16.1: Form and Function

Where possible, the papers use the same or similar formats; however, there are key differences since these papers all serve different functions, much like traffic signs can have similar characteristics but serve different functions. For example, "STOP" and "YIELD" signs are both red to alert us to an intersection but the shape and the text are different: drivers are expected to act differently at a STOP sign then they are at a YIELD sign. The same concept holds true for Air Force documents: the format supports the function. Know the different functions of Air Force documents and use the right paper for the task.

Plan your work

The text of your written products will be better if you build it with a plan, such as the seven steps to effective communication presented in chapters 2 through 7. With good source materials you can build your content as either bullet statements (bullets) for the point paper, talking paper and bullet background paper; or as narrative for the other papers. Building better bullets (or sentences) requires discipline and following a few fundamental rules (see chapter 19 for details).

The ABS of bullets

First, all bullet statements must be accurate, brief and specific (ABS). Because there is very little text in a bullet, the text used must be unequivocal (accurate) while being as short as possible (brief) to convey a tightly-focused (specific) point. Second, use the correct type of bullet for the desired purpose-the single idea bullet or the accomplishment-impact bullet.

Single Idea Bullets

A single idea bullet is a concisely written statement of a single idea or concept. Single idea bullets have exactly one idea in the bullet and the bullet serves a specific purpose. Single idea bullets are commonly used in Point Papers and Talking Papers. They may also be used in Bullet Background Papers; however, the bullets in Bullet Background Papers frequently have more content within the bullet to support the single idea. See the example papers later in this chapter.

Accomplishment-Impact Bullets

An accomplishment-impact bullet is a concisely written statement of a person’s single accomplishment and its impact on the unit’s mission, operations or other related tasks. Accomplishment-impact bullets are typically used in performance reports, recommendations and award submissions to describe someone’s work performance or noteworthy off-duty pursuits. However, an accomplishment-impact bullet may be appropriate for the written products described in chapter 16, depending on the purpose and audience. As the name implies, accomplishment-impact bullets contain a clear statement of a single accomplishment that had an impact on the mission, operations or other related tasks. The impact can be implied or specified and should be clear to all readers. Specific impacts should place the accomplishment into perspective (large or small).

1. The Accomplishment Element: Briefly describes the person’s actions or behavior.
   1. What did the person (or group) do?
   2. What was the success (or, less often, the failure)?
2. The Impact Element: Describes the results of the accomplishment and it may be either expressly stated or implied. The impact element is vital to describing the relative importance of the action.
   1. What is the impact on the mission (squadron, group, wing, command, Air Force)?
   2. Is this impact statement accurate in scope and strength?
   3. Does it put things into perspective?

Table \(16.1.1\) Form and Function Quick Reference Table

Form	Function
Point Paper: Single issue Single page Bullets or phrases Minimal data	Memory jogger: minimal text outline of a single issue to quickly inform others extemporaneously (no-notice) Conveys a single, narrow message in a very short time, such as with an "elevator speech" Give the same short message many times Requires prior research and content memorization
Talking Paper (TP) Single issue Single page Bullets or phrases Key reference data	Speaking notes: outlines and narrates a single issue to inform others during planned/scheduled oral presentations Serves as a quick reference on key points, facts, positions Addresses frequently asked questions Can stand alone for basic understanding of the issue
Bullet Background Paper (BBP) Single issue or several related issues and impact Single or multi-page Bulllet statements	Background of a program, policy, problem or procedure; may be a single issue or combination of several related issues Concise chronology of program, policy, problem, etc. Summarizes an attached staff package Explains or details an attached talking paper
Background Paper Single issue or several related issues and impact Multi-page Full sentences, details Numbered paragraphs	Multipurpose staff communications instrument to express ideas or describe conditions that require a particular staff action Detailed chronology of program, policy, problem, etc. Condenses and summarizes complex issues Provides background research for oral presentations or staff discussions; informs decision makers with details
Position Paper Single issue or several related issues and impact Multi-page Full sentences, details Numbered paragraphs	Working with proposals for new program, policy, or procedure, or plan for working a problem Circulate a proposal to generate interest (initiate the idea) Evaluate a proposal (respond to another's idea) Advocate a position on a proposal to decision makers
Staff Study Single issue or several related issues and impact Multi-page research paper Detailed discussion with conclusion & recommendations Format varies to meet need	Analyze a clearly defined problem, identify conclusions, and make recommendations Assist decision makers and leaders in leading Research to inform and recommend change A problem-solving thought process in written form