Geography of Professional Communication

When I first began reading the first chapter of Paul Anderson’s book Technical Communication, A Reader Centered Approach, I immediately thought of my target audience in my professional life. I regularly communicate in writing to subordinates, peers, and superiors. While drafting an initial communication, I target the individuals that can act on the issue I am addressing or would benefit most from the information I am providing. As the Senior Enlisted Leader of my organization, a specific level of authority is carried with my communications. However, a corresponding level of professionalism is rightly expected, as well. In this point in my career, expectation levels of professionalism and clear communications are high. If I am dissatisfied with the response, or lack thereof, I will re-engage on the subject and include the target audience’s supervisor. If I continue to experience additional resistance or lack of action, I will readdress the subject of the communication and include the commander of my target audience. Lastly, I will typically include my commander in this level of communication so that he can engage at his level for results. Regardless of the communication and how high it must be elevated for action; the Air Force has taught me to approach it with emotional intelligence and with respect to every individual in my audience.

Within the Air Force, a common approach to written communication, especially in email, is to present the reader with what we have coined as, “Bottom Line Up Front”, or because the military like acronyms it is also known as BLUF. In such cases, BLUF will be the very first word of communication immediately followed by a summary of the subject at hand. It is important to address the subject in the first line of communication as a way of saving time. Additionally, it must be written in a manner that identifies to the reader whether the communication is for their action, or if it is informative in nature. The remainder of the communication should only contain information that is pertinent to the action or results desired. They will include complete instructions for the reader, along with the needed facts to support the purpose of their actions.

Although the use of email throughout the military is considered actionable, contains lawful orders, and is expected to be complied with, it is more of an informal medium used for expediency. Short of regulations, the most formal form of written communication throughout the military is the memorandum. A memorandum is a written form of communication that bears weight and demands compliance. Not only is the format of these memorandums directed by regulations, but these types of written communications will also be signed by someone of authority. Compliance or action to such memorandums are expected and punishable if not executed. Of course, what would the military be without regulations. These types of written communication are signed by the respective Chiefs of Staff for each branch, and compliance with them is mandatory. Lack of compliance will result in non-judicial punishment, courts martial, incarceration, or even discharge.

When completing any one of these written communications I have mentioned, I always speak to the room. I assess who my audience is, the relevance of what I am trying to convey, and the applicability of the information to the readers. Additionally, when I communicate, I write in a non-assuming manner. I don’t assume that the reader has background knowledge of the subject, unless I know that they do, through previous experience or communications. I try to consider the position of the reader and that their level of situational awareness may be less than my own, or perhaps greater than my own. As I write each line, I find myself in the mind of the reader and try to envision their interpretation of what I am trying to communicate. I consider things like their age, perhaps their level of leadership, their expertise, and their rank. All these factors help me to decide what to include in my communications so that they are clear.

One aspect of my own written communications that could be more developed is my initial emotional response. I often find myself reacting emotionally with my communications. However, I have matured to a level where I have developed a few tools of my own to combat this shortfall. First, I recognize my emotional state. I will either wait until my emotions have subsided before communicating, or I will save the communication as a draft to be reviewed later when I have settled down. I also have had someone I trust, outside of my situation, to proofread my communication.

The most important ethical concern I face with written communication is inflection. Sometimes when speaking from facts, written communication can be received as cold, demanding and emotionless without inflection. This is where wording is crucial to not offending the reader. It is important that the reader feels that they are not being marginalized and treated like professionals, regardless of where they are a subordinate, peer, or superior.