intro to effective army communications slide 1 of 19 rev. 25 oct 2005 introduction to effective army...

Intro to Effective Army Communications

Slide 1 of 19Rev. 25 Oct 2005

Introduction to Effective Army Communications



CommunicationArmy Leader Actions

COMMUNICATING DECISION MAKING MOTIVATING

OPERATING IMPROVING

INFLUENCING



The Communication ProcessCommunication is a system of transmitting messages using

multiple components.

It is generally used to convey thoughts, feelings and/or ideas.



The Communication Process

Communication is affected by the context or setting as well as the communicator’s own personal attributes.



What is happening during the Communication process?

RECEIVERMeaning What I am thinking in my mind – i.e. my intention?

Encoding How I translate the message into words and/or symbols?

Transmit How I send the message (i.e. channel)?

SENDER

Perceive How I receive the context?

Decode How I interpret the words and/or symbols?

Meaning How I apply my personal attributes to the words in my mind?



The Communication Process

N O I S E



Communication Barriers

Internal Barriers: Lack of listening Uninteresting Unimportant Distraction – because

receiver has begun to respond.

Semantic Barriers: Language barriers

External Barriers Environmental distractions

Visual distractions

Barriers to effective communication:



Effective Communication

Clear Coherent Convincing Complete

Concise Correct Credible Controlled

Communication is most effective when it is …

ANDwhen the RECEIVER …

LISTENS AND UNDERSTANDS



Communication

Steps for Effective Communication

1. Focus your Message

2. Magnify the Listener’s Attention

3. Penetrate Barriers

4. LISTEN…ACTIVELY



Step 1: Focus Your Message

Focus your Message:

Plan before you speak

Clarify your intent/goal Inform, persuade, direct, decide …

Be specific

Be courteous and objective



Step 1: Focus Your Message

Unfocused Message

I need it soon.

Why are you always late?

You need to improve your productivity.

Focused Message

I need it by 2 p.m. today.

I noticed you came to work 15 minutes late everyday this week.

I expect you to complete all assigned tasks by the end of the day today.



Step 2: Magnify the Listener’s Attention

Magnify the Listener’s Attention:

Create interest Convey importance Ask for listeners attention



Step 3: Penetrate Barriers

Penetrate Barriers: Limit distractions

Add visualization

Use analogies Ask for feedback Revise – restate

as needed



Step 4: LISTEN…Actively

L I S T E N…Actively:

RECEIVE – concentrate on what is being said (verbally and non-verbally)

PERCEIVE – paraphrase your understanding

DECODE – analyze and explore the situation to gain further understanding

RESPOND - Last – not first! Plan before you speak!



Written Communication

Step 1: Focus Your Message:

BOTTOM

LINE

UP

FRONT




Step 2: Magnify the Listener’s Attention

Follow solid composition principles

Structure information logically

Temper your tone



Written CommunicationStep 3: Penetrate Barriers Follow Composition principles

Structure Content Logically Use Active Voice

Avoid Long Sentences

Use Simple Language

Be Specific, Use Concrete Terms

Use Conversational Style

Use Positive Tone

Use Correct Grammar

Check Spelling!




Step 4: LISTEN…Actively Have someone review your reports or other

written documents and provide feedback. Proofread your work. Ask for feedback from your audience.



Summary

1. Focus your message

2. Magnify the listener’s attention

3. Penetrate barriers

4. LISTEN - actively

In all your ROTC courses and activities:

intro to effective army communications slide 1 of 19 rev. 25 oct 2005 introduction to effective army...

Documents

listenactively slide

tone slide

objective slide

needed slide

listeners attention

written communication

communication steps

message unfocused message