Chapter 14 Flashcards by william finucane

What are the five core communication principles FOCUS

Focused, organized, clear, understanding, and supported

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What three parts can any communication be broken into

Sender, message, audience

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Analyze purpose and audience, research the topic, support your ideas, organize and outline, prepare a draft, edit the draft, fight for feedback

Seven steps of effective communication

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What is most Air Force writing or speaking for

To direct, inform, persuade, or inspire

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The receiving audience falls into one of which four categories

primary receiver, secondary receiver, key decision-makers, and gatekeepers

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The person you directly communicate with, either verbally or writing

Primary receiver

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People you indirectly communicate with through the primary receivers

The secondary receivers

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The most powerful members of the audience

Key decision-makers

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People in the chain who typically review communication before it reaches the intended audience

Gatekeepers

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Remembering rank, jargon, to be inclusive, tone, courtesy and making it personal, also being positive are all tips to what

Succeed with your audience

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Reviewing purpose and scope of the overall project, assigning a deadline, asking the boss, determining what you already know, and determining where to look for information are all approaches to what

Researching

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You should prepare all Air Force correspondence using what type of language

Plain language

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What are the three considerations to make when drafting sentences

Active voice, smothered verbs, and parallelism

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Which type of voice reaches out to the reader and gets the point quickly with your words

Active voice

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Keeping verbs active, lively, specific, concise, and out in front, not hidden does what

Prevents smothered verbs

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Not mixing things and actions, statements and questions, and active and passive instructions helps to create what type of sentence construction

Parallel construction

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Consistent, objective, and sensitive to the stated purpose provide what type of writing feedback

Effective

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A page full of red marks is hard to interpret, instead what should you give an author during feedback

A sense of what really needs to be changed

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These are used to communicate with all DoD agencies

Official memorandum

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Printed or computer-generated letterhead, plain bond paper, typed or printed on one side of the paper with black or blue ink, and 10 or 12 point font are four distinctions of

an official memorandum

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This is used when I personal touch or warmth and sincerity is needed and is no longer than one page including a salutation and a complimentary close

A personal letter

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This is an informal document with a set format to record information that refers to certain piece of correspondence or notes certain actions

Memorandum for record

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Memorandum what is located 10 lines from the top of the page about 1 inch from the right margin

The date

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What caption is in all caps 4 lines blow the date or 14 lines from the tope of The page.

Memorandum for

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What is two lines below the last line of the memorandum for caption.

The from caption

What is typed in all caps two lines below the from caption

The subject caption

What is started flush with the left margin two line spaces below the subject caption

The text remember to number and letter each paragraph

What is at least three spaces to the right of page Center, five lines below the last line of text.

Signature element

In this the name is typed in all caps, includes grade and service on the first line, the duty title on the second line, and the name of the office organization level on the third line

The signature element

What will be flush with the left margin 10 lines below the last line of text or three lines below the signature element

"Attachments:"

When should you not number attachments

When there is only one

These are described briefly citing the office of origin, type of communication, date, a number of copies if more than one

Attachments

These three phases: extracting the facts, building the structure, and streamlining the final product are all used to in writing an effective what

Bullet statement

What should always begin with an action and only focus on one single accomplishment

The accomplishment element

What explains how the person's actions affected the organization

The impact element

Accuracy, brevity, and specificity or all used in what

Streamlining a bullet statement

These include briefing, teaching lecture, and formal speech

Speaking types used in the Air Force

This type of speech generally has one of three basic purposes: to inform, persuade, or entertain

Formal speech

These include informative, critical, or emphatic

Types of listening

When the primary concern is to understand information exactly is transmitted

Use informative listening

Listening type is the sum of informative listening and critical thinking

Critical listening

This type of listening is often useful when communication is emotional or when the relationship between speaker and listener is just as important as the message

Empathetic listening

Vital elements of this are public-key infrastructure and common access card for identity management

Messaging security

AFI 32-202

The use of PKI to sign and encrypt email

What is the Core messaging system of record for the DoD and Air Force

Defense message system (DMS)

Organizational DMS high-grade service(HGS) and simple mail transfer protocol(SMTP) electronic mail are the two classes of what

Air Force messaging

Which email messages require to be digitally signed and encrypted

Official SMTP messages

Official tasking are sent organizational addresses using what

HGS

What is included after the classification on the first line and before actual text

Special message handling instructions

What requires agencies to provide safeguards to ensure the security and confidentiality of records and to protect individuals against invasion of personal privacy

Privacy act of 1974

This is added to the beginning of the subject line, followed by the subject, and apply the following statement at the beginning of the email "This email contains for official use only information which must be protected under the privacy act and AFI 33-332."

"For Official Use Only (FOUO)"

What are the different types of interviews

Appearance, phone, personal

This type of interview usually takes place in two types either the individual interview or the panel interview

The appearance interview

Kind of interviews usually used to select highly qualified senior NCOs or sometimes used to make first round cuts to the applicant pool

The phone interview

These should focus on duties and responsibilities of the job; possible mission changes in the organization; chain of command or line responsibilities; unique requirements of the organization; and a typical day in the organization

Potential interviewee questions

Smiling, using a mirror in front of your desk, knowing when to speak and when to stop , and using notes, are all critical hints to success during

The phone interview

When does a personal interview begin and end

The moment you get out of your car until you driveaway

What percent of meaning in any interaction is conveyed nonverbally

65%

Nothing cripples a clearly written, properly punctuated paper quicker than a fractured fact of

Distorted arguement

When writing or speaking the emphasis in inspirational communication is

Delivery

Responsibility as a supervisor requires the ____, especially when approving and disapproving subordinate communication

Need to be tactful and patient

The ____ is an informal document with a set format

Memorandum for record

If files are compressed, perform a ____ of the decompressed files

Second virus scan

The proffered way to show the date on the official memorandum is

1 July 2013

Recruiting speeches to high school graduating classes are examples of a _____ speech

Persuasive

The appropriate speech used at a dinning - in is the _____ speech

Entertianment

When you substitute "submit your requisition" for "Requisitions should be submitted" you are changing the passive sentence to the ______ voice

Active

The correct rate of speech for a presentation is

110-150 words per minute

The SNCO's most powerful communication tool in the personal interview is

Eye contact

The first reviewer of the ESS should forward____, the package, with comments if any, to the next reviewer

Never reply

When preparing meeting minutes use the ____ memorandum formate

Official