Basic Communication Tips

Basic Communication Tips — Rank, Jargon, Tone, Courtesy

Mindful Communication

Mindful Tips

Beginning any communication with basic communication tips in mind and being mindful of others when speaking and listening will enhance communication skills in any environment.

Rank

Rank Barrier

Differences in military rank can be a barrier (real or perceived) to communication in the USAF.

Differential Communication

Differential Tendency

Many of us instinctively communicate differently with those senior in rank than we do with those who are junior in rank.

Strive for Consistency

Candid + Direct + Respectful

We must constantly strive to be candid, direct, and respectful with everyone we communicate with.

Jargon

Jargon Caution

Do NOT overestimate the knowledge and expertise of others when it comes to jargon.

Jargon Use

Be careful with excessive use of career-field specific jargon and acronyms, but feel free to use jargon when appropriate.

Speaker Responsibility

As the speaker, it is your responsibility to ensure your communication is understandable.

Tone

Tone Definition

Tone is NOT just what you say, but how you say it.

Tone Power

Use of tone can be valuable when enhancing a message, but it can be difficult to portray in written communication.

Speakers vs Writers

Speakers vs Writers Tools

Speakers use gestures, voice, and movements to communicate; writers do not.

Emojis

No Emojis Formal

Emojis ☺ do NOT have a place in written formal communication.

Tone Awareness

Recognize the limitations of expressing tone through written communication and pay close attention to how the message may be perceived.

Courtesy

Courtesy First Rule

The first rule of communicating courteously is being polite.

Avoid These

Courtesy Avoidances.

Forego anger
Forego criticism
Forego sarcasm

Strive for These

Strive to be reasonable and persuasive.

Patient and Tactful

Be patient and tactful, regardless of the challenges of delivering a message.

When You Need to Cool Down

Cool Down Method

If you have to:

Push back from the computer
Take a deep breath
Slowly count to 10
Then review your message to ensure it is professional and courteous

Basic Communication Tips — Make it Personal, Formal, Be Positive

Make it Personal

Use Pronouns

When appropriate, use pronouns, such as:

We
Us
Our

…to create rapport and keep your audience involved.

Pronouns Avoid Monotone

Pronouns Effect

Using pronouns also keeps your message from being:

Monotonous
Dry
Abstract

Use Sparingly

I/Me/My Sparingly

Use I, me, and my sparingly, and be aware of how the use of "you" can be perceived in some situations.

Formal

Formal Greeting Examples.

Formal: "Good morning, Sir."
Informal: "Hey" or "What's up?"

Always More Professional

Formal More Professional

The formal approach is always the more professional approach to greeting or addressing someone.

When Formal Is Essential

Recognize Formal Need

While in today's USAF much communication among peers will be informal, it is essential to recognize, particularly during events and ceremonies, when formal, professional communication is appropriate.

Be Positive

Cultivate Positive

Cultivate a positive message and give praise where praise is due.

Optimism Encourages Acceptance

Optimism > Problem Focus

Rather than focusing on problem areas, optimism can encourage acceptance of a message.

Be Receptive to Criticism

Receptive to Criticism

Also, encourage and be receptive to criticism in the form of:

Helpful questions
Suggestions
Requests
Recommendations
Information

Sincerity Sensed

Audiences often sense and appreciate sincerity and honesty.