Seven Steps for Effective Communication — Steps 1-4
DAFH 33-337 Foundation
DAFH 33-337 Foundation
As indicated in DAFH 33-337, the seven steps for effective communication are fundamental to good speaking and writing skills.
Two Phases
Two Phases of 7 Steps.
- The first four steps lay the groundwork for the drafting process
- Steps five through seven are where the communication takes the form of a well-prepared message
Step 1: Analyze Purpose and Audience
Step 1 Analyze
Be clear on your purpose and know and understand your audience when preparing to communicate your message.
How to Analyze
How to Analyze
This is often accomplished by determining what your message is and why you are communicating it to your audience.
Four Intent Categories
Four Communication Intents
In this step you will want to ask yourself, is your purpose for communicating to:
- Direct
- Inform
- Persuade
- Inspire
Design Around Purpose
Once you know your intent, you can design your message around your purpose statement or the intent you have in mind.
Step 2: Research Your Topic
Step 2 Research
Be resourceful and informed when preparing to communicate your message.
Use Workplace Experts
Workplace Experts
There may be experts in your workplace who you can talk to for insights and advice on researching your topic.
Information at Fingertips
Information Available
Information is at our fingertips, so consider:
- What you know
- What you don't know
…and gather data that is pertinent and relevant to your topic.
Reference
Step 2 Reference
DAFH 33-337, Chapter 4, provides a comprehensive list of online sources, websites, and databases that will prove to be very helpful in gathering information for your topic.
Save Links
You may find it valuable to save many of the links as favorites in your web browser for quick access.
Step 3: Support Your Ideas
Step 3 Support
Be sure to strengthen your communication by providing information that will support your message.
Support Methods
Support Methods
Depending on your message and your audience, you may choose to reinforce your position on an issue through evidence using:
- Definitions
- Examples
- Testimony
- Statistics
Evidence Quality Standards
Evidence Standards
Focus your approach using:
- Trustworthy
- Accurate
- Precise
- Relevant
- Sufficient
…evidence that will support your ideas and gain the trust of your audience.
Step 4: Organize and Outline
Step 4 Organize
Be organized and purposeful in your approach to communicating your message.
Multiple Patterns
Patterns by Intent
There are several ways to organize information. The pattern you choose will depend greatly on whether your intent is to direct, inform, persuade, or inspire.
Reference
Step 4 Reference
There are several patterns available in DAFH 33-337, Chapter 6.
Pattern Examples
Pattern Examples.
- Chronologically — using an approach that covers pertinent information in a time-ordered sequence
- Sequentially — that presents your information in a step-by-step manner