CHAPTER 16 PUBLIC AFFAIRS OFFICE OPERATIONS

The previous 15 chapters of this TRAMAN covered the three primary functional areas of the Journalist rating - print journalism, photography and electronic journalism (radio and television). The fourth area, public affairs office operations, is considered a separate entity by many in the rating, yet it often incorporates elements commonly found in the other divisions. For instance, when you prepare a command presentation (explained later), you apply the same knowledge used to write a video news release (covered in Chapter 14).

As a junior journalist, your first public affairs experience will be aboard ship (aircraft carrier, destroyer tender, etc. or at a large shore command. You should be aware that no two public affairs offices are organized the same way, because every command has a different mission, size and public affairs objective. However, most large public affairs offices are divided into the following departments: internal information, media relations, community relations and administration. Figure 16-1 shows a typical public affairs office organization chart.

As you learned in Chapter 1, you may work for a collateral-duty PAO (an officer who has other assignments that are considered primary duties). In this situation, the public affairs office "staff" may consist of you and perhaps a YN3 or civilian secretary. Conversely, a larger public affairs office ashore may have a full-time 1650 PAO (usually a commander or a captain), a JOC or above as LCPO, a JOl or J02 as LPO, and a combination of J03s and JOSNs. There also may be one or two civilian assistants to the PAO handling everything from secretarial duties to media embarks and community relations.

Regardless of the manning situation in place at your command, you soon will realize that every public affairs office brims constantly with activity. Your versatility will be stretched to its maximum potential as you handle a myriad of tasks, including (but not limited to) the following:

l Drafting naval letters

l Maintaining office files

Figure 16-1. - Public affairs office organizational chart (large).

Figure 16-2. - Standard naval letter.

Writing the command history

Writing the command presentation

l Preparing command welcome information  

Do not let this list intimidate you. When you  combine the knowledge you have gained from reading this TRAMAN with plenty of hands-on experience and office training, you will be successful in your public affairs office endeavors.

l Writing command/flag officer biographies

l Escorting members of the media

l THE NAVAL LETTER

Conducting tours

l Maintaining and inventorying public affairs _{LEARNING OBJECTIVE: Identify the} ^{office equipment} components of a standard naval letter.

Figure 16-3. - Business letter.

One of the most important tasks you will perform in the public affairs office is drafting the naval letter. Whether responding to "fan mail" (a request for a welcome aboard booklet, photographs, etc.) or a media query, your letters must be letter-perfect and grammatically correct.