Military Communication Skills 1 1

Overview: Military Communication Skills 7 Steps to Effective Communication Talking and Background Papers Electronic Communication Quiz Briefings Writing Speaking

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!

Military Communication Skills 7 Steps to Effective Communication Talking and Background Papers Review Electronic Communication Quiz Briefings

7 Steps for Effective Comm. 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”

7 Steps for Effective Comm. 2. Research your topic Sources? Personal bias? Other perspectives to study?

7 Steps for Effective Comm. 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.

7 Steps for Effective Comm. 4. Organize and outline Outline your main ideas Pick your organizing pattern: TOPICAL COMPARISON-CONTRAST CHRONOLOGICAL SEQUENTIAL SPATIAL PROBLEM-SOLUTION REASON/LOGIC CAUSE-EFFECT PRO-CON

7 Steps for Effective Comm. Writing your draft Written: Intro-Body-Conclusion Briefing Notes/Slides: Overview-Body-Summary Grammar Writing Mechanics Spelling Jargon √ Wordiness Keep it Simple!

7 Steps for Effective Comm. 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…Proof- Redo…Proof-Redo (See T&Q, p 91)

7 Steps for Effective Comm. 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

NEW AIR FORCE LIEUTENANTS 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/AFOATS/CR/3-1017/agc/8 Mar 05 9 9

NEW AF “FIT TO FIGHT” PROGRAM The Background Paper Definition: a paper that transmits ideas from 1 agency or person to another. Simple format for complex issues (T&Q, pp 215-216) BACKGROUND PAPER ON NEW AF “FIT TO FIGHT” PROGRAM 1. The new “Fit to Fight” program focuses on physical well-being 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 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 9 9

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 MP2 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 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/Sirir” 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) Support info Sources Present support info Ideas Definitions Examples Comparisons Testimony Visuals Graphs Pictures/clip art Quotes Props Incorporate 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