Comm - 01. Preparing for Communication

Question 1

AFH 33-337

Answer 1

The Tongue and Quill

Question 2

AFMAN 37-126

Answer 2

Preparing Official Communication

Question 3

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

Answer 3

Sending Audience

Question 4

The person who will be receiving the communication.

Answer 4

Receiving Audience

Question 5

Questions we should ask about the Sending Audience

Answer 5

• 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?

Question 6

Questions we should ask about the Receiving Audience

Answer 6

• 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?

Question 7

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

Answer 7

Narrowing Your Topic

Question 8

The reason for our communication

Answer 8

Purpose

Question 9

Benefits of knowing your purpose

Answer 9

• 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

Question 10

Four Purposes

Answer 10

• To Inspire
• To Direct
• To Persuade
• To Inform

Question 11

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

Answer 11

Purpose Statement

Question 12

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

Answer 12

Types of Appeals

Question 13

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?

Answer 13

To Persuade

Question 14

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?

Answer 14

Tells the reader what’s in it for them

Question 15

Finding Supporting Materials

Answer 15

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

Question 16

Key to Finding Supporting Materials

Answer 16

To quickly and efficiently find appropriate support materials.

Question 17

Four Techniques of Organizing

Answer 17

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

Question 18

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

Answer 18

Outlining

Question 19

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

Answer 19

Drafting

Question 20

Drafting DOs

Answer 20

• 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.

Question 21

Drafting DONTs

Answer 21

• Second guess yourself
• Worry about grammar or punctuation
• Worry about perfection

Question 22

Tongue and Quill Patterns of Organization

Answer 22

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

Question 23

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.

Answer 23

Chronological (Pattern of Organization)

Question 24

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

Answer 24

Spatial/Geographical (Pattern of Organization)

Question 25

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

Answer 25

Cause/Effect (Pattern of Organization)

Question 26

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.

Answer 26

Problem/Solution (Pattern of Organization)

Question 27

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

Answer 27

Sequential (Pattern of Organization)

Question 28

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

Answer 28

Topical (Pattern of Organization)

Question 29

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

Answer 29

Comparison/Contrast (Pattern of Organization)

Question 30

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

Answer 30

Reason/Logic (Pattern of Organization)

Question 31

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

Answer 31

Spatial (Geographical)

Question 32

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

Answer 32

Sequential

Question 33

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

Answer 33

Time (Chronological)

Question 34

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

Answer 34

Problem/Solution

Question 35

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

Answer 35

Topical

Question 36

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

Answer 36

Cause and Effect

Question 37

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

Answer 37

Introduction

Question 38

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.

Answer 38

Body

Question 39

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

Answer 39

Introduction

Question 40

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

Answer 40

Attention Step

Question 41

Attention Step Techniques

Answer 41

- A rhetorical question - A quotation - A joke - A startling statement - A gimmick

Question 42

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

Answer 42

Purpose Statement

Question 43

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.

Answer 43

Overview

Question 44

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

Answer 44

Conclusion

Question 45

Three Components of a Conclusion

Answer 45

- Summary - Re-motivation - Closure

Question 46

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

Answer 46

Summary (Conclusion)

Question 47

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

Answer 47

Re-Motivation

Question 48

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

Answer 48

Closure

Question 49

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.

Answer 49

Transitions

Question 50

Characteristics of Effective Transitions

Answer 50

- Mention the point just discussed - Relate the point to the objective or purpose - Introduce the next point

Question 51

Factors to Consider When Planning to Communicate

Answer 51

- Analyze your audience - Choose your topic - Determine the purpose - Gather your support

Question 52

Techniques to Organizing a Communication

Answer 52

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