of   equal   importance.   Often,   problems   that    are brought to the chaplain result  partly  from  failure  to communicate or  a  partial  breakdown  of  the  chain  of command. Be aware of obstacles to free communication and act where you can to do your part in avoiding these obstacles in your office setting. Within  the  Navy,  communication  takes  several forms   such    as    oral   or    written    communication, meetings,  and  telecommunication  messages.  In  the following  sections,  let’s  take  a  look  at  some  of  these forms. ORAL When speed is important or when several people must get the same message, oral communication may be the most efficient avenue. Passing on a clear idea and   listening   carefully   are   important   factors   in successful oral communication. Listening is critical in passing or receiving information. If you feel that the message is not understood repeat it, or ask the sender to repeat it, word for word. When  receiving  oral  communication  by  phone and the message is intended for someone else, write it down  using  a  Memorandum  of  Call,  Standard  Form 63,  such  as  the  one  shown  in  figure  6-4.  This  form clearly identifies all the essential information you will need to pass from the caller to the intended recipient. Figure 6-4.—Memorandum of call. WRITTEN When   you   or   the   chaplain   want   to   avoid mistakes,  to  keep  an  essential  record,  or  to  confirm an agreement, decision, or reminder, you should use a   form   of   written   communication.   In   all   written communications,  the  most  critical  factor  is  to  make sure both the words and style of the message fit the language level and ability of the person to whom it is addressed. This is particularly  true  in  naval  writing which    demands    organized,    active,    and    natural writing. The   Department   of   the   Navy   Correspondence Manual,  SECNAVINST  5216.5C,  is  your  guide  for quality and style in writing, correspondence formats, and  paper   work   management.   Use   SECNAVINST 5216.5C  as  your  official  guide  to  format  standard letters,     multiple-address     letters,     endorsements, memorandums,     business     letters,     addresses     on envelopes,   personnel   matters,   and   correspondence management.   In   addition,   SECNAVINST   5216.5C clearly  identifies  the  military  and  civilian  models  of address  as  well  as   stock   numbers   for   forms   and envelopes  you  will  use  in  your  daily  administrative activities. MEETINGS The    chaplain    may    require   you    to    set    up meetings.  The  meeting  of  interested  persons  is  a common  medium  for  communications.  The  RP  must see that each person attending knows the reason and the agenda. Is the attendee supposed to listen only or to   listen   and   participate?   Good   practice   calls   for meetings to be defined, to start on time, to adhere to a planned schedule, to include only those who need to attend,  and  to  have  relevant  minutes  distributed  to those to whom they will be of importance. TELECOMMUNICATION MESSAGES The Naval Telecommunications System provides a   message   service   to   its   users   within   the   Navy. Message traffic is often essential to the functioning of the   chaplain’s   office.   Users   must   prepare   naval messages in a standard form. The Telecommunications Users Manual (NTP3(H)) contains  detailed  procedures  for  drafting  and  typing naval  messages.  In  fact,  the  Navy  expects  you  to follow   this   manual   so   exactly   that   “all   outgoing messages   of   ROUTINE   precedence   that   are   not prepared  according  to  ACP121  US  SUPP-1,  JANAP 128,  and  this  publication,  or  contain  errors  of  any kind that will impede processing and/or delivery will be returned to the originator with notification of corrective action   required.”   Common   practice   will   increasingly 6-17