The Tongue and Quill - University of Cincinnati

1 TThhee TToonngguuee aanndd QQuuiillll AAFFHH 3333--333377 11 AAUUGGUUSSTT 22000044 communication is an essential tool for the twenty-first century Air Force BY ORDER OF THE AIR FORCE HANDBOOK 33-337 SECRETARY OF THE AIR FORCE 1 AUGUST 2004 Communications and Information THE Tongue AND Quill Supersedes AFH 33-337, 30 June 1997. Certified by: ACSC/DEO (Lt Col Bart Kessler) COMMUNICATING IS A POWERFUL TOOL FOR THE TWENTY-FIRST CENTURY AIR FORCE The Tongue and Quill is dedicated to every man and woman in today s Air Force who will ever sling ink at paper, pound a keyboard, give a briefing, or staff a package to support the mission. Currently, The Tongue and Quill is widely used by Air Force military and civilian members, professional military school educators and students, and civilian corporations around the United States.

2 As United States Air Force employees, it is important we communicate clearly and effectively to carry out our mission. This handbook together with AFMAN 33-326, Preparing Official Communications, will provide the necessary information to ensure clear communications written or spoken. The use of the name or mark of any specific manufacturer, commercial product, commodity, or service in this publication does not imply endorsement by the Air Force To all you enthusiastic users worldwide, keep up the good fight! SUMMARY OF REVISIONS This revision improved organization; rearranged layout; updated quotes, art and word lists; and added material on preparing to write and speak, writing with focus, communicating to persuade, research, meetings, briefings and listening; updated information on electronic communication and e-mail, and added information on Air Force writing products such as awards, decorations and performance reports.

3 OPR: ACSC/DEOP (Mrs. Sharon McBride) Pages: 378 /Distribution F Acknowledgements The Tongue and Quill has been a valued Air Force resource for decades, and many people have contributed their talents to various editions over the years. I d like to acknowledge the efforts of several personnel who overhauled chapters in this edition, including Lt Colonel Kimberly Demoret (Chapters 1, 2, 4, 5, and 11), Lt Colonel Janelle Costa (Chapter 7), Major Jane Palmisano (Chapters 3, 6, 8, 10, and 13), Major Keith Tonnies (Chapter 9), Major Marci Watkins (Appendix 2), and Major Kathy Dowdy (Appendix 3). Ms. Stephanie Rollins provided technical inputs for Chapter 4 and compiled its extensive list of Internet sources.

4 Also, MSgt Douglas McCarty who provided the accomplishment-impact bullets for the Bullet Background Paper and the Performance Report. I would also like to thank Lt Col Demoret for her support during the planning, integration and editing processes. Sharon McBride, Tongue and Quill OPR THE CONTENTS PART I: COMMUNICATON Chapter 1: A Basic Philosophy of Chapter 2: Seven Steps to Effective communication : An PART II: PREPARING TO WRITE AND Chapter 3: Analyzing Purpose and 17 Chapter 4: Researching Your Chapter 5: Supporting Your Chapter 6: Organizing and Outlining Your PART III: WRITING WITH Chapter 7: Writing Your Chapter 8: Editing Your Chapter 9: Fighting for Feedback and Getting PART IV: FACE-TO-FACE: SPEAKING AND LISTENING.

5 113 Chapter 10: Air Force Chapter 11: Effective Listening PART V: WORKPLACE Chapter 12: Electronic 143 Chapter 13: iii PART VI: AIR FORCE WRITING PRODUCTS AND The Personal Official In Turn Memo ..187 Indorsement Short-Note Memorandum for Trip Staff Study Talking Bullet Background Background Position Staff Summary Performance Report ..225 Awards and Air Force R sum ..247 APPENDIX 1: THE MECHANICS OF Glossary of Common Grammatical and Writing Punctuation Guidelines: An Alphabetical Abbreviating Capitalization Numbers, Numbers, APPENDIX 2: THE MECHANICS OF APPENDIX 3: EFFECTIVE READING APPENDIX 4: BIBLIOGRAPHY AND OTHER THE Alphabetical Arrangement of Topics iv PART I: communication BASICS 1.

6 So why should we care about communication skills? We fly and fight for a living .. 2 CHAPTER 1 A BASIC PHILOSOPHY OF communication This chapter covers: How we define communication . Why communication is important in today s Air Force. Characteristics of effective communication . Common problems encountered when people try to communicate. This is an exciting time to be in the United States Air Force! Our mission and our operations tempo reflect the larger world around us a world of rapidly accelerating technology and nearly unlimited access to information. Airmen are successfully accomplishing more missions with fewer people than ever before, and there is a constant battle to cover the bases with limited resources.

7 With many demands on their time, why should the men and women of the Air Force care about effective communication ? This chapter answers that question, identifies five principles of effective communication , and describes common speaking and writing problems. 3 The Tongue and Quill WHAT DO WE MEAN BY communication , ..AND WHY IS IT SO IMPORTANT? Why are we here again? com mu ni ca tion n 1: an act or instance of transmitting information; 2: a verbal or written message; 3: a process by which information is exchanged between individuals through a common system of symbols, signs or behavior. communication is defined as the process of sharing ideas, information and messages with others.

8 In the Air Force, most communication involves speaking and writing, but this definition includes nonverbal communication such as body language, graphics, etc. Any communication can be broken into three parts: the sender, the message and the audience. For communication to be successful, the audience must not only get the message, but must interpret the message in the way the sender intended. Since communication requires effort, it should always have a purpose. If the purpose isn t clear to the audience, you will have a problem! Most Air Force communication is intended to direct, inform (or educate), persuade or inspire. Often the sender has some combination of these motives in mind.

9 Chapter 3 describes the process of determining your purpose and audience in detail, but here are a few examples of Air Force communication targeted toward a specific objective: The headquarters staff (the sender) writes a new policy on trip report procedures (the message) and sends a copy to all subordinate units (the audience). Purpose of this communication : to direct An aircraft technician (the sender) reports the results of an aircraft engine inspection (the message) to his supervisor (the audience). Purpose of this communication : to inform A branch chief (the sender) requests additional funding for new computers (the message) in a meeting with the division chief (the audience).

10 Purpose of this communication : to persuade 4 A Basic Philosophy of communication Most communication outside the Air Force falls in these categories as well. Can you spot the purpose of each of the following sentences? You didn t wash the car like you promised. But Dad! Everyone else is going to the beach. Why can t I go? Son, I know you re a fine young man, and fine young men keep their promises. Aw, Wash the car NOW! If you look carefully, you can see the efforts to inform, direct, persuade or inspire in this common conversation. communication , TEAMWORK AND LEADERSHIP communication skills are vitally important in any environment where teamwork is important.