Cpl's Course: Communications

Mind Mapping

A mind map is a diagram used to represent words, ideas, tasks, or other items linked to and arranged around a central keyword or idea. One simple way to understand a mind map is by comparing it to a tree. The tree trunk represents the main idea; the main branches leading from the tree trunk represent the key thoughts in your thinking process; the twigs or smaller branches represent your secondary thoughts (subheadings), and so on. Special images, colors, or shapes can represent landmarks of interest or particularly relevant ideas. •The main idea, subject, or focus is formed in a central image, word, or phrase. •The main points or ideas radiate from the center as branches or subtopics. •The branches are comprised of a key image or key word drawn or printed on its associated line. •Subtopics are represented as twigs or ideas related to the branch. •The branches form a connected nodal structure

SELECT THE TOPIC

A well-chosen topic is the first step to a successful presentation. In the military, often, the topic of the presentation is directed from higher authority. If you can choose the topic, begin by asking yourself several questions. Your answers will help you select a topic. •What topics are you experienced with? •What are you interested in talking about? •Does the occasion or situation suggest a topic? The following questions will help you narrow your subject. •What does your audience already know about the topic, and what do they expect to learn? •Which topics will interest the audience the most? •How much time do you have to research the topic? •How much time do you have to deliver the presentation?

Organize the Presentation

After you have conducted research, you should begin to see a pattern emerging from the information. Before you create an outline for your presentation, you will want to arrange your material in a logical manner. Approaching your presentation in an organized manner is important for the following reasons: •Your listeners learn more from an organized presentation. •An organized presentation is easier to present. •You will appear more credible and more persuasive if your presentation is organized. •Good organization lowers the frustration for you and your audience.

DoD DIRECTIVE 1344.10, POLITICAL ACTIVITIES BY MEMBERS OF THE ARMED FORCES

All members of the armed forces—including members on active duty, members of the reserve components not on active duty, and retired members—are subject to the restrictions of DoD Directive 1344.10. This policy can be broken down into three broad categories: •Political activities that members may do •Political activities that members shall not do •Other policy matters or restrictions

Audience

Consider the listener's or reader's expectations, prior knowledge, and disposition with regards to the subject.

Subject/Message

Consider what you already know about a subject, what you need to know, and determine the kind of evidence or proof that is most useful.

Speaker/Writer

Consider who you are or your position, what you feel, and your experiences.

Article 91 - Insubordinate conduct toward warrant officer, noncommissioned officer, or petty officer

For the purposes of social media, the third point is the primary focus; this article is similar to Article 89 but it includes warrant and noncommissioned officers.

DETERMINE THE MAIN POINT OR CENTRAL IDEA

Once the topic and purpose are determined, the next step is to determine the main point or central idea. This will be the main idea or message you convey in your presentation. The central idea, or thesis statement, includes one or more declarative sentences that sum up the major ideas that you will present to your audience. It provides focus and clearly indicates direction. It is often considered the most difficult to write; however, it should not be. Remember that the central idea for the informative speech is objective and forecasts the direction of the speech, and the central idea of the persuasive speech provides insight into the speaker's position on the topic. The central idea you develop will guide your research and ultimately the preparation of your presentation.

OPERATIONS SECURITY

Operations security (OPSEC) measures are those measures taken to deny critical information about friendly forces to our adversaries. Critical information includes specific facts about friendly intentions, capabilities, and activities needed by adversaries to plan and act effectively against friendly mission accomplishment. Critical information also includes but is not limited to: tactics, troop movements, unit location, force size, force protection measures, specific numbers of equipment, and weapon system details.

NONVERBAL COMMUNICATION TECHNIQUES

-Appearance -Posture -Movement -Gestures -Facial Expressions -Eye Contact

Presentation Outline Parts

-Introduction -Body -Conclution

How to Rehearse

-Practice Aloud -Rehearse the Presentation Repeatedly -Avoid Memorization -Rehearse in Parts -Rehearse the Whole Presentation -Rehearse for Criticism

Body

The body should include the following components. •Main point or idea: This statement tells your audience specifically what you will be speaking about and what supporting elements or evidence you will present to justify your claim. •Supporting elements or evidence: These statements provide credible support for the main point or idea. Write multiple supporting element statements based upon what is needed to support your main point or idea.

Unofficial Internet posts

are considered any content about the Marine Corps or related to the Marine Corps that are posted on any Internet site by Marines in an unofficial and personal capacity. These unofficial posts are not initiated by any part of the Marine Corps or reviewed within any official Marine Corps approval process. Marines must also be thoughtful about the non- Marine-related content they post since the lines between Marines' personal and professional lives often blur in the online space.

Official Internet posts

involve content released in an official capacity by public affairs Marines, Marine Corps Community Services marketing directors, or commanders designated as releasing authorities.

PLANNING CONSIDERATIONS

-Situation: •Time: How long does the speaker have to speak? •Size: What is the expected size of the audience? •Facilities: What is the capacity of the room/space and the seating arrangements? •Equipment: What equipment is available and needed? •Physical conditions: What are the environmental factors of the location such as temperature, ventilation, noise distractions, and lighting? -Audience: •Demographics: Get to know your audience. Analyzing the audience helps the speaker adapt their message to the listeners more effectively. If possible, determine their age range, gender, group membership, education, and cultural and ethnic background. •Values: Get to know the values and interests of your audience since audiences pay closer attention to messages that are tailored to their values, beliefs, and interests. •Audience Needs: Know the needs of your audience. Audiences value their time and cease to listen when they feel their time is not being used wisely. •Audience Knowledge: Get to know the current knowledge and experience level of your audience. Audiences hear and evaluate what a speaker says on the basis of what they already know and believe, so it is easier to build a presentation that reinforces rather than convinces.

VERBAL COMMUNICATION TECHNIQUES

-Volume -Articulation -Pronunciation -Rate -Pitch -Force -Pause

Brainstorming

Based upon your topic research, you may want to rethink your main point or central idea before writing an outline for your presentation. To generate a new idea or modify your original idea, you may want to use the prewriting technique of brainstorming. Brainstorming is used to generate new ideas, promote creative thinking, and to develop creative solutions to problems.

Importance of Outlining

Great speeches or presentations start with great writing, and outlines provide the framework for your ideas or main points. The outline is not designed to be read aloud when delivering the presentation but should be used as an aid in rehearsal. Outlining is an important tool for two reasons: •Testing: An outline is a testing device. It allows you to see your ideas so you can discover which ideas you have overemphasized and which you have excluded or underdeveloped. •Guiding: A good outline can be used during rehearsal to show you where you have been, where you are, and where you want to get before you are done. The amount of time you spend in preparing a good outline will be reflected in the quality of your presentation and the organization of your material.

Proofread & Revise

Great writing is revised many times before it becomes final. One of the keys to an effective revision is setting your draft aside for a while. Take a break between writing and proofreading. A good technique to proofread is to read the text out loud. One recommended sequence for proofreading is: •Check format: Is it formatted correctly? Are any of the required parts missing or incomplete? •Check for grammatical errors: Improper punctuation, misspelled words, run-on sentences. •Read for content: Are my ideas clearly stated and written in a logical order? Is there enough material to fill the time allowed to speak?

DEPARTMENT OF DEFENSE (DoD) POLICY

Marines are encouraged to carry out their obligations as citizens. However, as a member of the armed forces, there are limitations to your political activity. •You must adhere to DoD and Marine Corps policy when posting political content or your political opinion online. •You must not express or imply Marine Corps endorsement of any opinions, products or causes other than those already officially endorsed by the Marine Corps.

COMPUTER/NETWORK SECURITY

Security Measures: •Always use strong passwords to protect your social media accounts. •Change your passwords frequently for added protection. •Review your social media accounts daily for possible use or changes by unauthorized users. •Install and maintain current anti-virus, anti-malware, and anti-spyware software on your personal computers. •Don't click on links, start downloads, or open e-mail attachments unless the source can be trusted. •Beware of "apps" or "plug-ins" written by unknown third parties since these may be used to access your data. •Be watchful for scams online and avoid anything that doesn't look legitimate or appears out of context. If it sounds too good to be true—it probably is.

PERSONAL PRIVACY

Security Measures: •Set the privacy settings on social media accounts to limit access to your personal information. •Don't post personally identifiable information (PII) such as social security number, home address, birthday, birth place, driver's license number, etc. •Don't post sensitive, family-related information within your profile. •Don't post information that would infringe upon the privacy of others. •Keep your plans, schedules, and location information to yourself. •Tell friends to be careful when posting photos and information about you and your family.

CONDUCT RESEARCH

Start your research by using the information you already know about the topic. If you need more information, only use reliable resources that will provide information that is credible, accurate, and relevant to your audience. Keep in mind that the goal of gathering information is to find information that supports your main point or central idea. The types of evidence you could use as support may include definitions, examples, testimony, statistics, facts, or explanations.

Conclusion

The conclusion is the final opportunity to reinforce the main point and provide closure. •Summary of main point: This is a restatement of the main point or idea presented within the introduction and body. Remind the audience why the main point is relevant. •Closing statement: The closing statement should be the last part of the conclusion and signals the audience that you have completed your presentation. The closing statement should be memorable.

Introduction

The introduction should include the following four elements. •Attention gainer: The attention gainer is a statement that gains the attention of the audience. A speaker can begin a presentation in numerous ways to include using a quote, telling a story, asking a question, or making a bold statement. The attention gainer must be relevant to your main point/idea. •Credibility statement: The credibility statement shows the audience that you are qualified to speak on a subject. In the military, rank alone can act as a credibility statement. Marines have credibility to speak about subjects they have experienced throughout their careers and lives. •Relevancy statement: The relevancy statement tells the audience why the topic is relevant to them. The speaker needs to clearly articulate what the audience will get out of the presentation. •Preview of main point: For this portion, state the main point or idea that will be covered in the presentation.

Article 82 - Solicitation

This article makes it illegal to encourage fellow Service members to desert, mutiny, commit an act of misbehavior, or to incite rebellion against government authority

Article 92 - Failure to obey order or regulation

This article specifically deals with Service members knowingly disobeying general and lawful orders, and Service members who are negligent and derelict in the completion of assigned duties.

Article 90 - Assaulting or willfully disobeying superior commissioned officer

This article specifically deals with contemptuous language and physical acts of violence directed at commissioned officers. Contemptuous Facebook posts or Twitter tweets can fall under this article, along with physical attacks.

Article 88 - Contempt towards officials

This article specifically deals with contemptuous language directed at U.S. officials. Contemptuous Facebook posts or Twitter tweets can fall under this article.

Transitions

Use transitions to create a sense of flow as your presentation unfolds. Transitions serve as links for listeners, alerting the audience to the speaker's path through the presentation. They help the listener by focusing their attention. Transitions can refer back to where the speaker has already been or forward to where the speaker is going next. Transitions are normally found between the introduction and the main body, between the supporting elements, and between the body and conclusion. Types of transitions include: •Internal previews or forecasts that allow the listener to know what the speaker will cover next. •Internal summaries that briefly summarize the speaker's preceding points. •Signposts that link words or phrases that move the audience from one idea to another.

BETTER PUBLIC SPEAKING SKILLS CAN IMPROVE YOUR LIFE

•Build success in your professional life - Most presidents and CEOs of companies possess strong speaking skills. Often, their success and their companies' success have been related to their ability to communicate effectively. •Communicate with others more clearly - Many mistakes or misinterpretations are a result of not properly communicating your ideas. Great public speaking skills help you articulate ideas and make them come alive for the listener. •Build overall confidence - As you become better at organizing and communicating your ideas effectively, you will start to exhibit more confidence. •Increase your comfort level in social situations - Social situations are, in fact, the perfect opportunity to practice your public speaking skills. •Speak more confidently on the telephone - Whether you call to request information, make a cold call at work, communicate with a client, or just leave a phone message, others can hear your confidence level in the tone of your voice. •Establish trust and respect from others with greater ease - The ability to convince people with words is vital to establishing trust and respect. This can include not only what you say, but how you say it.

PRINCIPLES OF EFFECTIVE COMMUNICATION

•Focused: Stay focused; address the issue, the whole issue, and nothing but the issue. •Organized: Present your information and ideas in an organized and logical manner. •Clear: Communicate with clarity and make each word count. •Understanding: Understand your audience, their expectations, and interests. •Supported: Use logic and compelling information to support your main point.

Article 89 - Disrespect toward a superior commissioned officer

•Marines may believe that once they leave a formation or the company area, they can say whatever they please about their leadership; some Marines even take to a social media platform (such as Facebook) to "vent." •Although social media is not specifically mentioned in the UCMJ, posting disrespectful comments about leadership on your Facebook page falls under the category of disrespect toward a superior commissioned officer and leaves you subject to punishment under the UCMJ

Security Measures

•Never post critical information on social media or other web sites. •Turn off the Global Positioning System (GPS) function of your digital devices when deployed since photos and location-based social media applications can reveal your geographic location. •Don't report your specific location on social media while deployed. •Don't share information that is not approved for public release to include memos, meeting notes, e-mails, message traffic, personnel lists, phone numbers, e-mail addresses, etc. •Ensure family members understand the importance of protecting operations security when posting to social media sites. •Talk to family and friends about operations security and what can and cannot be posted.

CHARACTERISTICS OF SOCIAL MEDIA

•Participation - Social media encourages contributions and feedback from everyone who is interested. •Openness - Most social media services are open to feedback and sharing. Voting, comments, and sharing of content are encouraged. •Conversation - Whereas traditional media is about broadcasts, social media is better seen as a two-way dialogue. •Community - Social media allows communities to form quickly and communicate effectively; these communities share common interests, such as a love of photography, an environmental issue or a favorite TV show. •Connectedness - Social media thrives on its connectedness, making use of links to other sites, resources, and people.

STEPS TO FOLLOW FOR A PRESENTATION

•Plan - Determine the purpose. - Select the topic. - Determine the main point or central idea. - Conduct research. •Prepare - Prepare a written outline. - Prepare speaker notes. - Rehearse the presentation . •Deliver - Use effective communication techniques. - Understand the principles of effective communication.

BASIC FORMS OF SOCIAL MEDIA

•Social networks - allow people to build personal web pages and then connect with family and friends to share content and to communicate. One popular example is Facebook. •Blogs - are online journals, with the most recent entries appearing first. Examples include Blogger and WordPress. •Micro-blogs - are blogs that contain small amounts of content (or "updates") distributed to mobile devices. A prime example is Twitter. •Wikis - are websites that allow people to add or edit content which is contained in what amounts to a communal document or database. The best known wiki is Wikipedia. •Content communities - are communities of interest which organize and share particular kinds of content. The most popular content communities tend to form around photos (Flickr), and videos (YouTube).

Article 117 - Provoking speeches or gestures

•This article prohibits "provoking or reproachful words or gestures" toward another military member.

Reasons for Rehearsing

•To become familiar with the presentation material •To be comfortable with your communication skills The benefits of rehearsing for a presentation include: •It will reveal the most effective wording to ensure a smooth flow of the presentation. •It allows the speaker to be familiar with the main points and reduces the need to refer to speaker notes. •It allows the speaker to identify areas that are not in logical order and helps find awkward transitions. •It allows the speaker to test the timing of the presentation, thus keeping within the time limit.

DETERMINE THE PURPOSE

•To persuade: This approach is used to sell the audience on a new idea, or a change in operations. The goal is to influence audience beliefs or actions. •To inform: Use this approach when you need to pass on new or additional information. The goal is to expand audience knowledge. The emphasis is clear, direct communication with accurate and adequate information tailored to audience education and skill levels. Audience feedback may be needed in some situations to make sure the message is received. •To entertain: The goal of entertaining speeches is to amuse the audience and provide enjoyment. This method is used on special occasions but is rarely used alone. The purpose of entertaining is often secondary to either the purpose of informing or persuasion. The focus of this method of communication is delivery. People will likely be more interested in what the speaker has to say when the presentation provides enjoyment.

Article 134 - General article

•Under Article 134, a Service member can be disciplined for any offense not specifically covered in any other article of the UCMJ, but involve "the prejudice of good order and discipline in the armed forces." or offenses which involve "conduct of a nature to bring discredit upon the armed forces." •The proof required for conviction of an offense under Article 134 depends upon the nature of the misconduct charged. However, generally, the following proof is required: that the accused did or failed to do certain acts; and that the accused's conduct was to the prejudice of good order and discipline in the armed forces or was of a nature to bring discredit upon the armed forces.

PREPARE SPEAKER NOTES

•Use key words or phrases: A word or two should be enough to trigger your memory, especially if you've practiced adequately. •Fully write/type out the ideas that must be stated precisely: You don't want to make mistakes with people's names, statistics, or exact quotations. •Give direction: Include directions for delivery, such as "SHOW GRAPH." •Add emphasis to easily catch your eye, show the relationship of ideas, and jog your memory during delivery: You might use capital letters, white spaces, underlining, indentation, dashes, and highlighting to emphasize important ideas.