CAS3 Staff Officer Guide - U.S. Army

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17 Staff Officer's Guide control and distribution of all incoming and outgoing accountable mail and distribution. d. Express Mail (USPS Express/Federal Express): (1) Use express mail next-day delivery service only when next day delivery is absolutely essential to meet mission requirements. Because of the greater cost, do not use express mail for the sole purpose of meeting a suspense date. (2) Activity deputy directors or executive officers must provide a signed request for use of express mail. Submit the request to the CMDB prior to 1500 to ensure next-day delivery. (3) Normally, the CMDB will not accept next-day delivery requests on Friday unless the activity has made special arrangements with the recipient for a person to be available on Saturday at the addressee’s office to accept custody of the mail. Electronic Mail (e-mail) a. E-mail is a powerful tool that can convey messages to a wide audience or a single addressee rapidly. However, e-mail is not meant to totally replace important face-to-face, telephonic, or hard copy communication. The best use of e-mail is to augment other channels of communication. b. E-mail can be used as the final transmission of official correspondence (taskers, policy directives, memorandums, etc.). c. Check your e-mail at least twice a day. Remember to call recipients to alert them of time sensitive e-mail traffic. d. Be brief, concise, and forceful in your messages. Use the military writing style. Work to minimize a message to only the visible space on the computer screen; avoid having the reader scroll or page down. If you have a lot to say, pass the message in an attached electronic file information paper or fact sheet. Format your e-mail logically, use the same rules for preparing the body of an informal memorandum. Use conventional capitalization and punctuation. Do not use all capital letters. e. Be sure you are not misunderstood. The message is just words; it cannot convey body language, speech inflection, or actions that provide clues to your mood when you speak face-to-face. Review your messages carefully before you send them; use edit and spell check before sending. Use bold face to emphasize or convey stronger emotions. f. Watch what you say. Consider any message you type and send to be in the public domain, unless you specifically tell the recipient not to forward the message to anyone else. If in doubt about message content, add a “DNR” (Do Not Retransmit) to the end of the message to indicate that you do not authorize the recipient to retransmit. Be aware that information contained in e-mail messages is information obtainable under the Freedom of Information Act. g. Send messages only to those individuals that have a need to know. Do not clutter the system with junk mail; this ties up network resources unnecessarily. h. Avoid sending file attachments to more than a few recipients and ensure that the size of the file attachment is small. To share large files and briefing charts, use the commonly shared file server or public folders. When transmitting correspondence as attachments to e-mail notes, add the words © 2005 CAS3 For Instructional Purposes Only Compiled by www.ArmyToolbag.com
© 2005 CAS3 For Instructional Purposes Only Compiled by www.ArmyToolbag.com Staff Action Preparation and Control 18 “Signed” or “Signed by . . . for” to the signature block. If the document has not been signed, indicate that the document is “DRAFT” at the top and bottom of each page. i. Use the high priority and registered mail features judiciously. Both features are useful but can clog the system. Compress large attachments using WINZIP software. j. When forwarding e-mails that have passed through several recipients, delete unnecessary addressee information and message traffic unless it is critical to the message. Reduce the amount of useless “scrolling” for the reader. k. When sending an attachment, provide a short summary of the attachment. The EXSUM format will suffice. P
Page 1 and 2: Written by CAS3 For Instructional P
Page 3 and 4: Table of Contents Contents Part I G
Page 5 and 6: 1 General © 2005 CAS3 For Instruct
Page 7 and 8: 2 Staff Officer Guidelines © 2005
Page 9 and 10: © 2005 CAS3 For Instructional Purp
Page 11 and 12: Staff Action Preparation and Contro
Page 13 and 14: Classified Cover Sheet (if required
Page 15 and 16: a command position. © 2005 CAS3 Fo
Page 17 and 18: . 52d ID (M) & Fort Riley Form 2039
Page 19: © 2005 CAS3 For Instructional Purp
Page 23 and 24: 4 Staff Coordination © 2005 CAS3 F
Page 27 and 28: 5 Briefings © 2005 CAS3 For Instru
Page 29 and 30: (b) Portable. (c) Readily available
Page 31 and 32: Part Information Briefings VI
Page 33 and 34: 52 Quarterly Safety Briefing © 200
Page 43 and 44: 7 Decision Briefings · The briefin
Page 45 and 46: · State the problem statement in t
Page 49 and 50: · Speak with conviction. · Answer
Page 51 and 52: · Facts can help you limit the sco
Page 55 and 56: · The discussion slide is an optio
Page 59 and 60: · List the surviving COAs. Again,
Page 67 and 68: · The weighting of criteria slide
Page 69 and 70: · The sensitivity analysis helps y
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8 Meetings © 2005 CAS3 For Instruc
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© 2005 CAS3 For Instructional Purp
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Part Correspondence IX
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ABCA-SO SUBJECT: Vehicle Accident T
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seventh line below the last line of
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9.4 Fact Sheet © 2005 CAS3 For Ins
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ABDA-DOL-T © 2005 CAS3 For Instruc
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Fact Sheet (Interpreted Facts) © 2
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9.5 Information Paper Information P
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ABCA-C SUBJECT: Buy American Act ©
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Part X Appendixes
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Chop Concurrence acquired during co
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MOS Military occupational specialty
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10.6 Garrison Staff © 2005 CAS3 Fo
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10.8 Routing Slip © 2005 CAS3 For
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11 Proponency © 2005 CAS3 For Inst
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CAS3 Staff Officer Guide - U.S. Army

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