5- Company Officer- Communication Flashcards
Some characteristics of interpersonal communication include:
*6 of them
-Informal language
-Informal nonverbal clues
-Frequent changes of the speaker and listener roles
-Spontaneity
-Formality (command vs discussion)
-Intensity (tone, pitch, and volume)
Interpersonal communication consists of the five following basic elements:
-Sender
-Message
-Receiver
-Feedback to the sender
-Interference
What are the five general purposes of interpersonal communication?
-To learn (acquire knowledge or skills)
-To relate (establish a new relationship or maintain an existing one)
-To influence (control, direct, or manipulate behavior)
-To play/entertain (create a diversion and enjoy relaxation, such as with positive humor)
-To help (attend to another person’s needs or console someone in a time of tragedy or loss)
To learn, to relate, to influence, to play/entertain, to help
Nonverbal communication consists of the following 3 elements:
-Body language
-Vocal tone and inflection
-Personal appearance
_______ communication can reveal and project a person’s self-perception, emotional state, approachability, or cultural background.
Nonverbal
Listening, unlike simply hearing, is an active process that includes the following (five) elements:
-Attending (focusing)
-Understanding
-Remembering
-Evaluating
-Responding
____________ is the process of engaging with individuals or groups using spoken language.
Oral communication
The three types of speeches and presentations most commonly used by company officers are:
Persuasive, Informative, Instructional
______ speeches may be difficult to develop and yet can be the most important speeches an officer can give. Describing a problem and supplying a solution is intended to cause change.
Persuasive
______ speeches are the easiest to develop when supporting data is compiled and analyzed.
Informative
Informative speeches provide the audience with information on a variety of topics. These topics include:
-Ideas
-Objects
-Procedures
-People
-Events
_______ speeches are used to teach the audience how to do something. They normally include a visual aid or demonstration.
Instructional
When preparing a speech or oral presentation, follow a logical sequence that includes these (nine) steps:
Step 1- Select the topic
Step 2- Determine the purpose
Step 3- Generate ideas
Step 4- Develop the central idea
Step 5- Gather supporting evidence
Step 6- Organize the speech
Step 7- Rehearse the speech
Step 8- Deliver the speech
Step 9- Evaluate the speech
When preparing a speech or oral presentation, what is the first step that must be taken?
SELECT THE TOPIC
The first step in writing any document is to determine its _____, ______, and ______.
Audience, scope, purpose
Audience- may be an individual, internal group, or external audience
Scope- refers to its subject and how broad or narrow the coverage of it is
Purpose- why the document is being written
Lengthy or highly technical documents may require an _____. It may follow the same three-part format as one for a speech or for a standard training lesson: an introduction, a body, and a conclusion.
Outline
The average paragraph is __ to __ words long, equating to a topic sentence and __ or __ supporting sentences.
75-125 words long
4 or 5 supporting sentences
A _____ is a quick and simple way of transmitting a message within an organization. They are valuable because they commit the writer to a certain course of action and provide a chain of communication and evidence of action on a specific topic.
Memo
***note- remember that memos may be considered public record!
______ are generally used to correspond with persons, groups, and agencies outside the organization. They are longer, more formal, and often represent the entire organization rather than a specific branch or section.
Letters
______ constitute a significant amount of a company officer’s writing. They are public record, so company officers should stick to the facts of an incident so that the information is accurate and properly documented.
Reports
Company officers complete form-based reports on a daily basis. These may include:
-Incident reports
-Fire investigation reports
-Internal or external inspection reports
-Injury reports
-Training reports
-Attendance reports
Form-based reports require close attention to detail. The following characteristics describe a carefully-completed form:
-Legible
-Accurate
-Complete
-Objective
_____ reports are written in essay form. They may be the result of a form or they may be generated as part of a project or analysis.
Narrative
The first step in preparing a narrative report is to:
Determine the purpose of the report
Types of narrative reports include:
Justification, Recommendation, Progress, Progress and justification, Description
A ______ is used to determine organizational decision-making. They originate with top management and are disseminated to lower levels for implementation.
Policy
A _______ is a detailed plan of action that is similar and closely related to a (redacted). They detail, in writing, the steps to follow in conducting organizational policy for some specific, recurring problem or situtation.
Procedure
____ define what must be done and _____ describe the steps required to comply with them.
Policies; procedures
______ is the ability of a system to work with and use the parts or equipment of another system. This is a vital part of implementing NIMS during emergency response.
Interoperability
What are the “Five C’s” of radio communication?
Conciseness, clarity, confidence, control, capability
