5- Company Officer- Communication

Question 1

Some characteristics of interpersonal communication include:

*6 of them

Answer 1

-Informal language
-Informal nonverbal clues
-Frequent changes of the speaker and listener roles
-Spontaneity
-Formality (command vs discussion)
-Intensity (tone, pitch, and volume)

Question 2

Interpersonal communication consists of the five following basic elements:

Answer 2

-Sender
-Message
-Receiver
-Feedback to the sender
-Interference

Question 3

What are the five general purposes of interpersonal communication?

Answer 3

-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

Question 4

Nonverbal communication consists of the following 3 elements:

Answer 4

-Body language
-Vocal tone and inflection
-Personal appearance

Question 5

_______ communication can reveal and project a person’s self-perception, emotional state, approachability, or cultural background.

Answer 5

Nonverbal

Question 6

Listening, unlike simply hearing, is an active process that includes the following (five) elements:

Answer 6

-Attending (focusing)
-Understanding
-Remembering
-Evaluating
-Responding

Question 7

____________ is the process of engaging with individuals or groups using spoken language.

Answer 7

Oral communication

Question 8

The three types of speeches and presentations most commonly used by company officers are:

Answer 8

Persuasive, Informative, Instructional

Question 9

______ 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.

Answer 9

Persuasive

Question 10

______ speeches are the easiest to develop when supporting data is compiled and analyzed.

Answer 10

Informative

Question 11

Informative speeches provide the audience with information on a variety of topics. These topics include:

Answer 11

-Ideas
-Objects
-Procedures
-People
-Events

Question 12

_______ speeches are used to teach the audience how to do something. They normally include a visual aid or demonstration.

Answer 12

Instructional

Question 13

When preparing a speech or oral presentation, follow a logical sequence that includes these (nine) steps:

Answer 13

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

Question 14

When preparing a speech or oral presentation, what is the first step that must be taken?

Answer 14

SELECT THE TOPIC

Question 15

The first step in writing any document is to determine its _____, ______, and ______.

Answer 15

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

Question 16

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.

Answer 16

Outline

Question 17

The average paragraph is __ to __ words long, equating to a topic sentence and __ or __ supporting sentences.

Answer 17

75-125 words long
4 or 5 supporting sentences

Question 18

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.

Answer 18

Memo

***note- remember that memos may be considered public record!

Question 19

______ 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.

Answer 19

Letters

Question 20

______ 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.

Answer 20

Reports

Question 21

Company officers complete form-based reports on a daily basis. These may include:

Answer 21

-Incident reports
-Fire investigation reports
-Internal or external inspection reports
-Injury reports
-Training reports
-Attendance reports

Question 22

Form-based reports require close attention to detail. The following characteristics describe a carefully-completed form:

Answer 22

-Legible
-Accurate
-Complete
-Objective

Question 23

_____ 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.

Answer 23

Narrative

Question 24

The first step in preparing a narrative report is to:

Answer 24

Determine the purpose of the report

Question 25

Types of narrative reports include:

Answer 25

Justification, Recommendation, Progress, Progress and justification, Description

Question 26

A ______ is used to determine organizational decision-making. They originate with top management and are disseminated to lower levels for implementation.

Answer 26

Policy

Question 27

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.

Answer 27

Procedure

Question 28

____ define what must be done and _____ describe the steps required to comply with them.

Answer 28

Policies; procedures

Question 29

______ 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.

Answer 29

Interoperability

Question 30

What are the “Five C’s” of radio communication?

Answer 30

Conciseness, clarity, confidence, control, capability