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"21st Century Communication Protocol for 16th Century People"
by Mr. Simone Genna, Sam Dan, Buckeye Tang Soo Do

Traditional Communication and Etiquette.

The I-Jing (??) teaches that different people interpret the same thing differently. Because of this when communicating we, as martial artists, try to keep this difference in interpretation in mind. This is the beginning of our martial etiquette and it is encountered in our very first conversation with our instructor.

Communication requires at least two parties and anytime two warriors interact they require definitive and proper guidelines so as not to breach the chain of command or etiquette. Proper communication and etiquette has been defined and refined many times over the years. Most notably, through the study of several historical classics such as the Art of War, The Book of Five Rings and the I-Jing: The Book of Changes. These authors' historical documents all had a martial perspective and had many useful and thought-provoking ideas on how martial communication should be conducted. However, after all of their many years of study they did not include a chapter on how to demonstrate humility in e-mail or when sending a facsimile. These types of communication had not yet been created and our protocols and etiquette need to advance as our technology evolves. The protocols surrounding various means of communication have, over the years, been addressed, researched, practiced, and, most importantly, accepted.

There have been many extensive transitions in the past: many countries such as Korea have split while other countries such as Germany have united; new political systems such as Democracy have been born while other systems such as a Monarchy have passed on. Therefore, today, we have many different cultures, languages, backgrounds, and educations all in a constant circulation. To be successful in this type of environment, we need to maintain a heightened sensitivity toward others and their beliefs. We need to develop and constantly polish our communication etiquette so that it is neither offensive nor inappropriate for any given situation. Changes in Modern Communication.

Advanced communication is continually shrinking our perceived world. Literally, the world is not shrinking in size. However, the faster that we are able to communicate the closer and more personal our recipient appears to us. Even though the communication may seem personal, it may very well be being received in a very impersonal manner. Some types of 21st Century communication that are commonly thought of as personal include video conferencing, telephoning, and e-mailing.

To exercise our sensitivity we need to understand what others might find offensive. 21st Century communication methods are faster, more accurate and more reliable, but less personal than their 16th Century counterparts. With the invention of pagers, cell phones, laptop computers, and PDA's we have the ability to communicate with almost anyone, anywhere, at any time. With these media, there are many ways that our recipient may misinterpret our meanings and be insulted, offended, or even feel attacked. Therefore, just as we need to have an 'international sensitivity' when dealing with other nationalities or cultures we need to have a 'communication sensitivity' when utilizing these new media.

Guidelines for Communication.

To begin, we need to define the guidelines for effective communication. Effective communication needs to fulfill six criteria: it needs to be relevant, clear, complete, correct, concise, and build goodwill. For communication to be relevant it needs to be appealing to the recipient and must enthuse them to take action. For communication to be clear, the meaning that is understood has to perfectly match the meaning that was intended. It has to allow for absolutely no guessing between the parties. For communication to be complete, there needs to be sufficient information for the message to be evaluated and promptly acted upon. All of the pertinent information must be stated. To be correct, the information needs to be accurate. The message must be free from errors in punctuation, spelling, grammar, and sentence structure. A message is concise when it saves time. The style and visual impact both allow the recipient to immediately understand the information. Finally, the message must build goodwill. The message must present a positive image of the speaker or writer's organization and then cement a solid relationship between the two parties.

All communication attempts to reach one or more of the following three goals: to request or persuade, to inform or answer, or to build goodwill. These goals can be further broken into either a primary or secondary category. The primary category includes giving information to or reassuring the recipient; having the recipient receive, understand, and view the information positively; or de-emphasizing any negative elements associated with the topic. The secondary category includes building a good image of the speaker or writer; building a good image of the speaker or writer's organization; cementing a good relationship between the parties; or reducing or eliminating future correspondence on the same subject so that the message doesn't create more work for the speaker or writer.

Martial Communication.

However, being a martial artist means practicing a military art. This often requires more finesse or sensitivity than any other type of relationship. This is because for warriors there can often be much more at stake than money, prestige, ego, or personal agendas. Family honor and even lives can be on the line in these engagements. Therefore, it is important to examine the three situations of martial communication: senior-to-junior, junior-to-senior, and peer-to-peer. In communication, determining who is senior and who is junior is often quite easy. Juniors are generally younger, more naïve in conversation and on topic content, and carry themselves with less reserve. Though both seniors and juniors treat each other with mutual respect a meeting amongst peers is treated with even more reserve. A junior and senior communication can be equated as father educating a son or a son demonstrating his knowledge to his father. However, a communication between peers often has a hint of friendship. This friendship, or brotherhood, is often stronger than the filial counterpart.

Junior-to-senior Communication.

For the purpose of this essay, I will focus on the junior-to-senior category of communication. This is because this is the first type of communication each martial artist encounters. When we as students initially desired to study the martial ways we sought out our instructors. We traveled to their home or dojang (training hall) and requested their attention and training. Therefore, our first experience with martial communication was junior-to-senior. Consequently, most of our conversations and questions have all originated from junior-to-senior.

Guidelines for Junior-to-senior Communication.

To exercise effective junior-to-senior martial communication, we should follow some simple guidelines. First, we should always have a purpose. We should not bother senior rank with trivial questions or jokes nor waste their time with inconsequential babble. Second, we should organize our information. Being martial, we follow a definite art of war in all of our actions and correspondence. Organizing our information allows us to successfully prepare for the situation and anticipate any surprises. Just as when Sun Tzu () wrote, "thus a victorious army wins its victories before seeking battle" (Sun Tzu. Art of War. Trans. by Samuel B. Griffith. 87). This preparedness allows us to visualize the conversation, prepare for questions, and then organize our information into a clear format. Furthermore, this will allow us to properly arrange our information to fit the audience and situation and we can then make it perfectly clear that what we are communicating is important and warrants immediate attention. Third, we should double-check for clarity. We have to ensure that all of our information is completely understood by us and, hence, understandable to our audience.

Part of being junior rank is learning from our seniors and we should anticipate our own inaccuracies and incompetence and learn from our mistakes before we even make them. When we are engaged in communication with our seniors, we should remember to document. By documenting, we allow ourselves room for miscalculation and we give ourselves the opportunity to return to the communication. It provides us with the comfort of time and maturity before we need to thoroughly understand our senior's answers and remarks. A response, or following up a communication, can be just as informative and useful as the initial communication. When senior rank communicates to junior rank, we should assure them that their message is being received and properly assessed. We can do this by returning to the topic at a later time. When we do this, we demonstrate our ability to comprehend, research, and supplement the original information. Thus, we are showing humility by listening and following our seniors.

Personal and Impersonal Communication.

Forms of communication can also be categorized into being either personal or impersonal. For the 16th Century warrior there were two primary forms of communication: in-person and written letter. In this environment, the written letter was seen as the more informal of the two. For the 21st Century warrior, we still have these two types but the feeling as to whether a form of communication is either personal or impersonal is much more blurred.

A personal type of communication allows for a broader range of topics and opens the door for certain emotions such as humor, sarcasm, anger, and cynicism. Personal communication allows for an immediate and sincere apology when etiquette has been breached. It also allows for an immediate explanation, definition, or elaboration when the message that is received does not perfectly match the intended transmission. This immediacy can resolve many types of misunderstandings and disputes before they grow out of proportion.

Impersonal communication, however, is much more formal and does not have many of the luxuries that personal communication possess. Generally, communication is regarded as impersonal when the two parties are not in each other's presence. Therefore, many of the new 21st Century types of communication should be regarded as impersonal. The only true personal communication is still face-to-face. In impersonal communication, the reader has no opportunity to ask questions or infer any meaning and the writer has no opportunity to offer an immediate retraction of any given comment.

For example, if the writer feels as though a certain topic is minor then they may offer only vague information surrounding it. However, if the reader feels that this topic is important then they may misinterpret the writer's vagueness as being secretive, naïve, stubborn, or obtuse. This situation then allows the reader's imagination to begin concocting a reason as to why the writer was initially vague. Often, their conclusion may not only be different than the writer's original intent, but relying on the reader to interpret this intent is much more perilous. In this situation, the reader's imagination must fill in what would have been communicated via the writer's voice inflection, mannerisms, emphasis, true meaning, and general understanding of the entire communication.

Adding to the potential for misinterpretation in impersonal communication, the speaker or writer cannot offer an immediate apology or explanation. To successfully navigate this minefield, the 21st Century warrior should be particularly patient and explicit when communicating with senior rank. They should always use a more formal and humble tone when communicating and only after a peer-to-peer relationship and mutual understanding has been firmly established should their communication venture into the impersonal arena.

ecessitating a Response.

Another important aspect of communication is whether or not it necessitates any response. We can once again break communication into two categories: informational and directional. Informational communication is where the speaker or writer is looking to inform the recipient and give them pertinent information. This category is similar to a newsletter or newscast where we are informed of past happenings and future events. Directional communication is where the speaker or writer requires a response. They are requesting an action or answer so that they can then react accordingly. Directional communication is more intrusive of the recipient as it requires them to do something. Therefore, by nature, it is more dangerous and requires more preparation, foresight and protocol.

A response is not always required after a personal communication. This is because personal communication allows both parties to sort any misunderstandings and come to mutual agreement as to the next action. Unless there were unfinished business or a party needed to refer to additional information, a response may be interpreted as intrusive, annoying, or meddling.

However, after impersonal communication a response is almost always required. This is for several reasons. First, impersonal communication can be misinterpreted. Therefore, the response will demonstrate a true desire to continue correspondence and assures the recipient that they are worth more than their response. Second, impersonal communication is unreliable. Personal communication has a 100% success rate of achieving the intended audience. Even though some types of communication may be 99.9% successful in reaching their intended audience, by following-up we demonstrate that we are aware of this type of communication and we are committed to seeing it through to completion. Third, it provides the speaker or writer the opportunity to explain their intentions and limits the recipient's imagination to infer meaning. Fourth, this follow-up demonstrates humility and a willingness to seek the recipient's knowledge.

Ritualized Standards for 21st Century Martial Communication.

There are many new means of communication: e-mail, facsimile, video conferencing, text messaging, telephone, Internet, etc. Just as the protocols were defined for the 16th Century methods, we need to define the ritualized standards for these 21st Century methods.

First, not every person has access to every type of communication. Though a certain technology may seem commonplace and essential to our lifestyle, other people may not have any need to possess them. They may be reluctant or unable to own certain types of communication. For example, a person may not have e-mail because they do not feel comfortable with computers. Continually asking them for an e-mail address may seem inconsiderate and can evoke negative resentment.

Also, in many circumstances we may need an interpreter. An interpreter can be defined as something that allows us to communicate. This situation can be the most frustrating because the recipient knows that someone wants to communicate with them only they are unable. This type of problem most commonly occurs either when two people do not speak the same language, two people's communication media are incompatible, or when one party uses an excessive amount of jargon with which the other is not accustomed. Therefore, the first standard should be to initially verify that our recipient's technology and communication preference are compatible with ours.

Second, electronic communication may seem to be secure and private however it is entirely the opposite. Even though it is difficult to monitor and steal electronic communication, it is done everyday. For example, President Bush passed the Patriot Act shortly after 9/11. This act has given the authority for US law enforcement to search our electronic communication in search of terrorists without the need for probable cause. Further, Professor Morgan Shipman at The Ohio State University recommends that attorneys never use electronic communication in order to protect attorney-client privilege. And he contends that doing so is borderline malpractice because e-mails and the Internet is as good as public knowledge or unshredded garbage. Therefore, the second standard for 21st Century communication should be to only use electronic communication for non-vital, non-immediate, informal communication.

21st Century communication can be quite similar to its 16th Century counterpart. However, we need to educate ourselves in the specific areas and uses of each new method and remember to maintain a proper etiquette and protocol. We need to remain sensitive to the recipient and continue to demonstrate the proper humility and respect for the given situation. Communication should be thoroughly planned and researched and we should not assume that any one set of rules will resolve every situation appropriately. For the martial warrior, we need to continually examine our etiquette and ensure that we are not breaching any chains of command or insulting our peers. Furthermore, we need to ensure that our recipient's point of view has been thoroughly considered, especially when they are our seniors.

Martial Communication Recommendations.

There are many different mediums of electronic communication including video-conferencing and text messaging. However, many these mediums are not common and will, therefore, not be addressed at this time. For my recommendations, I will focus on the two most common mediums of electronic communication: facsimile and e-mail.

First, I recommend treating all types of electronic communication as impersonal and informational. Only when we are in the midst of a continuing conversation in a peer-to-peer relationship should we consider treating an electronic communication as personal. Second, we should always precede and follow any electronic communication with either a telephone call or by informing the recipient in person. This way, the recipient is never surprised by any correspondence. They have adequate time to prepare for the meeting and we are also able to verify deliver of our message.

Facsimile.

I recommend treating facsimiles as a combination letter and electronic communication and only use it as an informational medium. Never send any less than a 2-page facsimile, cover page and letter, and do not ask the recipient to use the received paperwork as a final draft for signing or copying purposes. This is because facsimiles are not a high-quality document. Rather, we should send all final documents via mail. The layout and overall design of a facsimile should match that of a letter and should have been thoroughly reviewed for spelling, grammar, punctuation and content. When writing, be sure to use a non-confrontational tone and do not attempt to include any emotion.

To send a facsimile, first, call ahead to verify the recipient's technology standards and to alert them to the incoming message. Second, send the facsimile. Finally, call to verify receipt. These steps will help ensure a proper and timely delivery.

E-mail.

Initially, we should adopt a specific set of standards for this medium of communication. First, I would recommend maintaining a current copy these five programs: MS Office, WinZip, Notepad or WordPad, an Internet Browser, and Adobe Acrobat. MS Office will allow users to open almost any document, spreadsheet or presentation. WinZip is a common file compression program that substantially reduces the size of attached documents. Notepad and WordPad are simple programs that will allow users to convert and then open text documents. Almost every document transferred via e-mail can be converted into a readable text file. An Internet Browser will allow users to open images and graphics as well as most other documents for viewing. Finally, Adobe Acrobat is a free, globally accepted program that allows users to transfer text documents. An advantage and disadvantage of Adobe Acrobat is that users who have not purchased the special program are unable to edit the file. With this program, files can be transferred and the original author has some assurance that most users will be unable to edit the original content.

Second, I recommend that all e-mail users read their messages in a bland, non-confrontational tone. Due to the fact that emotions are not transferred via Cyberspace, we should never infer any tone or gut feeling to help us decipher the writer's intentions.

Third, we should always provide a timely response. E-mail is a convenient and simple medium of communication but is not always reliable. By replying, we demonstrate that we have received the message and we acknowledge and value what was sent.

Fourth, I recommend creating separate accounts for separate purposes and save all messages. This will help us organize our messages and more quickly decide what is urgent and what is not. It also reduces the risk of having our messages become buried under newer ones.

Fifth, when attaching documents into e-mails we should initially verify that our recipient has the necessary technology. Our preparation will alert us to any inconsistencies between what technologies we both require to view or edit the document. This will allow us to verify that the recipient can indeed receive our document regardless of type or size. Furthermore, I recommend that if the document is larger than 1 megabyte that we reduce its size with a compression program or by eliminating any unnecessary graphics or tables.

Finally, if we must utilize e-mail or facsimile as a directional medium of communication we should always leave an opening for the recipient to escape our questions. This means that we should not back the recipient into a corner where they only have one reasonable answer. From a martial standpoint, this strategy is extremely important. Both the Art of War and 36 Stratagems () encourage us to leave one weak spot so that we can anticipate our opponent's reaction. By not allowing our recipient a way around the questions, we will be unable to anticipate their response and react accordingly. Furthermore, if we require a timely response then provide an acceptable deadline. Composing a directional electronic communication is extremely difficult and should not be taken lightly.

Conclusion.

When two warriors are communicating, they unite on several different levels. Deterioration in any one of these levels could lead to a physical matching of skills. This type of conflict can often be fatal. First, there is a level of respect. Both warriors have expended a significant amount of energy, time, blood, sweat, and tears in their learning of a martial path. Second, there is a level of humility. Neither warrior truly wishes to insult the other's training or lineage and, often, will hold the other's in a position of more dignity. Third, there is a level paranoia and fear. Sun Tzu () teaches that the ultimate form of victory is to win without fighting. Both warriors are aware of the other's attempt for victory and do not wish to be defeated. Lastly, there is a level of ego. Martial warriors have exhaustively trained in order to defeat others. Due to this, they often carry themselves with a high level of confidence and egoism. They feel that they are able to slay anyone that they meet. This confidence and egoism will lead to arrogance and, in a martial setting, will always lead to annihilation. These recommendation steps will help us assure that we are being sensitive and considerate to our fellow warriors without shaming our lineage or ourselves. They will allow us to efficiently utilize some of the newer forms of communication and effectively join the 16th Century warrior with the 21st Century.

References.

I Ching Book of Changes. Trans. James Legge. New York: Gramercy Books. 1996.

Locker, Kitty O. Business and Administrative Communication: 3rd Edition. Chicago: Richard D. Irwin, Inc. 1995.

Lowry, Dave. Moving Toward Stillness. Lessons in Daily Life from the Martial Ways of Japan. Massachusetts:

Lowry, Dave. Sword and Brush: The Spirit of the Marital Arts. Massachusetts: Shambhala Publications, Inc. 1995. Tuttle Publishing. 2000.

The I Ching. An Illustrated Guide to the Chinese Art of Divination. Trans. Koh Kok Kiang. Illus.Tan Xiaochun. Singapore: Asiapac Books Pte Ltd. 1993.

Tzu, Sun. The Art of War. Trans. Samuel B. Griffith. New York: Oxford University Press. 1971.

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