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45 Cards in this Set
- Front
- Back
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What is the first factor in planning communication
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analyzing the audience
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Who is the sending audience
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the person/organization we are communicating on behalf of (supervisor, commander, AF)
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What is the recieving audience
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the persons recieving the communication
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what are some things you should consider when analyzing the audience
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Will the communication be in sync with organizational policy, am I communicating the intended message, who should coordinate on this, will the org be embarrassed by what I write/say
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Some things to consider when analyzing the recieving audience
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Who will the audience be, why should it concern us
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Why is it important to know what your audience knows about the subject
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The more they know, the less explaining you will need to do
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Why is knowing the career backgrounds important
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This will allow you to taylor your communication to them
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When would you need to be more persuasive in your communication
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if the audience in hostile or skeptical
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Narrowing the topic will do the following
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Allow adequate coverage of the material, focus attention on specific areas, require less research, provide a better chance for the audience to get the message
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What are the benefits of establishing a purpose
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ensures your communication does what it intends, helps you organize your thoughts, focuses your communication, identifies what you want the receiving audience to do with your communication
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What are the four categories of the purpose of communicating
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Inspire, to direct, persuade, inform
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What does letting your audience know "whats in it for them" accomplish
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benefit you by motivating them to listen to or read your communication
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Why is using empathy important
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Motivates your audience by letting them know you have "walked in thier shoes"
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Why is it good to establish common ground
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it motivates the audience and establishes credibility by showing them you share common experience and knowledge
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What does an effective purpose statement do
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Appeals to the audience and lets them know the reason for your communication
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When preparing for effective communication what must you do
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Generat and refine content, choose a patter of organization, develope the intro, body, and conclusion, and use transitions
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Once you decide on the ideas you want to use, you may want to transfer the information to an
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Outline
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After you establish an outline, the next step is to assemble
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a rough draft
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the dos of drafting are
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Get ideas out there even if they seem silly, stick to your outline
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What are the donts of drafting
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dont second guess yourself or worry about grammer or punctuation
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Discussing events, problems, or processes in the sequence of time in which they take place or should take place is an example of
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Chronological organization
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Starting at the end point in space and proceeding in sequence to another point would be an example of
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spatial/geographical organization
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Shows how one or more ideas, actions, or conditions leads to other ideas, actions or conditions is an example of
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cause effect organization
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Identifies and describes a problem or issue and then discusses possible solutions to the problem or techniques for resolving issues is an example of
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Problem solution organization
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Describes a sequence of steps necessary to complete a technical procedure or process
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Sequential organization
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This organization method is commonly used to present general statments followed by numbers listings of subtopics to support, explain or expand the statements
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topical
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What style should be used when you need to discuss similarities and or differences between topics, concepts, or ideas
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Comparision/contrast
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reasoning/logic
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should be used when your mission is to present research that will lead you down the path to your point of view
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What is the body of the communication
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the message you wish to convey to support your purpose
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the body includes the following
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Main ideas about your subject and supporting details under each main idea necessary to explain and clarify your purpose
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What does the introduction do
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Sets up your audience for whats to follow in your paper or speach
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The introduction is a combination of an attention step (opening) a purpose statement (what you will be talking about) and
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an overview (roadmap of whats to follow)
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What should the attention step do
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focus the audience attention on the subject of your communication
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what are some good examples of an attentions step
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Rhetorical question, a quote, a joke, a startling statement, a gimmick
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What should you consider whtn you are putting together an attention step
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your subject and audience
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After stating your purpose what should you do
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complete the introduction by laying down the road map for the listener with an overview
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What does an effective conclusion do
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leaves the audience with a feeling that all important points have been made
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What are the 3 components of a conclusion
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summary, re-motivation, and closure
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What acts as a brakelight alerting your audience that your presentation is ending
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The summary
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The summary does what
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briefly summarizes your main points and reinforces key points critical to achieving your goal
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A summary shouldnt
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contain new information
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What is a good way to close
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tie your closing remarks back to your opening statement (closing the loop)
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This provides a strong sense of finality
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the closing
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Major transistions should
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mention the point just discussed, relate that point to the objective or purpose of the communication, introduce the next main point
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What do transitions do
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tie your entire paper/communication together
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