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PDG 2017 E-8-1s > Chapter 14 > Flashcards

Chapter 14 Flashcards

1
Q

The principles of effective communication apply equally well to written and spoken communications T/F

A

True

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2
Q

What are the three most common and familiar ways to prepare all official and personal correspondence and memoranda

A
  1. Official Memorandum
  2. Personal letter
  3. Memorandum for Record
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3
Q

What writing format should you use to communicate with all DoD agencies

A

The official Memorandum

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4
Q

What writing format should you use to conduct official business with vendors or contractors outside the government when the personal letter isn’t appropriate

A

The official memorandum

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5
Q

Which should you use for an official memorandum printed letterhead, computer generated letterhead or plain bond paper

A

You may use any of them

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6
Q

For an official memorandum you may type or print on only one side and you must use black or blue ink . What size font should you use

A

10 - 12 point

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7
Q

You’ve made a minor typographical error while writing on official memorandum. How should you correct it.

A

Correct it neatly and legibly in ink. (Don’t redo correspondence to correct an error that does not change the intent)

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8
Q

What three captions for an official memorandum are typed in all caps, two line spaces apart, beginning four lines below the date or 14 lines from the top of the page.

A

MEMORANDUM FOR, FROM and SUBJECT (If you use computer generated letterhead without the DoD seal or plain bond paper begin 11 lines spaces from the top)

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9
Q

The FROM action on an official memorandum should contain the full mailing address of the function originating the correspondence T/F

A

True

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10
Q

In an official memorandum, type the text flush with the left margin, beginning two line space below the SUBJECT caption. Should you number and letter each paragraph

A

Yes

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11
Q

Type the signature element of an official memorandum at least three spaces to the right of page center , five lines below the last line of text. What should the signature element include

A

on the first line, the name I UPPERCASE, including Grad and service; on the second line the duty title and on the third line, the name of the office organization level (if not announced in the heading)

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12
Q

Where should you type “Attachments” on an official memorandum

A

Flush with the left margin, 10 lines below the last line of text or three lines below the signature element. (f there are two or more, number them in the order referenced in the MEMO)

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13
Q

In an official memo, what should you cite in the description of each attachment

A

The office of origin, type of communication, date and number of copies (in parentheses) if more than one

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14
Q

You are writing to an individual on a private matter to convey condolences. What writing format should you use.

A

The personal letter (Use this format when a personal touch, warmth or sincerity is essential)

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15
Q

How long should a personal letter be

A

Preferably no longer than one page

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16
Q

Which writing format includes salutation and complimentary close elements

A

The personal letter

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17
Q

The _____ is an informal document with a set format that notes certain actions or records information referring to a certain piece of correspondence

A

Memo For Record

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18
Q

What two MEMO for Record methods are used most often

A

The separate page MR and the explanatory MR

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19
Q

You are recording information from a telephone call. What writing format would you use

A

A separate page Memo for record

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20
Q

What information does a separate page memo for record recoard

A

Information usually passed on to coworkers verbally that should in this instance be recorded in writing and filed (its and in house document)

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21
Q

What line can be added to a separate page Memo for record to specifically target the addressee

A

A “MEMMO FOR” or “TO:” line

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22
Q

Should a separate page memo for record use official letter head

A

No, Type or write on a sheet of paper

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23
Q

Use ____ -inch margins all around in separate page Memo for Records

A

1-Inch Margins

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24
Q

Number paragraphs if there are more than one in a separate-page Memo For record. Is a full signature block required?

A

No, But it should be signed

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25
Q

The ____ Memo For record is usually on the file copy of most correspondence

A

Explanatory MR

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26
Q

by reading a _____ Memo for Record and the basic correspondence, the reader should understand enough to act without additional information

A

Explanatory MR

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27
Q

What information should a explanatory memo for Record include

A

A quick synopsis of the purpose of the correspondence, who got involved and additional information not included in the basic correspondence

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28
Q

If the basic correspondence really does say it all, an explanatory Memo for Record may not be required. However, what may some organizations still require for the file copy?

A

that you write “MR: Self explanatory” on the file copy

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29
Q

How should you handle an explanatory Memo for record if there is not enough space on the correspondence

A

Type “MR ATTACHED” or “MR ON REVERSE” and put the MR on a separate sheet or on the back of the record copy if it can be read clearly

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30
Q

You do not need to number multiple paragraphs in an explanatory Memo for record T/F

A

False (Number if there is more then one paragraph)

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31
Q

Describe how to sign an explanatory Memo for Record when there is ample space

A

Merely sign your last name after the last word

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32
Q

You have a very brief explanatory memorandum for record but not enough space on the bottom of your correspondence. Describe the format you’ll use

A

Type ‘MR:” on the same line as the text, use the tighter format and sign your last name followed by the date

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33
Q

List three AF communication formats that may require you to write bullet statements

A
  1. EPR
  2. AF IMT 1206
  3. Bullet Background Paper
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34
Q

List the three phases of writing an effective bullet statement

A

Phase 1 - Extract the Facts
Phase 2. Build the Structure
Phase 3 - Streamline the final product

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35
Q

How should you being writing bullet statements

A

Gather as much relevant information as you can , then sort through it

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36
Q

In Phase 1 of writing a bullet statement, what should you do as you sort through the information you’ve collected

A
  1. Isolate one specific action the person performed
  2. Select the best power verb for the action
  3. Look for numerical information related to the action
  4. Find information about how the accomplishment impacted the bigger picture
  5. Review each item to see if it is associated with the single accomplishment identified earlier
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37
Q

In phase 2 of writing a bullet statement, what two components are used to organize information in the proper structure

A

The accomplishment element and the impact element

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38
Q

What does the accomplishment element of a bullet statement focus on

A

It begins with an action and focuses on one single accomplishment (if the action verb needs a boost, use an adverb)

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39
Q

What does the impact element of a bullet statement explain

A

How the persons actions affected the organization - weather at the work center level or the unit or the entire AF

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40
Q

In Phase 3 of writing a bullet statement, streamline the final product to make it accurate, ____ and specific

A

Brief, (avoid exaggerating facts. Use the fewest , shortest, clearest, most descriptive words. Don’t estimate or generalize)

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41
Q

email transmits information electronically over ____-based messaging systems

A

Computer Based

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42
Q

How does the AF ensure secure email messaging

A

Through guidelines that ensure standardized and responsible use by all AF members

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43
Q

In identify management, what element is vital to message security

A

Implementation of Public Key Infrastructure (PKI) and Command access cards (CAC)

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44
Q

____ Authenticates and email senders identify using a digital signature and message encryption and decryption

A

Public Key Infrastructure (PKI)

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45
Q

Current AF guidance contains information about eh use of Public Key Infrastructure (PKI) to send and receive email T/F

A

False (It is used to sign and encrypt email)

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46
Q

Describe the Defense Message System (DMS)

A

It is the core message system of record for the DoD and AF - Interfacing to other US government agencies, allied forces and defense contractors

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47
Q

The Defense Message System (DMS) was developed by the Air Force T/F

A

False (It is a commercial off the shelf application)

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48
Q

To whom does Defense Message System (DMS) provide messaging and interface

A

DMS provides messaging to all DoD Users and interfaces with other US government agencies, allied forces and defense contractors

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49
Q

What may be used for all organization messaging requirements

A

Organization simple mail transfer protocol mailboxes( unless usage of the defense message system is required in support of combatant command responsibilities)

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50
Q

When may you use a government provided messaging system

A

For official or limited authorized personal use only (All systems are subject to monitoring , interception, search and seizure for all authorized purposes)

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51
Q

Emails maybe be subject to request under the freedom of Information Act, Litigation and court orders T/ F

A

True ( If requested, individuals are responsible for reviewing messages in email accounts and all backups to locate responsive material)

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52
Q

Only reply to electronic messages that absolutely require a response and minimize use of the ____ function

A

Reply All

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53
Q

Do individuals using a government provided messaging system expected to bear shared responsibility for material sent Yes or No

A

No (individuals must bear sole responsibility for material sent)

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54
Q

Never auto forward electronic messages from the . mil domain to a commercial internet service provider T/F

A

True

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55
Q

Do not indiscriminately release electronic messaging addresses to the public T/F

A

True

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56
Q

What law requires agencies to safeguard the security and confidentiality of records and protect personal privacy

A

The Privacy act of 1974

57
Q

What four measures should you consider before sending sensitive or personal information in DoD emails

A
  1. Confirm there is an official nee
  2. Confirm all addresses are authorized receivers under the Privacy Act
  3. Confirm the subject line include “For official use only” followed by the subject
  4. Confirm “This email contains for official use only information which must be protected under the Privacy Act and AFI33-332 “ appears at the start of the email
58
Q

Email ____ provides guidelines for proper online behavior that avoids social blunders an offending recipients

A

Protocol

59
Q

List several ways you can avoid email protocol blunders

A
  1. Be clear and concise
  2. Watch your tone
  3. Be selective about the message you send
  4. Be selective about who receives your message
  5. Check your attachments and support material
  6. Keep your email under control
60
Q

To be clear and concise with your email ensure the subject line communicates your purpose and lead with the most important information. List several other things you should do

A
  1. Use topic sentences for multiple paragraphs
  2. Be brief and stick tot he point
  3. Use bold, Italics or color to emphasized key points
  4. Choose readable fonts
61
Q

What size font is considered readable in email

A

12 Point or larger

62
Q

To watch your tone in an email, be polite, keep it clean an professional and don’t shout. How do you shout in an email

A

Write in all capital letters

63
Q

Why should you be careful with humor, irony and sarcasm in email

A

Because they are perceived more harshly without nonverbal cues

64
Q

Nonverbal cues make up _____% of interpersonal communications

A

90%

65
Q

Be selective about the message you send. List several topics you should not discuss in email

A

any controversial, sensitive, for official use only , classified, personal, Privacy act or unclassified information requiring special document handling

66
Q

Because even unclassified information can create problems in the wrong hands when brought together with other information, always consider _____ when sending emails

A

Operation Security (OPSEC)

67
Q

Which is a good use of AF email - creating, forwarding or posting junk mail on bulletin boards, reading or sending chain letters or using email for personal ads.

A

None of these

68
Q

List four ways you can be selective about who gets your email messages

A
  1. Reply to specific addresses only
  2. Use Reply all sparingly
  3. Get permission before using large mail groups
  4. Double check the address before mailing
69
Q

What should you ensure by checking your attempts and support material before you send an email

A
  1. your attachment is there
  2. all information is provided the first time
  3. You’ve cited all quotes, references and sources
  4. You’ve respected copy right and license agreements
70
Q

List several ways you can keep you email under control

A
  1. Sign off the computer when you leave your workstation
  2. create mailing lists
  3. Read and delete files daily
  4. create an organized directory on your hard drive
  5. ensure record copies are properly identified and stored in an approved filing system
  6. acknowledge important or sensitive messages
  7. set up an auto reply when your way for an extended period
71
Q

What information should your email auto reply include

A

How long your unavailable via email and alternate contacts for immediate answers or responses

72
Q

What resource provides the capability for quick and efficient dissemination of an access to information from government and non government sources

A

The internet

73
Q

Web content must be managed in compliance with all ____ Policies and procedures

A

Information management

74
Q

What is the AF goal for internet usage

A

To provide maximum availability at acceptable risk levels for personnel who need internet access for official business

75
Q

Government hardware and software are for official use and limited authorized personal use only. Limited personal use must be of reasonable ____ _____

A

Duration and frequency

76
Q

Which use of the internet is permitted

A

Using copyrighted material without violating th owners rights

77
Q

Classified information must be stored or process only on a computer system that have what approval

A

Approval for classified processing

78
Q

When can you view, change, damage, delete, or lock access to another users files or communication or try to circumvent or defeat security or modify security stmes

A

With appropriate authorization or permission

79
Q

When can you obtain, install, copy , store or use software in violation of the appropriate vendors licenses

A

Never

80
Q

Who’s written permission do you need before modifying or altering the computer network operating system or system configuration

A

The system administrator of that system

81
Q

Copying and posting for official use only information controlled unclassified information critical information or personally identifiable information on DoD owned operated or controlled publicly accepted sites or on commercial internet based capabilities is prohibited T/F

A

True

82
Q

Who’s approval is required before you download or install freeware, shareware or any software product

A

The designated accrediting authority

83
Q

Protect information systems from malicious logic attack by applying a mix of human technological preventative measures. What are three examples of malicious logic attacks

A

Virus, worm or Trojan horse

84
Q

Scan approved removable media devices for viruses before and after us if scans are not _____

A

Automated

85
Q

If you suspect and information system abnormality what should you do

A

Immediately report it to the organizational information assurance officer

86
Q

what guidance should you follow when using federal government resources to access internet based capabilities

A

AFI 10-701 Operations Security

87
Q

Individuals shall not represent the policies or official position of the AF or DoD when using federal government resources to access Internet based capabilities T/F

A

True

88
Q

How can meetings be used

A

To share information, solve problems, plan , brainstorm or motivate

89
Q

List the three phases of conducting an effective meting

A
  1. Planning the meeting
  2. Running the meeting
  3. Follow-up
90
Q

What should you check when planning a meeting

A

Your organizations standard operating procedures

91
Q

List the six key issues to cover when planning a meeting

A
  1. Decide if the meeting is appropriate
  2. Define its purposed
  3. Decide who should be invited
  4. Decide where and when the meeting should occur
  5. Plan the capturing of meeting information
  6. Send out an agenda
92
Q

Who should you invite to a meeting

A

Only those directly involved in the issues

93
Q

When planning a meeting ensure the time is convenient and reserve the room. How long should a meeting last

A

Keep it under an hour or plan for breaks

94
Q

If your meeting is not a routine one with an appointment recorder, how can you capture meeting information during the meeting and after the meeting

A

During - Using a dry erase board, butcher paper, note taking

After - with minutes

95
Q

How soon should you send an agenda for a meeting to attends

A

No later than one or two days prior to the meeting

96
Q

What should you include in the meetings agenda

A

The date, time location and purpose

97
Q

Name three ways you can avoid dragging a meeting out un-necessary

A
  1. Start on time
  2. Follow the agenda (review it at the beginning)
  3. Understand group dynamics
98
Q

List the four predictable stages teams or groups move through in all meetings

A
  1. Forming stage
  2. Storming stage
  3. Norming stage
  4. Performing stage
99
Q

The team accomplishes little toward project goals during the forming stage of meetings. What do they do instead

A

Transition from individual to member status, explore boundaries of acceptable group behavior and test the leaders guidance

100
Q

Which stage of meetings is often the most difficult and why

A

The storming stage. Members realize the task is different and more challenging than expected an may become testy, accusatory, overzealous, impatient or argumentative

101
Q

While groups in the storming stage of meeting resist collaborating, try to rely solely on personal and professional experience, and don’t make progress toward the team goal, what good comes from this stage

A

They begin to understand on another

102
Q

Which stage of meeting sis the first time team members start making significant strides toward the team goal

A

norming stage

103
Q

During the norming stage, team members reconcile competing loyalties and responsibilities and accept the team and the team ground rules or ____.

A

Norms (They accept their roles in the team and the individualities of fellow members, becoming more cooperative and reducing emotional conflict)

104
Q

A lot of work starts getting done during the _____ stage of meetings. The team becomes an effective, cohesive unit that can begin diagnosing and solving problems and choosing and implementing changes.

A

The forming stage (Members discover and accept each others strengths and weaknesses and have learned their roles)

105
Q

What does the follow up for meetings involve

A

Sending out meetings minutes and starting the whole cycle over again

106
Q

_____ are a clear summary of a meeting s participants comments and document planned or completed actions

A

Minutes

107
Q

What format do you use to prepare meeting minutes

A

The official memorandum format

108
Q

Date the minutes for the day the meeting was held T/F

A

False (Dates minutes for the day they are distributed)

109
Q

For meeting minutes, you may list the names of members present in two columns to save space. Where should you place information about a future meeting

A

In the last paragraph

110
Q

When a person signs a paper as a member of a board or committee, what position does the signature element indicate

A

Only that persons status as a member on the board or committee, not an other position held

111
Q

To approve a meetings minutes, what three words are typed two lines below the recorders signature block, followed by the approving authority’s signature block

A

Approved as written

112
Q

Type minute either single or double spaced, with additional space between items of business and paragraphs. what tense should you use for all verbs

A

Pas Tense. ( also be sure to spell names correctly and use proper grammar and punctuation

113
Q

The order of the minutes usually follows the order of the _____

A

Agenda

114
Q

The minutes generally begin with the kind of meeting day, date, time and place of the meeting, the word “Minutes” in the heading and the name of the meeting body. Give an example of the opening paragraph

A

The Executive Committee met for _____ meeting on day , date and time

115
Q

The minutes of a meeting list the members present. Do they list absent members

A

Yes

116
Q

The minutes of a meeting document the action taken on the last meetings minutes and reports. In what order do they then deal with old, current and new business

A

First, current business, with complete discussions and conclusion; Second, old business with discussion and follow up as recommended; and third, new business, with discussions and recommendations

117
Q

Which final action in a meeting is documented in the body of its minutes

A

Adjournment

118
Q

Many instruments of written communication are used in the AF. List the five that are discuses in the SNCO portion of Chapter 14

A
  1. Bullet background paper
  2. AF IMT 1768, Staff summary Sheet
  3. Electronic Staff Summary
  4. Trip report
  5. Staff study report
119
Q

What does a bullet background paper present

A

Concisely written statements centered around a single idea or a collection of accomplishments with their respective impacts. (It provides a concise, chronological evolution of a problem, a complete summary of an attached staff package, or the main thrust of a paper)

120
Q

In a bullet background paper, main ideas follow the intro paragraph. How long may each be

A

As long as several sentences or as short as one word

121
Q

In a BBP secondary items follow with a single dash. What do tertiary items follow with

A

Multiple indented dashes. (Both these items can be as short as a word are as long as several sentences)

122
Q

Are headings such as SBUJECT, PROBLEM, RECCOMDATIONS etc.. mandatory or optional in a bullet background paper

A

Optional

123
Q

The format of a BBP varies. Describe the usual general setup for margins and spacing

A

Center the title (all capital letters, use 1 inch margins, single space text, double space between items (except double space title and triple space before text, and use proper punctuation and complete lthoughts

124
Q

Two f the five keys to developing a good BBP are to write to the users knowledge a level and emphasize main points. List the other three

A
  1. Attach support data and refer to it in the background
  2. Minimize length to achieve brevity with short transitions
  3. End with concluding remarks or recommendations
125
Q

On a BBP include an identification line on the first page, 1 inch from the bottom of the page or at least two lines below the last line of text. What information is included in the Identification line

A

The authors grade and name, organization, office symbol, telephone number, typists initials and date

126
Q

What form should you use to summarize staff work request action or forward information

A

AF IMT 1768, SSS

127
Q

SSS don’t require error free typing since they often contain several handwritten notes before reaching the approval authority T/F

A

True

128
Q

What document can help you fill out a staff summary sheet (SSS)

A

Air force Handout (AFH 33-337)

129
Q

How should you send electronic staff Summaries that require your group or wing CC signature

A

Through your internal Channels Via Email

130
Q

Who transmits the ESS package to the First Reviewer to coordinate and comment

A

The office of Primary Responsibility (OPR)

131
Q

What should each review of a ESS package do

A

Forward (never reply ) the package with comments (If any) to the next reviewer

132
Q

To whom should the last reviewer of an ESS forward the entire package

A

Back to the OPR

133
Q

What does a trip report describe

A

A TDY trip to another location

134
Q

What should a trip report include

A
  1. Purpose
  2. Traveler
  3. Itinerary
  4. Discussions
  5. Conclusions or recommendations
135
Q

Most orgs have a standard trip report template T/F

A

True

136
Q

What written staff instrument would you probably use to analyze a clearly defined problem identify conclusion and make recommendations

A

A Staff study report

137
Q

Not all organization routinely use a Staff study report. Is it acceptable as a problem solution report in the Joint Staffs

A

YEs

138
Q

the Staff study report represents completed staff work. What does this mean

A

That the staff member has solved a problem and is pressing a complete solution to the boss

139
Q

A staff study reports ____ should be a complete enough that the decision maker need only approve or disapprove it

A

Solution

PDG 2017 E-8-1s (9 decks)

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