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SNCOA - Comm > Comm - 01. Preparing for Communication > Flashcards

Comm - 01. Preparing for Communication Flashcards

1
Q

AFH 33-337

A

The Tongue and Quill

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2
Q

AFMAN 37-126

A

Preparing Official Communication

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3
Q

The person or organization we are communicating on behalf of, such as our supervisor, commander, or the AF.

A

Sending Audience

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4
Q

The person who will be receiving the communication.

A

Receiving Audience

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5
Q

Questions we should ask about the Sending Audience

A
  • Will my communication be in sync with organizational policy?
  • Am I communicating the intended message?
  • Who should coordinate on this?
  • Will the organization be embarrassed by what I write or say?
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6
Q

Questions we should ask about the Receiving Audience

A
  • Who will be my audience?
  • Why should this concern us?
  • We should gauge the tone of our message, the detail of our message, and the purpose of our message to the audience.
  • What does the audience know about the subject and why is this important?
  • What’s their background? Why is this important?
  • Will the audience be receptive or hostile?
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7
Q

This will allow you to do the following:

  • Allows adequate coverage of the material
  • Focus your attention on a specific area
  • Require less research
  • Provide a better chance for your audience to get your intended message
A

Narrowing Your Topic

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8
Q

The reason for our communication

A

Purpose

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9
Q

Benefits of knowing your purpose

A
  • Ensures your communication does what you intended
  • Helps you organize your thoughts
  • Focuses your communication
  • Identifies what you want the receiving audience to do with your communication
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10
Q

Four Purposes

A
  • To Inspire
  • To Direct
  • To Persuade
  • To Inform
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11
Q

An effective _____________ not only lets the audience know the reason for your communication, but also appeals to the audience.

A

Purpose Statement

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12
Q
  • What is in it for them?
  • Use Empathy
  • Establish common ground
A

Types of Appeals

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13
Q

Purpose Statement: Experts tell us, to improve our organizations efficiency by more than 40%, we must incorporate problem solving techniques in our daily routine. What is the reason for this communication?

A

To Persuade

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14
Q

Purpose Statement: Experts tell us, to improve our organizations efficiency by more than 40%, we must incorporate problem solving techniques in our daily routine. What method is used to appeal to the audience?

A

Tells the reader what’s in it for them

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15
Q

Finding Supporting Materials

A
  • Libraries
  • Yourself
  • Interviews
  • Coworkers
  • Office Files
  • AF Operating Instructions, Manuals, Handouts, etc.
  • Other organizations
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16
Q

Key to Finding Supporting Materials

A

To quickly and efficiently find appropriate support materials.

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17
Q

Four Techniques of Organizing

A
  • Generating and Refining Content
  • Choosing a pattern of organization
  • Develop the introduction, body, and conclusion
  • Use transitions
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18
Q

Forces you to align your main points and supporting ideas in logical order

A

Outlining

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19
Q

Implies that you get moving - that you write without critical judgment

A

Drafting

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20
Q

Drafting DOs

A
  • Get those ideas out, even if they seem silly. They journey to polished communication starts with creativity.
  • Stick to your outline. This is not the time to rework the wheel.
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21
Q

Drafting DONTs

A
  • Second guess yourself
  • Worry about grammar or punctuation
  • Worry about perfection
22
Q

Tongue and Quill Patterns of Organization

A
  • Chronological
  • Spatial/Geographical
  • Cause/Effect
  • Problem/Solution
  • Sequential
  • Topical
  • Comparison/Contrast
  • Reasoning/Logic
23
Q

Discussing events, problems, or pressures in the sequence of time they take place or should take place. This is the simplest and most commonly used approach in writing.

A

Chronological (Pattern of Organization)

24
Q

Starting at a point in space and proceeding in sequence to another point. For example, north to south, clockwise/counterclockwise, top or bottom, etc.

A

Spatial/Geographical (Pattern of Organization)

25
Q

Shows how one or more ideas, actions, or condition leads to other ideas, actions, or conditions.

A

Cause/Effect (Pattern of Organization)

26
Q

Use this pattern to identify and describe a problem or issue and then discuss possible solutions to the problem or techniques for resolving an issue.

A

Problem/Solution (Pattern of Organization)

27
Q

Use this approach to describe a sequence of steps necessary to complete a technical procedure or process.

A

Sequential (Pattern of Organization)

28
Q

Commonly used to present general statements followed by numbered listings of subtopics to support, explain, or expand the statements.

A

Topical (Pattern of Organization)

29
Q

Use this style when you need to discuss similarities and/or differences between topics, concepts, or ideas.

A

Comparison/Contrast (Pattern of Organization)

30
Q

Use this pattern when your mission is to present research that will lead you down the path to your idea.

A

Reason/Logic (Pattern of Organization)

31
Q

To discuss the timezones of the US from west to east is which pattern?

A

Spatial (Geographical)

32
Q

To describe the steps necessary to complete a technical procedure is which pattern?

A

Sequential

33
Q

To trace the history of a problem in your unit is which pattern?

A

Time (Chronological)

34
Q

To address the issue of promotion stagnation and techniques to resolve the issue is which pattern?

A

Problem/Solution

35
Q

To discuss special programs that ROTC cadets participate in is which pattern?

A

Topical

36
Q

To discuss smoking and it’s relationship to lung cancer is which pattern?

A

Cause and Effect

37
Q

Although it is the first part of communication, it is often developed after the body

A

Introduction

38
Q

The message you convey to support your purpose. It includes the main ideas about the subject and supporting details under each main idea necessary to explain and clarify your purpose.

A

Body

39
Q

Is where you set up your audience for whats to follow. It is a combination of an opening, a purpose statement, and an overview.

A

Introduction

40
Q

Should focus attention on the subject of your paper or speech.

A

Attention Step

41
Q

Attention Step Techniques

A
  • A rhetorical question
  • A quotation
  • A joke
  • A startling statement
  • A gimmick
42
Q

Tells the audience your purpose and how you plan to accomplish it.

A

Purpose Statement

43
Q

A road map for the listener/reader. How much detail you put in depends on your audience. Most military communication can use at least a statement of the main points in the order they are to be presented.

A

Overview

44
Q

Leaves the audience with a feeling that all important points have been made.

A

Conclusion

45
Q

Three Components of a Conclusion

A
  • Summary
  • Re-motivation
  • Closure
46
Q

A brief summation of your main points, re-inforcing key points critical to your purpose. No new information!

A

Summary (Conclusion)

47
Q

Telling the audience what you want them to do with the information.

A

Re-Motivation

48
Q

One very effective way is to tie your remarks back to your opening statement. Must provide a strong sense of finality.

A

Closure

49
Q

Signal to the audience that you are traveling to a new point, but also are important in maintaining the continuity of the information being given.

A

Transitions

50
Q

Characteristics of Effective Transitions

A
  • Mention the point just discussed
  • Relate the point to the objective or purpose
  • Introduce the next point
51
Q

Factors to Consider When Planning to Communicate

A
  • Analyze your audience
  • Choose your topic
  • Determine the purpose
  • Gather your support
52
Q

Techniques to Organizing a Communication

A
  • Generating and refining ideas
  • Choosing a pattern of organization
  • Develop the introduction, body, and conclusion
  • Using Transitions

SNCOA - Comm (5 decks)

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