CHAPTER 2: Seven Steps to Effective Communication (Overview)Chapter 1 introduced the FOCUS principles of effective communication (Focused, Organized, Clear, Understanding and Supported). In this chapter, we'll introduce a seven-step approach to effective communication based on the FOCUS principles. Here you’ll get the big picture introduction, but later chapters will describe each of the seven steps in greater detail. You can tailor the steps to your own style and approach, but completing each of them will increase your chances of speaking and writing success. These steps are not always used in sequence and for long and complicated assignments you may find yourself moving back and forth between steps. That’s OK -- it's better to deviate from a plan than to have no plan at all.Like many things, good communication requires preparation and the first four steps lay the groundwork for the drafting process. Though much of this seems like common sense, you'd be surprised at how many people skip the preparation and launch into writing sentences and paragraphs (or speaking "off the cuff"). DON’T DO IT! Good speaking or writing is like building a house -- you need a good plan and a firm foundation Drafting, Editing, and Feedback (Steps 5-7) -- The first four steps are identical for both writing and speaking assignments, but the drafting and editing processes are somewhat different for the two forms of communication. In this section we’ll describe the steps from a writing perspective and chapters 9 and 10 will describe how the steps are adapted for Air Force speaking.U.S. Air ForceUSAF_f44f343c-b6c9-11e2-b3e2-1be1e2f52354Good communication_653c3bba-f674-11e7-a51b-e6a9f7215f3cTo document the steps toward effective communication_653c3cfa-f674-11e7-a51b-e6a9f7215f3cCommunicationPrinciples of Effective Communication Once you accept that communication is important, it's important to understand what makes communication succeed and what makes it fail. Most mistakes are caused by forgetting one of five principles of good communication. This section addresses these core principles for strong writing and speaking, which we’ve organized to spell out the acronym FOCUS. FocusAddress the issue, the whole issue, and nothing but the issue.OrganizationSystematically present your information and ideas.ClarityCommunicate with clarity and make each word count.UnderstandingUnderstand your audience and its expectations.SupportUse logic and support to make your point.Purpose & AudienceAnalyze Purpose and Audience_653c3de0-f674-11e7-a51b-e6a9f7215f3cStep 1Anthony Robbins"To effectively communicate, we must realize that we are all different in the way we perceive the world and use this understanding as a guide to our communication with others."WritersToo many writers launch into their project without a clear understanding of their purpose or audience. This is a shame -- a few minutes spent on this step can save hours of frustration later and help determine whether you end up looking like an eagle or a turkey. You're much more likely to hit the target if you know what and who you're aiming at.Carefully analyzing your purpose helps with FOCUS Principle #1: "Focused -- answer the question, the whole question and nothing but the question." In some cases, if you take a hard look at the purpose, you might find that a formal paper or briefing might not be needed. You'd be startled at how many briefings, paper documents and electronic messages are processed in a typical day in a major command (MAJCOM) or wing. Formal communication takes effort and costs money -- make sure you don't unnecessarily add to everybody’s workload. If you take the time to "understand your audience" (FOCUS Principle #4) and think about their current knowledge, interest and motives, you’ll be better able to tailor your message so that you'll accomplish your purpose, regardless of what it is. Instructing a hostile audience about changes in medical benefits will be different than inspiring a friendly audience at a Veteran's Day celebration and writing for the general’s signature will be different than writing for the base webpage. Chapter 3 has lots of helpful suggestions about analyzing purpose and audience.WorkloadDon't unnecessarily add to everybody’s workload._653c3f84-f674-11e7-a51b-e6a9f7215f3c1.1AudienceUnderstand your audience by thinking about their current knowledge, interest and motives._653c4178-f674-11e7-a51b-e6a9f7215f3c1.2TailoringTailor your message so that you'll accomplish your purpose._653c42cc-f674-11e7-a51b-e6a9f7215f3c1.3ResearchResearch Your Topic_653c43b2-f674-11e7-a51b-e6a9f7215f3cStep 2Abraham Lincoln"Truth is generally the best vindication against slander."Remember that FOCUS Principle #5 states good communication should be supported with information relevant to your point. Step Two -- "Research your topic" -- gives you the raw material to build your case. For many of us, "research" sounds intimidating -- it brings back memories of painful school projects and hostile librarians who wouldn't let us sneak coffee into the building. Don't let the idea of research scare you. In the context of the seven-step approach, research is the process of digging up information that supports your communication goals. Think of it as "doing your homework" to get smart on your communication topic. Chapter 4 is full of helpful advice on how to approach the challenge. For those of you interested in academic research, Appendix 2 has additional information on the topic.InformationSupport your topic with relevant information._653c4498-f674-11e7-a51b-e6a9f7215f3c2.1IdeasSupport Your Ideas_653c4588-f674-11e7-a51b-e6a9f7215f3cStep 3Voltaire"If you wish to converse with me, define your terms."Often our communication goal involves persuasion. In such cases, throwing information at our audiences isn't enough -- we have to assemble and arrange our facts to support our position. Different kinds of information gathered during the research process can be used to form a logical argument. A logical argument is not a disagreement or a fight --it's how we assemble information to make decisions and solve problems. At the same time we are trying to persuade others, others are trying to persuade us and not all their arguments are airtight. A logical fallacy is a weakness or failure in the logic of an argument. Chapter 5 describes logical arguments and several common logical fallacies -- allowing you to recognize mistakes in other’s arguments and avoid them in your own. Building logical arguments are part of everyday life. We build arguments when we decide which new car to buy, who to nominate for a quarterly award or how we should spend our training budget. You'll find that many of the ideas described in Chapter 5 are part of the way you think, even if you didn't know the formal terminology. FactsAssemble and arrange relevant facts._653c466e-f674-11e7-a51b-e6a9f7215f3c3.1ArgumentsRecognize mistakes in arguments and avoid them._653c475e-f674-11e7-a51b-e6a9f7215f3c3.2Organization & OutliningOrganize your thoughts and develop an outline._653c484e-f674-11e7-a51b-e6a9f7215f3cStep 4Anna Burger"Organizing is our core principle. It is our north star."CommunicatorsYou know your purpose and audience, you've done your homework -- it’s time to deliver your message, right? Not so fast! Before starting to write sentences and paragraphs (or deliver your speech), you'll save time and frustration by organizing your thoughts and developing an outline of how you are going to present your information. Successful communicators organize their material logically and in a sequence that leads their audience from one point to the next. Audiences often "tune out" a speaker or writer who rambles on without a logical pattern. Poorly organized essays are a common complaint in both civilian and military schools. Save yourself and your audience a lot of pain -- read chapter 6 to learn different patterns and techniques to organize and outline your material. FOCUS Principle #2 states that good communication should be organized so that the audience can efficiently understand your point. You've taken the first steps towards accomplishing this principle when you take the time to organize and outline your work before starting to write … but how you actually draft and edit paragraphs will take you the rest of the way. SequencingOrganize material logically in a sequence that leads from one point to the next._653c4948-f674-11e7-a51b-e6a9f7215f3c4.1DraftingConnect with your readers._653c4a4c-f674-11e7-a51b-e6a9f7215f3cStep 5Michael Barnier"It is a draft -- a draft which should be discussed and improved."When we think about the writing process, we immediately think of drafting sentences and paragraphs. If you're uncomfortable with your writing skills, this step usually causes the most anxiety. The good news is that your work on Steps 1-4 will make the drafting process less painful and more efficient. Once you've completed the preliminaries and are ready to write, there are several practical ways to ensure you connect with your readers... Chapter 7 is full of practical advice on drafting and it takes a top-down approach. It begins with preliminaries such as writing tone and formats, transitions to paragraph construction, provides practical tips on writing clear, vigorous sentences, then concludes with advice on overcoming writer’s block.PurposeState your purpose up front._653c4b50-f674-11e7-a51b-e6a9f7215f3c5.1First, get to the point quickly -- use one or more introductory paragraphs to state your purpose up front. Most Air Force readers don't have the time or patience to read a staff paper written like a mystery novel with a surprise ending.Organization & TransitionsOrganize paragraphs and use transitions to guide readers._653c4c68-f674-11e7-a51b-e6a9f7215f3c5.2Second, organize your paragraphs so the readers know where you're leading them and use transitions to guide them along.Clarity & DirectnessMake your sentences clear and direct._653c4d80-f674-11e7-a51b-e6a9f7215f3c5.3Third, make sure your sentences are clear and direct. Cut through the jargon and passive voice, use the right word for the job and be as concise as possible. Finally, summarize your message in a concluding paragraph that connects all the dots and completes the message.EditingCritically evaluate and correct your writing._653c4e8e-f674-11e7-a51b-e6a9f7215f3cStep 6Harold Ross"Editing is the same thing as quarreling with writers -- same thing exactly."Experienced writers know that editing should be a separate, distinct process from drafting. When you draft, you create something new. When you edit, you shift from creator to critic. This change in roles can be tough, and no one wants to admit that the draft may not be as good as he thought. Remember that criticism and judgment are inevitable in communication. The better you are at critically evaluating and correcting your own writing, the fewer people will be doing it for you. There are two important aspects of the editing process -- WHAT you are editing for and HOW to edit efficiently. What to edit for is simple -- remember those FOCUS principles from chapter 1? How to edit is a little more complicated, but we recommend starting with the big picture and working down to details like spelling and punctuation. Ironically, many people do just the opposite; they focus on details first. Some even think that editing is all about the details. Nothing could be farther from the truth. Though details are part of editing, they're only part of the puzzle. Chapter 8 provides information on editing fundamentals and procedures.Big PictureStart with the big picture._653c4f9c-f674-11e7-a51b-e6a9f7215f3c6.1DetailsWork down to details like spelling and punctuation._653c53a2-f674-11e7-a51b-e6a9f7215f3c6.2Feedback & ApprovalFight for Feedback and Get Approval_653c54a6-f674-11e7-a51b-e6a9f7215f3cStep 7Robert G. Allen"There is no failure. Only feedback."SupervisorsExecutive OfficersWhen you've completed the editing process and done what you can to improve your communication, it’s time to move outside yourself to get feedback. We are all limited in our ability to criticize our own work, and sometimes an outside opinion can help us see how to improve or strengthen our communication. Your objective is to produce the best possible product; don't let pride of authorship and fear of criticism close your mind to suggestions from other people. Also, what we write or say at work often must be approved by our chain of command through a formal coordination process. Your supervisor needs to see it, the executive officer needs to see it, then the big boss and so on. Chapter 9 provides tips on how to give and receive feedback and how to manage the coordination process._653c55a0-f674-11e7-a51b-e6a9f7215f3c2015-11-192018-01-10http://static.e-publishing.af.mil/production/1/saf_cio_a6/publication/afh33-337/afh33-337.pdfOwenAmburOwen.Ambur@verizon.net