Term
Briefly explain the role each of the four basic elements of effective communication play in the overall communication process. |
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Definition
1.The sender must encode and transmit the message in a discernible form to the receiver and respond to feedback. 2.The message is he thoughts, feelings or ideas that have been packaged and sent from the sender to the receiver. 3.The receiver is the intended recipient of the message. 4.Feedback is acknowledgment of successful or unsuccessful receipt of the message and is communicated from the receiver to the sender. |
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Term
As a sender, how can you be certain that your communication has been effective? |
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Definition
Look at teh feedback form the receiver indicating that the intended message was received and accurately interpreted by the receiver. This feedback may also be in the form of the receiver taking desired actions. |
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Term
Briefly describe the 3 directions of formal flow of communication in a typical organization. |
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Definition
1.Downward communication normally originates at upper levels of management and flows down to the lower levels of the organization. 2.Upward communication is the flow of communication up through the chain of command from lower positions in the organization to higher. 3.With lateral communication, information flows neither down nor upward; it flows between managers and peers or between coworkers. Many times occurs between workers of different units. |
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Term
Briefly describe the two main types of informal communication found in a typical organizaiton. |
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Definition
1.Networks are formed between individuals of different sections and units who regularly interact to accomplish the mission. Networks link individuals into a "communication web" where they share and exchange strengths to overcome obstacles and resolve otherwise irresolvable problems. 2.Also known as the "romor mill," the grapevine is the most unmonitored form of verbal communication within the organization and it acts without conscious effort or thought; it will carry any information at any time to anywhere in the organization. |
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Term
How can networking enhance organizational effectiveness? |
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Definition
By helping individuals identify themselves with the work and serve as a catalyst to building healthy, work-related socializing units. |
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Term
Waht are the four major categories of communication barriers? |
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Definition
Organizational language manegerial psychological
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Term
What causes language barriers? |
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Definition
An inability to use the right word or to communicate with a receiver. |
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Term
Which communication barrier do supervisors create when they donot consider their subordinates' inputs? What could be the results of this barrier? |
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Definition
Manegerial barriers. It could result in the subordinates not participating in or providing input for the office discussions. |
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Term
What actions can you as a supervisor, take to reduce the chances of communication barriers affecting your work area? |
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Definition
Improve witten and oral communication skills and change teh conditions that cause communication barriers. |
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Term
What actions can a supervisor take to overcome communication barriers? |
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Definition
Establish a communications policy, build a supportive relationship, and build an atmosphere of mutual trust and confidence. |
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Term
Describe the type of exertion that is required of an effective listener. |
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Definition
The listener must be actively involved in the listening process. This means the liestener must expend energy in order to receive the information, pay attention to the ender, understand the meaning of the message, remember the information for later recall, and respond to the verbal and nonverbal cues of the sender. |
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Term
What is the definition of effective listening? |
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Definition
Listening is the process of receiving, attending, understanding, remembering, and responding to auditory stimuli. |
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Term
What is the definition of hearing? |
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Definition
Hearing is a biological activity that involves perceiving audible signals with our ears. |
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Term
How can higher intelligence actually be detrimental to effective listening? |
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Definition
There is often an association made between reading and listening because many of the same cognitive skills are required for both activities. However, people with no or poor reading skills often compesate for their shortfall by intensifying other senses-like listening. |
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Term
Why do many people think that good reading skills are required to be an effective listener? |
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Definition
People with higher intellect may perceive teh know more about the subject that the sender does and lose interest in the communication. |
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Term
What are the 3 critical attribute of effectieve listening? |
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Definition
Receiving, attending and understanding. |
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Term
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Definition
Accepting information in the form of verbal or nonverbal message. |
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Term
How do your perceptions affect teh listening process? |
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Definition
Perceptions act as a filter for every message. They're based on experience, values, background and attitude, and they influence reception and understanding of the messege. |
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Term
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Definition
Paying attentio to the message, focusing on the specific information, and deciding what action is necessary. |
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Term
What can you do to eliminate external distractions? |
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Definition
Select the message that you are going to pay attention to and focus on that information. |
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Term
What is the understanding element in the listening process? |
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Definition
When there's a shared meaning of the message between the sender and receiver. |
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Term
What are the two common barriers to understanding? |
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Definition
Word usage/meaning and inconsistency between verbal and nonverbal messages. |
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Term
What actions should you take in preparing to listen? |
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Definition
Accept responsibility for understanding the message and make a n active decision to listen to the message. Be mentally and physically alert an davoid distractions and biases. |
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Term
What does it mean to listen actively? |
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Definition
Don't just absorb the message; participate in the conmmunication. Listen from the speaker's viewpoint. Pay attention to your posture. Ask questions, make eye contact, and smile. |
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Term
What are some steps you can take to break the boredom barrier? |
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Definition
Try to understand the speaker's point of view. Mentally review the points the speaker has made and write an outline or summarize what he/she has said. Listen and take notes. Ask questions for clarificatin and contribute your own information or relate your experiences to the subject. |
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Term
What are the 3 most common general puposes in effective communication? |
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Definition
Inform, direct, and persuade. |
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Term
How does the general purpose differ fromthe specific objective of your communication? |
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Definition
The general purpose is what you, as a sender, want to do with the communication; the specific objective is what you want the audience to do as a result of the communication. |
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Term
Explain each of the two audiences involved in effective communication. |
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Definition
1. The sending audience is the group or individual represented during the communication. 2. The receiving audience is te group your message is intended for. |
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Term
How can support enhance your communication? |
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Definition
Using support will increase the understanding by using examples, comparisons, explanations, testimony, and statistics. |
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Term
Explain how citing your references affects your credibility. |
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Definition
The audience will know the information is correct if they're aware of the source, and it eliminates questions about your credibility. |
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Term
Name the main sources you can use for researching your material. |
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Definition
Self, subject matter experts, libraries, and the internet. |
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Term
What are 3 critical elements in conducting research? |
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Definition
Establish a research plan, manage your time, and documentation |
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Term
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Definition
citing the reference the information comes from. |
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Term
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Definition
Assimilating the support and source of that support derectly into the text of the message. |
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Term
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Definition
Providing credibility to the source being cited. |
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Term
List and describe the elements of organizing communication. |
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Definition
1. Introduction-the beginning of the communication,prepares the audience for the information with overview and attention steps. 2.Body- the meat of the communication 3.Conclusion-brings the communication to an end; summarizes the information and motivates the audience to retain the information 4.Transitions-transitions signal that you're finished with one point and are progressing on to a new point; |
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Term
What type of pattern would be most appropriate for describing an event or series of steps in a process? |
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Definition
Time or chronological pattern. |
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Term
Give an example of a topic and related main points that would be appropriate for the cause and effect organizational pattern. |
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Definition
Identify a condition as the cause of a situation and relate it to the resulting conditions or actions as the effect. |
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Term
List and describe the four types of outlines. |
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Definition
1.Scratch outline-basic outline listing key ideas only, usually in sequence of planned presentation. 2.Informal-expanded version of a scratch outline including key points and specific support material, giving more detail, uses words,phrases, or short sentences. 3.Formal-list of main points and sub-points with support material 4.Talking paper-simila to formal using key words, usually limited to 1 page |
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Term
What are the four steps in the process of writting? |
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Definition
Prewriting Drafting Editing Revising |
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Term
What five steps are involved in the prewriting phase? |
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Definition
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Term
When writing your draft, focus your concerns on what five parts? |
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Definition
Introduction Body Conclusion Tansitions
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Term
Describe the revising phase. |
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Definition
Revising is a finishing step to immprove the communication based on the editing phase and the feedback from the reviewers. You revise or rewrite your draft to make it into a more formal presentation. |
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Term
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Definition
All the parts of the sentence matching in number, verb, possessions, etc. |
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Term
Briefly define the four types of sentences you should use throughout your written communication. |
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Definition
1.Simple sentence- a sentence that expresse one comple thought. 2.Compound sentence-a unioun of 2 or more simple sentences 3.Complex sentence-a simple sentence with a dependent clause attached to it. 4.Compound-complex sentence-- a combination of a compound and a complex sentence. |
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Term
Name the standard sentence mechnics you should be aware of when writing. |
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Definition
Punctuation, capitalization, and abbreviation. |
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Term
Briefly describe each of the common obstacles to sentence coherence. |
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Definition
1.Faulty order of sentence parts and misplaced modifiers-sentence parts are not in the correct order. 2.Faulty parallelisms-similar ideas or parts are not expressed in a paralel way. 3.Faulty relationship of ideas-reader can't tell the relationship of sentence parts due to dangling modifiers or missions. |
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Term
What are the 3 basic componets of a paragraph? |
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Definition
Topic sentence, support sentence, and closing sentence. |
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Term
What is the basic concept of paragraph coherence? |
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Definition
All of the paragraph parts should be arranged so that their relationship is clear tothe reader. |
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Term
What are some examples of a transitional device you can use to show a contrasting relationship? |
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Definition
But, still, however, nevertheless, and yet |
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Term
Considering the point of view for your communication, describe how writing in the second person is done? |
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Definition
The second person is the person spoken to. |
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Term
Describe the 3 common forms of tense you will use in your communication. |
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Definition
Past-express actions or make a statement about something that happened in the past. Prestent-expresses actionor makes a statement about something happening in the present time. Future-expresses action or makes a statement about something happening at a future time.
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Term
What does the voice of your writing indicate? |
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Definition
Voice shows if the subject acts or is acted upon. |
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Term
How do you use number to maintain paragraph coherence? |
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Definition
If the controlling idea is singular, you keep all the references to it singular. |
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Term
What is the basic idea behind writing a draft? |
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Definition
The primary objective is to get your ideas down on paper in some from so you can edit and revise. |
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Term
Each time your work is edited, what should the editor be reading for? |
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Definition
Read for content, arrangement and flow, and readability and mechanics. |
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Term
What is the definition of a bullet statement given in Webster's Dictionary? |
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Definition
Bullet-an object resembling a bullet inshape, action, of effect; statement-something stated or declared. |
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Term
What is the working definition of a bullet statement form The Tongue and Quill? |
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Definition
A clear, concise, bottom line of an idea or single accomplishment and its impact. |
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Term
Waht is usually included in a bullet statement written for an Enlisted Performance Report? |
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Definition
A description of how the person performed his/her duties and accomplishments that exceeded standards with the mission impact of those accomplishments. |
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Term
How are bullet statements used in award nominations? |
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Definition
It should clearly express the person's actins and resulting impact ont he mission. They are used to describe outstanding tasks the member has accomplished in the narrative and combined in a formal format for the citation. |
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Term
How could failing to provide descriptive bullet statements in EPR's adversely affect teh formal recognition and motivation of subordinates? |
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Definition
Since EPRs normally accompany the submission to justify the decoration, if bullet statements are weakly written the decorationmay be downgraded or disapproved. If workers are not recognized for their contributions, their motivation will naturally drop. |
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Term
Describe the use of bullet statements in talking papers. |
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Definition
Bullet statements are usually limited to one short statement, the paper is not to exceed on full page and the statements should have enough detail to jog your memory or give the reader the idea of the paper. |
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Term
Describe the attribute of being accurate for writing bullet statements. |
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Definition
A statement based on fact and statistics. |
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Term
Describe the attribute of being brief for writing bullet statements. |
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Definition
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Term
Describe the attribute of being concise for writing bullet statements. |
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Definition
Only what has to be there for the reader to understand the statement. |
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Term
Describe the attribute of being specific for writing bullet statements. |
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Definition
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Term
What are the attribute of a single idea bullet statement? |
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Definition
The ACBS and one main idea or thought |
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Term
What type of writing are single idea bullet statements used for? |
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Definition
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Term
What attributes are included in single accomplishment bullet statements? |
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Definition
a bullet statement with the ABCS, a single accomplishment, and the impact of that accomplishment. |
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Term
List the 3 types of single accomplishment bullet statements. |
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Definition
Action verb bullets Modified verb bullets Specific achievement bullets
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Term
What are the four rules for constructing bullet statements? |
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Definition
Use phrases and clauses Use sentences without subjects Helping vervs, adjectives, and tansitions not needed begin accomplishment or impact bullets with strong verb and end with mission impact.
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Term
What are the four guidelines for writing single idea bullet statements? |
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Definition
Prepare short statements, abbreviate wording Use open punctuation Avoid detail Keep to one page if possible
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Term
Waht are the four guidelines for writing single accomplishment bullet statements? |
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Definition
Follow same basic guidelines for bullet statements (ABCS) Include action verb element, and an impact element. Can be complete sentences. Relate accomplishment to mission
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Term
What is the purpose of the quarterly and annual recognition programs? |
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Definition
To enhance the morale and esprit de corps of the NCOs and airmen through competition. |
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Term
What areas are usually considered during competition for the Airman of the Quater or Year? |
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Definition
Duty performance, appearance, military knowledge, customs and courtesies, AF programs, communicative skills, and knowledge of current events. |
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Term
What form is used to submit an airman for the Airman of the Quarter award? |
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Definition
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Term
How many times can a person be nominated for a quartely or annua award? |
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Definition
As long as the person meets the criteria for the competition, he or she can be submitted repeatedly for the award. Quartely award winners are ussually automatically considered to be submitted for the annual competition. |
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Term
What is the Below-the-Zone program designed to do? |
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Definition
To promote deserving A1Cs to the rank of SrA as early as 6 months prior to their scheduled promotion eligibility date. |
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Term
What AFI governs the BTZ program? |
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Definition
AFI 36-2502, Airman Promotion Program. |
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Term
What are teh six things to remember when you meet a board for an award or promotion? |
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Definition
Study any applicable material or instructions. Prepare for introduction Know your chain of command Check your uniform and have someone else check it. Get a haircut if necessary Practice.
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Term
Waht is the difference between an award and a decoration? |
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Definition
An award is presented to a person upon reaching a specific milestone or upon completing a requirement within their career. A decoration usually requires a nomination package or some additional justification, and is most often awarded for specific achievement or period of service. |
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Term
Waht AFI governs awards and decorations? |
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Definition
AFI 36-2803 The Air Force Awards and decorations program. |
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Term
What two forms may be used to recommend someone for an AFAM? |
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Definition
AF Form 642,AF Achievemen medal and AF Commendation Medal Justification AF Form 2274, Air Force Achievement Medal Certificate. |
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Term
What purpose does the DECOR-6 serve? |
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Definition
It initiates the decoration nomination process and creates a suspense for completion and return of the package. |
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Term
How is the AFCM citation prepared? |
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Definition
The AFCM citation is printed on plain bond paper in portrait format and according to the additional formatting requirements of AFI 36.2803 |
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Term
If a decoration is based on false statements and has not been awarded yet, what should be done? |
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Definition
If the decoration package is stillin the approval process, a letter should be submitted to follow the package to the approval authority. The letter should state specifically the false information and the reason why the package should be dis approved. Only the approval authority can disapprove a nomination package once it has been submitted. |
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Term
List the steps in the general process of speaking. |
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Definition
Prewriting, drafting, editing, revising, and presentation |
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Term
How does practicing the presentation benefit the speaker? |
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Definition
It helps by bringing to light problem areas tht are not evident by reading alone, it will bring new ideas and possibilities to the speaker's attention, and it gets the speaker ready to actually deliver the presentation. |
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Term
Briefly explain the difference between the impromptu and extemporaneous methods of presentation. |
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Definition
Impromptu-requires the speaker to talk about a subject on the spur of the moment with little or no preparation. Extemporaneous-requires an extensive amount of preparation and practice. |
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Term
What are the advantages and disadvantages of the manuscript method of presentation? |
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Definition
Advantages-there is often plenty of time to prepare the text, edit it, and rehearse it in anticipation of delivery. Disadvantages- there is a danger of being too tied to the text during the reading of the script, resulting in eye contact with the audience and a lack of spontaneity. |
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Term
List the physical behaviors that affect your presentation. |
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Definition
Eye contact, body movement, and gestures |
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Term
Why are physical behaviors important to effective presentations? |
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Definition
The majority of our communication is accomplished nonverbally through eye contact, body movement and gestures. |
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Term
How can you use your voice to make your presentation more effective? |
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Definition
By using good quality, intelligibility, and variety to indicate teh importance or emotion associated with your statements. |
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Term
Why are enthusiasm and sincerity essential to your speaking presentation? |
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Definition
Because the audience will pick up on your enthusiasm and remain interested. |
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Term
What is the best way to overcome nervousness? |
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Definition
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Term
Why should a speaker pay attention to his/her word usage? |
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Definition
Because word usage will impact the audience's undestanding of the material and their attitude towards you and the material. The wordss you choose will also asay something about yourself and the sending audience. |
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Term
How does time affect your presentation? |
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Definition
Because you're alloted a certain amount of time for your presentation, don't waste time preparing something you won't have time to present. |
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Term
What questions should you ask yourself when using visual aids? |
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Definition
Will it enhance the presentation? When will you introduce it? Whe willyou remove it? What equipment will be needed to use it? Practice with it. |
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Term
Why is humor expected by some audiences and not by others? |
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Definition
Most public speaking situations do not require humor to accomplish the pupose. But some speaking situations may necessitate attention grabbers or involve a limited amountof entertainment. |
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Term
What are some factors that influence the amount of time allotted for presentations? |
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Definition
How much time has been dictated by theevent programmer, what the topic is, how much time has been given to research the subject, and the time of day the of speech. |
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Term
Briefly explain a public speaking situation where reading a manuscrpt would be the preferred method of presentation. |
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Definition
A formal presentation at an awards banquet, PME graduation, etc, where the exact words are extremely important. |
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Term
Compare differences in audience size and configuration between a shop safey briefing and a commander's call. |
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Definition
Shop safety briefing-group size would be small and configuration may range from informal standing to solid square or U-shaped Commander's call-group size would be lage and configuration would probably be in an auditorium or amphitheatre. |
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Term
How would you use visual aids differently in a small informal grup setting than in a larger more formal group? |
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Definition
In a small informal group visual aids can be produced on a smaller scale, the viw screen size can be smaller, and objects may be passed around during the presentation. For larger groups, handouts should be given to audience members as they enter the room and ensure the view screen size is large enough for members in the back to see clearly. |
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Term
After sharing your idea about improving the duty schedule in a shop meeting, your supervisor has asked you to present your recommendation to the section chiefs at next week's staff meeting.List the public speaking variables you should consider changing. |
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Definition
Audience size and configuration Atmosphere and tone will be more formal Presentation method will need to be extemporaneous. Time allotted Humor Visual aids.
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Term
Briefly explain the difference between the effective use of interpersonal communication skills and promoting social relationships. |
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Definition
Interpersonal communication skills-gaining a shared meaning form one on one converasitons by constanly switching back and forth between roles as sender and receiver and conbining good listening, observing, and attendign skills with good speaking skills. Promoting social relationships-supporting the needs of the individual while not necessarily considering the mission requirements of the organization. |
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Term
How will practicing effective interpersonal communicationskills promote a cooperative work center climate? |
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Definition
It will encourage workers to share ideas on how to improve mission effectiveness. Encouraging feeback from subordinates establishes a supportive climate and helps the leaders make decisions with workers concerns in mind. |
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Term
Briefly explain how practicing effective interpersonal communication skills will promote mission accomplishment. |
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Definition
By creating a situational climate where conflict gets resolved, mision taskings are most effectively accomplished and worker needs are met as the mission is accomplished. |
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