating
significantly
• Initial penetration to described by normal velocity
• Varies with volume/mass of projectile (e.g., 200ft/sec for
3cu. In)
• Significant energy is required for the softer SOFI particle
to penetrate the relatively hard tile coating
• Test results do show that it is possible at sufficient mass
and velocity
• Conversely, once tile is penetrated SOFI can cause
significant damage
 Minor variations in total energy (above penetration level)
can cause significant tile damage
– Flight condition is significantly outside of test database
• Volume of ramp is 1920cu in vs 3 cu in for test
This is a facsimile of a slide prepared by Boeing on 2/21/03
Case Study: Columbia
Common Communication Projects
Written
A. Invitation letter
B. Thank you letter
C. Award nomination
D. Request for support
Oral
E. Oral briefing
F. Introducing a speaker
G. Thanking a speaker
H. Facilitating a meeting
Group Project:
1. When would you be tasked with
such a project? Give 3 specific
examples.
2. What information would you
include, or what guidelines would you
follow? Create a checklist.
3. What pitfalls should you avoid?
What are the “mortal sins” in this
communication medium?
4. Present your findings to the class
Letter of Invitation
Sample Occasions:
Mortal Sins:
Come be a guest speaker
Sending the letter too late
Come present a Mitchell Award
Not following up
Come teach at our encampment
Spelling errors
Checklist:
Timely
Brief
Get to the point. What do you want from me?
Cover obvious logistical issues
How does this relate to the “big picture”?
People support people, not programs
Coordinate with their staff
Promise to follow up by phone
Thank You Letter
Sample Occasions:
Mortal Sins:
Thanks for being a guest speaker
Sending the letter too late
Thanks for your donation
Not sending one
Thanks for lending us a hand
Asking for another favor in
the same letter
Checklist:
Timely
Brief
Sincere; mention something memorable about their contribution
Signature: Your boss
Recipient: Their boss
Think you should send one? Then you need to!
Award Nomination
Sample Occasions:
Mortal Sins:
Annual CAP awards
CAP Commander’s Commendations
Not presenting the nominee
in a favorable light
College-bound cadets / letters of reference
Missing the deadline
Checklist:
Honest
Brief
Your relationship to the nominee;
strength of your perspective
Factual and specific -- cite examples
Demonstrate they meet the minimum criteria
Don’t go over the top with praise
Request for Support
Sample Occasions:
Mortal Sins:
Can we host a SAREX at the state park?
Sending the letter too late
Will you let us tour your facility?
Not following up
Do you want to start a program with us?
Spelling errors
Rambling on and on
Checklist:
Get to the point
What exactly do you want from me?
Why do you need my help? Why me?
Who are you?
When and where do you need help?
Have you talked with my staff?
This is getting detailed, why didn’t you ask to meet me in person first?
What happens next?
Oral Briefing
Sample Occasions:
Mortal Sins:
Kicking-off a program or activity
Taking more time than allotted
Updating the boss on a program
Fumbling with computers, visual aids
Reviewing how a program went
Not identifying the objective
Talking to the slides, vs. the people
Checklist:
Objective-driven
Concise
Honest
Thorough
Leave behind a brochure or report
Speak extemporaneously
Not including all stakeholders
Introducing a Speaker
Sample Occasions:
Mortal Sins:
Guest speaker
Getting the name wrong
Visiting dignitary
Inappropriate humor
Award presenter
Stealing their thunder
Droning on forever
Checklist:
Who are they?
What is their title or position?
What’s their connection to CAP or this program? Why are they speaking?
Be brief
Shake hands
Call for applause
Before taking the stage: Ensure the speaker is comfortable and
knows how the event will proceed, what to expect
Verbally Thanking a Speaker
Sample Occasions:
Mortal Sins:
Guest speaker
Forgetting to say thanks
Visiting dignitary
Not calling for applause
Award presenter
Being absent or asleep during
the speech
Checklist:
Brief
Mention why the speaker’s content will be memorable or useful
Quote or paraphrase a small part of the speech
Shake hands
Call for applause
Facilitating a Meeting
Sample Occasions:
Mortal Sins:
Staff meeting
Being disorganized
Leading a special project
Running long without full
consensus
Dominating the discussion
Checklist:
Start on time
Outline the agenda and stick to it
Manage the conversation; allow everyone to participate
Keep the group on track
Summarize findings or decisions before moving on or concluding
Have someone take notes
Ask open-ended questions
End on time
Position Paper
Position papers are short, wellreasoned documents where you
take a stand on an issue and ask
the commander to act.
-- See handout.
TONGUE & QUILL:
Your source for practical tips and
guidelines on staff
communications
Final Thought
Great communicators are leaders who
“mobilize the English language
and send it into battle.”