NJROTC NS-4 Leadership and Ethics 1

Lesson The Basics of Effective Communications 2

This lesson will explain the basics of communications and how to share information with subordinates and superiors. 3 Lesson Goal

Learning Objectives 4 Explain why proper communications is important for the mission, values, standards, and expectations of the organization. Define the following key terms: conjecture, subscribe, and empower. Explain why conjecture is not helpful to the leadership of an organization. Lesson 06.01

Learning Objectives 5 Explain why there is a need for communications security in the chain of command. State the basics involved in effective communication. Explain the problems associated with tailoring communications to the audience’s level of understanding and possible solutions. Lesson 06.01

Introduction Clear direction is a critical dimension of the organization. People who understand the mission and expectations can do what needs to be done. Lack of understanding leads to false starts, ineptness, and discontent. 6 Lesson 06.01

ADM Holloway Suggestions ADM Holloway suggests: Communicate firm plans to seniors. Offer plans not based on conjecture to the leadership. Offer rational appraisals of probable action for the “distant future.” 7 Lesson 06.01

Key Terms 8 Conjecture – An inference or guess based on inconclusive or incomplete evidence Subscribe – To express approval, assent, or agreement with Empower – To enable, permit, or authorize Lesson 06.01

Subordinates (ADM Holloway) Tell subordinates what the missions are and the plans to accomplish them. For security, decide what to pass down the line. Tell people only what they need to know to do the job and for their morale. 9 Lesson 06.01

Information Security (ADM Holloway) Communicate plans for the future only to those who must know. Assigned mission determines how guarded one must be. Rules are different for electronic communications vs. person-to-person communications. 10 Lesson 06.01

Information Security (ADM Holloway) Reduce number of people in chain of command to absolute minimum. Reduce chain to not one less than the absolute minimum. Do not include anyone unnecessarily in the chain of command. 11 Lesson 06.01

The Basics 12 Lesson Basics of Effective Communication: Audibility Articulation Spelling Grammar

Explaining Decisions - Sharing Information When power is effectively used, people subscribe to goals and feel empowered. When reasons are not apparent, orders are often disregarded. Trust is built up over time by providing reasons for orders. 13 Lesson 06.01

Providing Reasons Example 14 Lesson 06.01

Sharing Information Officers share info through regularly scheduled meetings. COs and XOs can brief the crew about special evolutions. Transmitting accurate information squelches rumors. 15 Lesson 06.01

Ensuring Oral Comm Is Understood Outstanding officers: Watch the expressions of those in the audience. Restate the message when there is any doubt. Follow up oral comm with written comm and vice versa. 16 Lesson 06.01

Tailoring Communications 17 Five problems encountered during communications: 1.Insufficient background information. 2.Idea too abstract or too theoretical to grasp. 3.Idea too strange or too complex to grasp, or too pedestrian and commonplace. Lesson 06.01

Tailoring Communications 18 Problems encountered during communications include: 4. Vocabulary and phraseology too exalted. 5. Vocabulary strange. Lesson 06.01

Tailoring Communications 19 Solutions to communications problems include: Lesson ProblemSolution 1.Insufficient background informationProvide background information

Tailoring Communications 20 Solutions to communications problems include: Lesson ProblemSolution 2.Idea too abstract or too theoretical to grasp Provide a concrete example that connects with the person’s experience

Tailoring Communications 21 Solutions to communications problems include: Lesson ProblemSolution 3.Idea too strange or too complex to grasp, or too pedestrian and commonplace Use a metaphor or an analogy

Tailoring Communications 22 Solutions to communications problems include: Lesson ProblemSolution 4.Vocabulary and phraseology too exaltedUse an editor to polish

Tailoring Communications 23 Solutions to communications problems include: Lesson ProblemSolution 5.Vocabulary strangeAvoid the use of jargon with non- military audiences

Ensuring Oral Comm Is Understood Outstanding leaders make sure: People “Hear” them. People understand the message and it’s importance. They uphold a naval tradition. 24 Lesson 06.01

Continuously Informed Personnel Superior units: Prepare thorough Plans of the Day (POD). Have PODs that draw attention to important issues. Indoctrinate new troops. 25 Lesson 06.01

Cross-Compartmental Communication Ops officers must talk to maintenance people. Department heads must coordinate with other department heads. Staff members must coordinate effectively with commanders. 26 Lesson 06.01

Maintaining Personnel Contact Leaders should regularly walk around their units to learn what is going on. During tours, be alert to working conditions, individual performance, and feedback. Officers should emphasize the importance of communication up the chain of command. 27 Lesson 06.01

Remaining Available and Visible Outstanding officers “manage by walking about.” “Walking about” helps keep the officer informed. “Walking about” shows interest and appreciation of personnel. 28 Lesson 06.01

MCPON Sanders Suggestions Discussing your topic with senior before talking to crew: Allows you to find out if your ideas are consistent with the senior’s ideas. Provides a unified front to your unit. Is less disruptive of previously scheduled work. 29 Lesson 06.01

Lesson Summary 30 In this lesson, you have learned: Why proper communications is important for the mission, values, standards, and expectations of the organization. The definition of key terms: conjecture, subscribe, and empower. Why conjecture is not helpful to the leadership of an organization. Lesson 06.01

Lesson Summary 31 In this lesson, you have learned: Why there is a need for communications security in the chain of command. The basics involved in effective communication. The problems associated with tailoring communications to the audience’s level of understanding and possible solutions. Lesson 06.01