DEOMI Exam 1 (Study Guide) QUESTIONS WITH COMPLETE 100% VERIFIED SOLUTIONS 2024/2025, Exams of Communication

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DEOMI Exam 1 (Study Guide)

QUESTIONS WITH COMPLETE 100%

VERIFIED SOLUTIONS 2024/

What is defined as the act or process of using words, sounds, signs, or behaviors to express or exchange information or to express your ideas, thoughts, and feelings to someone else? Communication What five elements make up the communication process? a. Communicators (sends and receives) b. Messages (an object of communication) c. Channels (Conduit for delivering messages) d. Environment (physical location, personal experiences, and cultural background) e. Feedback Whose responsibility is it to send a message that will be attended to and understood? It is the responsibility of the communicator The words of your message are referred to as what type of communication? Verbal Communication What is the most powerful way to communicate nonverbally? Touching is perhaps the most powerful nonverbal communication. Why is it important to study nonverbal communication? It is important to study because where verbal and nonverbal message conflict, nonverbal messages are relied upon more. What type of communication is between you and at least one other person? Interpersonal communication Noise, objects, temperature, and distance are all known as what type of barrier to communication? Physical barriers Past experiences, hidden agendas, and stereotypes describe which barriers or factors that impact communication? Perceptual barriers What type of barrier to communication involves anger, fear, and surprise? Emotional barriers What are the five steps or elements in the listening process?

1. Receiving.
2. Attending.
3. Understanding.
4. Responding.
5. Remembering. Which element in the listening process provides feedback and lets the sender know the message was received? Responding What are the benefits of effective listening? a. Improves communications b. Control of the situation c. Minimizes conflict d. Shows that you care e. Enhances understanding f. Improves memory What are the three types of listening? 1.Active Listening 2.Inactive Listening 3.Selective Listening Which type of listening involves filtering the message and hearing only what you want to hear? Selective Listening What are four response blocks that obstruct effective listening? 1.Evaluation 2.Unsolicited advice giving 3.Diagnosing/analyzing 4.Topping What is the definition of feedback? Feedback refers to a response from the receiver which gives the communicator an idea of how the message is being received and whether it needs to be modified. What are two types of feedback? a. Evaluative feedback: b. Non-evaluative feedback: Should feedback be specific or general? Should feedback be solicited or imposed?

• Ensure feedback is specific rather than general.
• Ensure feedback is solicited rather than imposed. What are the four panes of the Johari Window Model?

• Open/Free area (Arena)
• Blind Spot
• Hidden Area (Facade)
• Unknown Which pane contains "things I know about myself but the group doesn't know?" Hidden Area (Facade) Which pane of the Johari Window contains "things that neither the group nor I know about myself?" Unknown What are the behaviors that cause the blind spot to move or change size? a. Soliciting feedback b. Being receptive to feedback What are the benefits of giving and receiving feedback?

1. Exchange information
2. Achieve personal growth
3. Provider finds out about self
4. Receiver gains insight
5. Creates an open environment for effective operational and interpersonal communications
6. Aids in preparation for the future; not dwelling on the past. What are the three elements of the perception process?

• The raw data
• The mental process
• The product (or decision) Which element of the perception process is unseen, affected by motives and driven by personal bias? The Mental Process What are some of the attributes of a stereotype? Stereotypes are a set of cognitive generalizations (e.g., beliefs, expectations) about the qualities and characteristics of the members of a particular group or social category (American Psychological Association, 2007). Whether favorable or unfavorable, a stereotype is an overgeneralization or exaggeration that ignores individual differences within a group. What do we use in order to make sense out of the tremendous amount of data we are bombarded with in our daily lives? perceptual shortcuts Which perceptual shortcut sees people as the origin of action rather than seeing the contribution of circumstances to the situation? Blaming the victim

Which shortcut has the tendency to extend either a favorable or unfavorable impression to unrelated aspects of an individual's personality? Halo/Horn Effect What type of perceptual filter is made up of our five senses? Biological Filter What type of filters affect the perception process because they are the sum total of the learned behaviors of a group of people? Sociological or cultural filters What are the 5 strategies for correcting inaccurate perceptions?

1. Be aware of stereotyping
2. Understand the dynamics and processes that support stereotypes
3. Identify the appropriate application of facts, opinions and assumptions
4. Anything that keeps us from placing a person in a particular social category will tend to negate stereotypical thinking
5. Seek individuating information Define 'the product (or decision)' as related to the perception process the perception, sensing, or interpretation of experiences. Your brain, after receiving signals from your senses, goes into the categorizing and interpreting mode producing a product. By placing things in meaningful categories, we are able to understand and react with the world. It is a shortcut to understanding people, situations, and the world around us Define 'the raw data' as related to the perception process seeing an image, hearing a sound, inhaling a smell, tasting food, touching an object or person, or being involved in a situation What is the main purpose of an information brief? Purpose is to keep the listener abreast of the current situation and supply specific information. What type of information do you deal with when providing an information brief?
6. High priority facts and information requiring immediate action.
7. Complex information on complicated plans, systems, statistics, or visuals.
8. Controversial information requiring explanation. Which type of brief is used to obtain a decision on a specific problem or to produce an answer to a question? Advocacy/Decision Brief What is the most widely used and flexible brief, used at all levels of command? Staff Brief What type of brief is used to impart information that is used to elaborate on an order, give specific instructions, or instill an appreciation for the mission? Mission Brief

What are the three parts to the introduction of a formal brief?

• Stage setting remarks (Attention Step)
• Purpose statement
• Overview What are the two elements within the conclusion of a formal brief?
• Summary
• Closure When delivering a brief, what delivery skill allows you to focus on the audience and search for feedback? Establishing good eye contact What type of support material is described as a "memory tickler" or quick reference outline to be used during meetings or to informally pass information quickly to another person or office? Point paper Which type of support material is a quick-reference outline on key points, facts, positions, and questions to be used during an oral presentation? Talking paper What is defined as the process, beginning shortly after birth, by which an individual acquires values, attitudes, and beliefs? The socialization process What is the most influential agent of socialization? Family What is defined as a changing and progressive activity that explains reality from our own point of view? The concept of self What are some of the consequences of having a negative self-image? Negative self-image can cause one to perform poorly, communicate very little (if at all), and may cause one to exaggerate, deny, or even close minds to new ideas. What are the three fundamental elements associated with the self-concept? How we picture ourselves How others see us how we wish ourselves to be seen What is defined as a set of values adopted by an individual or society that influences the behavior of the individual? Value System How are we able to determine someone's attitude toward something since an attitude cannot be seen?

Attitudes are manifested through outwardly displayed behavior. Body language is a result of mental attitude. No one can see an attitude (feeling); what is seen is the behavior. By asking them and hoping for an honest answer (SFC Davis) What are best described as coping behaviors that allow us to selectively interpret information when we are challenged on a value, attitude or belief? Ego defense mechanisms Which common ego defense mechanism is described as placing blame for difficulties upon others rather than taking responsibility for our own actions? Projection What two conditions must be met in order to achieve re-socialization?

1. the person must feel that something is wrong; and
2. the person must feel that it is possible for change to occur. What is a significant emotional event? A SEE is a catalyst for changing behavior. It's a moment when everything falls into place and one is able to understand an entire pattern of behavior. It's emotionally charged. Sometimes it is quick, but other times, time is needed to reflect before a change in values and attitudes occur. What is a strategy to use when setting goals to change? Pick one

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• Spend time in self-reflection.
• Become open to feedback.
• Make a commitment to change
• Explore different perspectives.
• Increase your exposure to or contact with those who belong to the group(s) toward which you have learned socialized behavior, such as racism, sexism and other discriminatory practices
• Develop your communication skills, listening, and feedback. Define 'rationalization' when talking common ego defense mechanisms taking a situation and turning it around to fit one's own need. Permits excuses for shortcomings and avoids self-condemnation, disappointment, or criticism by others Define 'denial' when talking common ego defense mechanisms protecting oneself from an unpleasant reality by refusing to recognize it Define 'compensation' when talking common ego defense mechanisms making up for a feeling of inadequacy by seeking to excel in a different way Which term is used to describe persons who are interacting with one another in such a manner that each person influences and is influenced by each other?" Group

What is the difference between a formal and an informal group?

• In a formal group, someone has identified a task that needs to be done, which requires some kind of organizational system made up of various roles for which individuals are recruited (Shaw, 1981). The task is what matters and everything else may change.
• Informal groups work the other way around. A group of individuals meet; they form a group and informally allocate roles among themselves depending on individual preferences, the collection of roles make a system possible and they may undertake a task together Which type of group allocates roles among themselves depending on individual preferences, the collection of roles makes a system possible, and they may undertake a task together? Informal Group What are the five stages of group development and which one is probably the most difficult?
• Forming
• Storming
• Norming
• Performing
• Adjourning Storming is probably the most difficult What are the characteristics associated with the forming stage of group development? Initially polite and superficial as each person seeks out similarities or common needs. While introductions are made, each individual is testing the amount of compatibility of his or her reasons for being there, with the stated reasons of other members. After a base level of expectations and similarities is established, individuals begin to challenge differences in a bid to regain their individuality, power, and influence. Why is the storming stage sometimes the most difficult stage of group development? because it is during this stage that group members realize the task is different and more difficult than they imagined. What are the two types of norms that are used within groups?
• General
• Role Specific What are the three basic needs that motivate people according to McClelland's Needs Theory?
• Achievement
• Affiliation
• Power What are the characteristics associated with needs based on achievement?

1. Welcomes challenges
2. Wants ensured success

3. Has conservative goals
4. Plans ahead
5. Takes personal responsibility
6. Needs hard data reinforcement What are the three levels in which every group operates?

• Task,
• Maintenance,
• Individual Functions What are the three principles of systems theory that describe how a group operates within its environment?
• Interdependence
• Nonsummativity
• Interdependence Which part of a small group system provides resources, expertise, and a supportive atmosphere to the group? Environmental Factors Which group task function includes developing an idea previously expressed by giving examples, illustrations, and explanations? Elaborating Note(SFC DAVIS): Couldn't find it in the study guide but found it online What are the decision-making procedures a group should follow?

1. Discuss how decisions will be made (e.g., when it's time to take a poll, when to decide by consensus).
2. Explore important issues by polling (e.g., asking members to vote verbally or in writing).
3. Decide important issues by consensus,
4. Test for consensus.
5. Use data as the basis for decisions when possible. How does DoD Directive 1020.02 define diversity? The different characteristics and attributes of individuals The term diversity has evolved over the years and its meaning has expanded in scope. What is the overall common theme to all definitions? Answer is specific to person anwering How is diversity critical to readiness?
6. Current combat missions and terrorism operate among diverse cultures.
7. Increased need for specialized talent (i.e. foreign language interpreters and medical professionals)
8. Increased use of collaborative work structures. What is the definition of inclusion?

Inclusion enables us to strive to have all people represented and included in the Federal workforce, and make all members feel welcomed and valued, not only for their abilities, but also for their unique qualities and perspectives. Which dimension of diversity is made up of age, ethnicity, gender, race, and sexual orientation? Loden's primary dimension What lies outside of the core of the diversity wheel that plays an important role in our values and experiences but can change over time? Secondary dimensions

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1. Communication style 2 ) Education
2. Family status
3. Military experience
4. Religion
5. First language
6. Income
7. Work experience
8. Work style
9. Geographic Location 11)Organization role and level How do the primary and secondary dimensions of diversity help shape our lives? The first and second dimensions form an individual's self-image and the filters through which he or she views the rest of the world. What is an assumption made by individuals within the ethnocentric stage of the Developmental Model of Intercultural Sensitivity? In the ethnocentric stage, individuals assume that their respective culture is central to the reality perceived by all others. What are the main individual diversity awareness strategies?
10. Be aware of your own cultural influences and assumptions when communicating with people of other cultures.
11. Do not make generalizations as the behavior and beliefs of people within each culture can vary considerably, and not all people identify with their cultural or religious background.
12. Be aware of judging others' behaviors and beliefs according to the standards of your own culture.
13. Monitor your verbal and nonverbal communication behaviors.
14. Identify behaviors that enhance or detract from work group readiness. Being aware of your own cultural influences and assumptions when communicating with others is a strategy for

Overcoming personal barriers to diversity awareness What three assumptions is conflict base upon

1. Disagreement is inevitable.
2. Conflict cannot be avoided since interdependence between groups is necessary.
3. Agreement and maintaining interdependence is possible. What are the primary causes or manifestations of conflict
4. When wants or needs differ
5. When individuals' values differ
6. Differing degrees of knowledge expectations
7. Differences in race, gender, ethnicity, religion, and age
8. Assumptions/perceptions List reasons why conflict is destructive. a. Diverts energy from more important activities and issues b. Destroys morale c. Polarizes groups so that internal cohesiveness is decreased d. Deepens differences in values e. Produces irresponsible and regrettable behavior List reasons how conflict can be constructive. a. Opens up issues of importance b. Increases the involvement of individuals c. Causes authentic communication to occur d. Results in the solution of problems e. Serves as a release to pent-up emotion, anxiety, and stress f. Helps build cohesiveness among people g. Helps individuals grow personally What type of conflict can be characterized by an individual having conflicting internal needs, values, and attitudes? Intrapersonal conflict What type of conflict takes place between two or more parties? Interpersonal Conflict What type of conflict involves disagreements and misconceptions between team members in the same group? Intragroup Conflict Which strategy to coping with conflict makes the party or parties withdraw from or deny there is a problem avoidance

Which negotiation skill is used to influence someone to change a behavior that may be causing a problem? Initiation After analyzing the problem by gathering information, what is the next step in the Six-Step Problem Solving Process? List possible solution(s) What type of conflict involves disagreements and misconceptions between between work groups Intergroup conflict Which strategy to coping with conflict is differences are played down; surface harmony exist Accommodating When each party gives something in order to meet midway is what strategy to coping with conflict Compromise Which strategy to coping with conflict places the emphasis on the group solution? Collaboration Which negotiation skill do we use to determine the nature of conflict Diagnosis What negotiation skill is the ability to hear the other's point of view. Listen, reflect, paraphrase and clarify listening What are the steps too the Six-Step Problem Solving Process?

1. dentify and select the problem
2. Analyze the problem
3. list possible solutions
4. select and plan the best solution
5. implement the solution
6. evaluate the solution What are the steps of the APIE model
7. Assess the problem(s)
8. Plan a solution(s)
9. Implement the solution(s)
10. Evaluate the outcome What are other strategies to coping with conflict a. Talk about the conflict. b. Recognize differences. c. Prevent escalation. d. Encourage communication. e. Remain calm.

What are benefits of coping with conflicts

1. Deals with reality
2. Confronts the real problem
3. Keeps identity and roles separate
4. Can assist the EOA in the organization What are some examples of alternate dispute resolutions

• conciliation,
• facilitation,
• mediation,
• fact-finding,
• mini-trials,
• arbitration,
• use of Ombudsmen,
• any combination thereof.