Chapter 14 Flashcards
Everyone must understand how to communicate successfully and what causes communication failure. Most mistakes are tied to forgetting one of the five core communication principles. The five principles are: (14.2.)
focused, organized, clear, understanding, and supported
Everyone must understand how to communicate successfully and what causes communication failure. Most mistakes are tied to forgetting one of the five core communication principles. The acronym that represents the five principles is _______. (14.2.)
FOCUS
Most communication failures are tied to forgetting one of the five core communication principles. The five principles are focused, organized, clear, understanding, and supported. Focused means: (14.3.)
the sender has a clear idea of the intended audience and objective and stays on track
The five principles of successful communication are Focused, Organized, Clear, Understanding, and Supported. “Organized” means: (14.4.)
the material is presented in a logical, systematic manner
The five principles of successful communication are Focused, Organized, Clear, Understanding, and Supported. “Clear” means: (14.5.)
spell and pronounce words and assemble and punctuate sentences correctly; get to the point
The five principles of successful communication are Focused, Organized, Clear, Understanding, and Supported. “Understanding” means: (14.6.)
to understand the audience’s current knowledge, views, and interest level in the topic
The five principles of successful communication are Focused, Organized, Clear, Understanding, and Supported. “Supported” means: (14.7.)
to use logic and support to make your point and build credibility
In addition to the five principles of successful communication (FOCUS), the PDG recognizes seven steps to effective communication: Analyze purpose and audience, Research your topic, Support your ideas, Organize and outline and _______. (14.8.)
draft, edit, and fight for feedback
The PDG lists seven steps to effective communication: Analyze Purpose and Audience, Research the Topic, Support your Ideas, Organize and Outline, Draft, Edit, and Fight for Feedback. The first four steps: (14.8.)
lay the groundwork for the drafting process
The PDG lists seven steps to effective communication: Analyze Purpose and Audience, Research the Topic, Support your Ideas, Organize and Outline, Draft, Edit, and Fight for Feedback. The first step, Analyze Purpose and Audience, means: (14.9.)
to determine who the audience is and the purpose of the communication
The purpose of most Air Force writing or speaking is to: (14.9.1.)
direct, inform, persuade, or inspire
The purpose of most Air Force writing or speaking is to direct, inform, persuade, or inspire. Which purpose describes the need to pass on clear, concise directions describing actions you expect to be carried out by your audience? (Fig 14.3.)
direct
The purpose of most Air Force writing or speaking is to direct, inform, persuade, or inspire. Which purpose is the need to pass on accurate and adequate information tailored to the education and skill levels of the audience? (Fig 14.3.)
inform
The purpose of most Air Force writing or speaking is to direct, inform, persuade, or inspire. Which purpose is trying to sell your audience on a new idea, new policy, new product, or change in operations? (Fig 14.3.)
persuade
The purpose of most Air Force writing or speaking is to direct, inform, persuade, or inspire. Which of these purposes places emphasis on delivery, a thorough knowledge of your topic and likewise your audience? (Fig 14.3.)
inspire
One way to make sure you are clear on your objective is to write a purpose statement. This statement is _______. (14.9.2.)
one sentence that captures the essence of what you are trying to do; your “bottom line”
The first of seven steps to effective communication is Analyze Purpose and Audience. The PDG describes four subcategories of audience: (14.9.5.)
primary receiver, secondary receiver, key decision makers, and gatekeepers
The PDG describes four subcategories of audience: primary receiver, secondary receiver, key decision makers, and gatekeepers. The primary receiver: (14.9.5.1.)
is the person you directly communicate with, either verbally or in writing
The PDG describes four subcategories of audience: primary receiver, secondary receiver, key decision makers, and gatekeepers. The secondary receiver: (14.9.5.2.)
is people you indirectly communicate with through the primary receivers
The PDG describes four subcategories of audience: primary receiver, secondary receiver, key decision makers, and gatekeepers. The key decision makers: (14.9.5.3.)
are the most powerful members of the audience; the ones who make the decisions
The PDG describes four subcategories of audience: primary receiver, secondary receiver, key decision makers, and gatekeepers. The gatekeepers: (14.9.5.4.)
are people who review communication before it reaches the intended audience
The PDG lists seven steps to effective communication. The second step, Research the Topic, means to: (14.10.)
research your topic to uncover information that will support your communication goals
The PDG lists seven steps to effective communication. The third step, Support your Ideas, means to _______. (14.11.)
figure out how to use what you have to meet your communication goals
The third step to effective communication is “Support your Ideas”. Using the comments of recognized authorities to support your claim is known as _______. (14.11.2.)
testimony
The fourth step to effective communication, Organize and Outline, means to: (14.12.)
select a pattern that presents ideas systematically and logically from start to finish
The fourth step to effective communication is Organize and Outline. Some of the most common organization patterns are: (14.12.)
Topical, Compare or Contrast, Chronological, Sequential, Spatial or Geographical, Problem and Solution, Reasoning and Logic, and Cause and Effect
The fourth step to effective communication is Organize and Outline. Which organizational pattern would be used to to present groups of ideas, objects, or events by categories? (14.12.1.)
Topical
The fourth step to effective communication is Organize and Outline. Which organizational pattern should be used when you need to discuss similarities and differences between topics, concepts, or ideas? (14.12.2.)
Compare or Contrast
The fourth step to effective communication is Organize and Outline. Which organizational pattern is appropriate to discuss events, problems, or processes in the sequence of time in which occurrences take place or should take place? (14.12.3.)
Chronological
The fourth step to effective communication is Organize and Outline. Which organizational pattern is similar to the chronological pattern and is used to describe a sequence of steps necessary to complete a technical procedure or process? (14.12.4.)
Sequential
The fourth step to effective communication is Organize and Outline. Which organizational pattern is based on a directional strategy -north to south, east to west, clockwise or counterclockwise, bottom to top, above and below? (14.12.5.)
Spatial or Geographical
The fourth step to effective communication is Organize and Outline. Which organizational pattern is used to identify and describe a problem and one or more possible solutions, or an issue and possible techniques for resolving the issue? (14.12.6.)
Problem and Solution
The fourth step to effective communication is Organize and Outline. Which organizational pattern should be used when your mission is to present research that will lead your audience down the path to your point of view? (14.12.7.)
Reasoning and Logic
The fourth step to effective communication is Organize and Outline. Which organizational pattern should be used to show how one or more ideas, actions, or conditions lead to other ideas, actions, or conditions? (14.12.8.)
Cause and Effect
The fifth of seven steps to effective communication is Prepare a Draft. A draft: (14.13.)
-is not a finished product-does not have to be polished and perfect-doesn’t require perfect grammar, punctuation, spelling, or word choice
A draft consists of a three-part structure: introduction, body, and conclusion. Which part captures your audience’s attention, establishes rapport, and announces your purpose? (14.13.1.)
Introduction
A draft consists of a three-part structure: introduction, body, and conclusion. A typical introduction has three components: (14.13.1.)
stage-setting remarks, a purpose statement, and an overview
A draft consists of a three-part structure: introduction, body, and conclusion. Which part is the heart of your message and includes the main ideas about your subject and supporting details under each main idea? (14.13.2.)
Body
A draft consists of a three-part structure: introduction, body, and conclusion. Which part summarizes the main points discussed in the body and leaves the reader with a sense of closure? (14.13.3.)
Conclusion
A draft consists of a three-part structure: introduction, body, and conclusion. The introduction and conclusion should balance each other without being _______. (14.13.3.)
identical
Paragraphs are the primary vehicles for developing ideas. They: (14.13.4.1.)
-group related ideas into single units of thought-separate one unit of thought from another unit-alert readers the writer is shifting to another phase of the subject
One way to make sure your paragraphs flow together is by using transitions. Internal transitions are used within a sentence to improve the flow, while external transitions are used: (14.13.6.)
to link separate paragraphs together within the body of the communication
There are three considerations to make when drafting sentences: active voice, smothered verbs, and parallelism. Active voice is: (14.13.7.1.)
getting to the point quickly with fewer words
There are three considerations to make when drafting sentences: active voice, smothered verbs, and parallelism. Smothered verbs are: (14.13.7.2.)
relying on general verbs that take extra words to complete their meaning
There are three considerations to make when drafting sentences: active voice, smothered verbs, and parallelism. Parallelism is: (14.13.7.3.)
-using a consistent pattern when making a list-keeping the grammatical construction similar
The five fears that lead to writer’s block are: (14.13.8.)
fear of failure, rejection, success, offending, and running out of ideas
A way to overcome writer’s block is to: (Fig 14.5.)
-avoid procrastination-write just the topic sentences for each paragraph
One way to make sure you edit efficiently is to read your document at least three times. In the first pass, look at the big picture; in the second pass, look at paragraph construction; and in the third pass, look at _______. (14.14.)
sentences, phrases, and words
Step 7 of the Seven Steps to Effective Communication is Fight For Feedback. Feedback is: (Fig 14.6.)
-both positive and negative-specific rather than general
The most common formats for preparing official and personal correspondence are: (14.16.)
-the Official Memorandum-the Personal Letter-the Memorandum for Record (MR)
Which of the following is the format used to communicate with all DoD agencies and to conduct official business with vendors or contractors outside the government when the personal letter is inappropriate? (14.16.1.)
Official Memorandum
The official memorandum must be prepared on what type of paper? (14.16.1.1.)
-printed letterhead or computer-generated letterhead-plain bond paper
The official memorandum can be written on printed letterhead, computer-generated letterhead, or plain bond paper. Type or print on: (14.16.1.1.)
one side of the paper, using black or blue-black ink, and a 10- or 12-point font
Which of the formats below is used when the communication needs a personal touch, when warmth or sincerity is essential, and when writing to an individual on a private matter for praise, condolence, sponsorship, etc? (14.16.2.)
Personal Letter
The Personal Letter format is used when the communication needs a personal touch or when warmth or sincerity is essential. The personal letter should include a salutation element (Dear XXXX) and _______. (14.16.2.)
a complimentary close element (usually Sincerely)
Which of these formats is used to record information that would otherwise not be recorded in writing or to provide a quick synopsis of the purpose of a correspondence? (14.16.3.)
Memorandum for Record
The Memorandum for Record (MR) is an informal document with a set format. It is used to record information that refers to a certain piece of correspondence or to note certain actions. The two methods used most often are the: (14.16.3.)
separate-page MR and the explanatory MR
The separate-page MR and the explanatory MR are two types of Memorandum for Record used most often. Which is appropriate for recording in-house information that would otherwise not be recorded in writing (such as a phone message or the results of a meeting)? (14.16.3.1.)
separate-page MR
The separate-page MR and the explanatory MR are two types of Memorandum for Record often used. Which is usually attached to the file copy of correspondence and gives the reader a quick synopsis of the purpose of the correspondence? (14.16.3.2.)
explanatory MR
The key to writing an effective bullet statement is: Extract the Facts, Build the Structure, and _______. (14.17.)
Streamline the final product
The key to writing effective bullet statements is to follow the three phases: (1) Extract the Facts, (2) Build the Structure, and (3) Streamline the final product. Isolating a specific action and tracking down information on how the accomplishment affected the big picture are done during which phase? (14.17.1.)
Extract the facts
There are three phases in writing effective bullet statements: (1) Extract the Facts, (2) Build the Structure, and (3) Streamline the final product. Which phase includes taking information from phase 1 and organizing the information into two components, the accomplishment element and the impact element? (14.17.2.)
Phase 2. Build the structure
There are three phases in writing effective bullet statements: (1) Extract the Facts, (2) Build the Structure, and (3) Streamline the final product. Which phase includes reviewing and refining the bullet statement to make it accurate, brief, and specific? (14.17.3.)
Phase 3. Streamline the final product
During verbal communication, the speaker has control over things that help increase communication such as rate, volume, pitch, pause, pronunciation, and length. The rate of speech is: (14.18.1.1.)
how fast someone talks; there is no correct rate of speed for every speech
The speaker has control over things that help increase communication such as rate, volume, pitch, pause, pronunciation, and length. Although there is no correct rate of speed for every speech, it should be considered that most people can listen: (14.18.1.1.)
four to five times faster than the normal spoken rate of 120 words a minute
During verbal communication, the speaker has control over things that help increase communication such as rate, volume, pitch, pause, pronunciation, and length. Pitch is: (14.18.1.3.)
the use of notes, higher or lower, in the voice to avoid monotone speech
The speaker controls aspects of speech that help increase communication. The aspect of speech that gives the speaker time to catch his or her breath and the audience time to collect the speaker’s ideas is _______. (14.18.1.4.)
the pause
The speaker controls aspects of speech that help increase communication. The ability to articulate one’s thoughts and express words distinctly is _______. (14.18.1.5.)
articulation
The speaker controls aspects of speech that help increase communication. The ability to say or pronounce words correctly is _______. (14.18.1.5.)
pronunciation
Experts tell us that over half of our meaning may be communicated nonverbally through eye contact, body movement, and gestures. Eye contact is considered to be one of the most important factors in nonverbal communication because: (14.18.2.1.)
-it lets the listeners know the speaker is interested in them-it allows you to receive nonverbal feedback from the audience-it enhances the credibility of the speaker
Three common delivery formats for public speaking are Impromptu, Prepared (Formally Extemporaneous), and Manuscript. Impromptu speaking is: (14.18.3.1.)
when speakers have to speak publicly without warning or on a few moments’ notice
Three common delivery formats for public speaking are Impromptu, Prepared (Formally Extemporaneous), and Manuscript. Prepared (Formally Extemporaneous) speaking is: (14.18.3.2.)
when people have ample opportunity to prepare and develop a thorough outline and rehearse beforehand
Three common delivery formats for public speaking are Impromptu, Prepared (Formally Extemporaneous), and Manuscript. Manuscript speaking is: (14.18.3.3.)
a delivery format that requires every word spoken to be absolutely perfect
Three common delivery formats for public speaking are Impromptu, Prepared (Formally Extemporaneous), and Manuscript. The disadvantage of a manuscript briefing is that: (14.18.3.3.)
speakers lack spontaneity and eye contact and they stand behind the lectern
Types of speaking used in the Air Force include the briefing, teaching lecture, and formal speech. What distinguishes the briefing from other types of speaking? (14.18.4.1.)
brevity
Types of speaking used in the Air Force include briefing, teaching lecture, and formal speech. Which type of speaking is the method of instruction most often used in the Air Force? (14.18.4.2.)
teaching lecture
The primary purpose of a teaching lecture is to teach students about a given subject. The two types of Teaching lecture are _______. (14.18.4.2.)
formal and informal
Teaching lectures are either formal or informal. Formal lectures are generally one-way with no verbal participation by the students. Informal lectures are: (14.18.4.2.)
usually for smaller audiences and allow for verbal interaction between the instructor and students
Types of speaking used in the Air Force include the briefing, teaching lecture, and formal speech. What are the three basic purposes a formal speech may have? (14.18.4.3.)
inform, persuade, or entertain
The three basic purposes a formal speech may have are to inform, persuade, or entertain. Which type is a narration concerning a specific topic but does not involve a sustained effort to teach? (14.18.4.3.)
informative speech
The three basic purposes of a formal speech are to inform, persuade, or entertain. Which type is designed to move an audience to believe in or take action on the topic presented? (14.18.4.3.)
persuasive speech
The three basic purposes of a formal speech are to inform, persuade, or entertain. Which type gives enjoyment to the audience and often relies on humor and vivid language to entertain listeners? (14.18.4.3.)
entertaining speech
The PDG describes three types of listening: informative listening, critical listening, and _______. (14.19.4.)
empathic listening
The PDG describes three types of listening: informative listening, critical listening, and empathic listening. When a listener’s primary concern is to understand information exactly as transmitted, that is an example of: (14.19.4.1.)
informative listening
The PDG lists three types of listening: informative listening, critical listening, and empathic listening. The type of listening that is usually thought of as being the sum of informative listening and critical thinking is: (14.19.4.2.)
critical listening
The three types of listening are: informative listening, critical listening, and empathic listening. The type of listening that is useful when communication is emotional or when the relationship between the speaker and listener is as important as the message is _______. (14.19.4.3.)
empathic listening
A vital element for e-mail messaging security is the implementation of _______ for identity management. (14.21.)
public key infrastructure (PKI) and common access cards (CAC)
The ______ is the core messaging system of record for the DoD and the Air Force. (14.22.)
Defense Message System (DMS)
Air Force electronic messaging is divided into two classes: (14.23.)
organizational DMS High Grade Service (HGS) and Simple Mail Transfer Protocol (SMTP) e-mail
Air Force electronic messaging is divided into two classes. Which class includes organizational messages that require a message release authority, are directive in nature, commit resources, make formal requests, or provide a command position? (14.23.1.)
organizational DMS High Grade Service (HGS)
Air Force electronic messaging is divided into two classes. Which class includes messages by an individual or organizational group/role that do not commit or direct an organization? (14.23.2.)
Simple Mail Transfer Protocol (SMTP) e-mail
When transmitting official taskings via e-mail: (14.24.)
send them to organizational addresses using HGS, not to individual addresses-the sender is responsible to ensure the intended receiver receives the tasking-the receiver is responsible to ensure the tasking is accurate
Before subscribing to, or participating in, electronic message newsgroups other than official Air Force internal information products, individuals must: (14.25.5.)
obtain written approval from the commander
Individual responsibilities when using official e-mail are: (14.25.9. - 14.25.11.)
-ensure the chain of command is followed when e-mailing superiors-ensure e-mail is not auto-forwarded from the .mil domain to local internet service providers-ensure slogans, quotes, digital images, unusual fonts, etc. are not routinely added to official or individual e-mail
The purpose of the Privacy Act of 1974 is: (14.26.)
to ensure the security and confidentiality of records and to protect individuals against an invasion of personal privacy
When sending personal information over email within DoD, ensure: (14.26. - 14.26.3.)
-there is an official need-that all addressees are authorized to receive it under the Privacy Act-that “For Official Use Only (FOUO)” is added to the subject line, followed by the subject, and that “This email contains For Official Use Only (FOUO) information which must be protected under The Privacy Act and AFI 33-332.” is added at the beginning of the e-mail
When should the statement, “For Official Use Only (FOUO)” be added to an e-mail’s subject line and the statement, “This email contains For Official Use Only (FOUO) information which must be protected under The Privacy Act and AFI 33-332.” be added at the beginning of an e-mail? (14.26.3.)
only in situations when personal information is actually being transmitted
The Air Force maintains two types of web pages or sites: Air Force public web pages or sites that are intended for viewing by the general public and _______. (14.28.)
Air Force private web pages or sites that are intended for a limited audience, specifically .mil and .gov users
Participating in non-DoD or non-government chat lines, chat groups, or open-forum discussions to or through a public site, is strictly prohibited unless: (14.28.3.6.)
-it is for official purposes-it was approved through the Global Information Grid Waiver Board
All job interviews are designed with one goal in mind: (14.29.1.1.)
to find the right person for a particular job
As Airmen prepare for an interview, they should understand that interviews are: (14.29.1.2.)
a two-way communication process
The purpose of the interview is to find the best SNCO for the job. However, interviews can be conducted in several different ways: (14.29.2.)
-individual interview or panel interview-interview by phone
Interviews can be conducted in several different ways: individual interview, panel interview, or by phone. Which type is frequently used when organizations are filling a managerial position? (14.29.2.1.2.)
panel interview
Interviewing is a 3-step process: (14.29.3.)
pre-interview preparation, actual interview, and post-interview actions
Most SNCOs will be interviewed in one of two ways: by phone or in person. If conducted by phone, the interview begins the moment you pick up the phone and ends: (14.29.4.)
once you hang up
Most SNCOs will be interviewed in one of two ways: by phone or in person. If conducted in person, the interview begins the moment you get out of your car and ends: (14.29.4.)
when you drive out of the parking lot
In job interviews, potential employers judge you on how you look and act, not just on what you say. Research shows that 65 percent of meaning in any interaction is conveyed _______. (14.29.4.2.2.)
nonverbally
After the interview is complete, two things will increase your chances of success and help you learn from your experience: (14.30.1. - 14.30.2.)
-send a short thank-you note to the organization with which you interviewed-make a few notes about the interview and what you would change or improve
