Why should you attend?
The briefing note is an essential communication and decision-making tool in government and other organizations. It is written to present emerging issues, explore plans of action and inform decisions. Today’s senior managers are overloaded with ever-increasing information, and they need to know what is important as they make decisions. The ability to provide concise, clear and relevant analysis and recommendations in writing is a key skill.
Similarly, and for the same reasons, oral briefings and presentations have never been more important. The oral transmission of information, analysis and policy/action recommendations and their rationale through briefings and presentations is one the keys to efficient operation of public services and it is a key skill required in today’s hectic and changing public service environment.
Effective written and oral briefings are a necessity and a requirement for ministers, senior managers and decision makers as well as for key organizational stakeholders all of whom are faced with multiple issues and events competing for their attention.
What will you learn?
- The purpose and structure of a briefing note
- How to approach and organize a briefing note
- How to write in a clear and concise manner
- How to express the issue succinctly and summarize information
- How to produce briefing notes that meet departmental requirements
- The common factors responsible for ineffective briefings and presentations
- How to apply audience analysis – perspectives, needs and priorities – as a key determinant of briefing or presentation content, structure and delivery style
- How to identify and craft key messages to be transmitted
- How to identify and develop a clear position on issues that will or are likely to arise and identify and prepare for traps, e.g., what not to say, what to say
- How to transmit technical concepts, information and data at a level appropriate to the audience and event concerned
- How to comfortably deliver different types of presentations for different audiences or events and how to apply diverse delivery techniques
- How to use verbal and non-verbal techniques for effective communication
- The strategic importance of and techniques for “staying on message” and focusing on outcomes
What will you take away?
- Participant notebook consisting of presentation slides
- A video clip of your briefing presentation with instructor critique
- A link to post-workshop resources available for download
- Certificate of completion
Professional competencies
- Thinking Things Through: Innovating through analysis and ideas
- Engagement: Working effectively with people, organizations and partners
Sample Agenda
| Activity |
|---|
| Introductions and Workshop Overview |
| Why We Write Briefing Notes Public service environment and the necessity of providing senior decision-makers with timely, accurate and concise information and advice. |
| The Importance of Plain Language Plain language principles and tips for writing clearly and concisely. Steps to preparing a briefing note. Examples and participant exercises. |
| The Context of Your Briefing Note Determining the Who, What, Why, and When of any briefing note. |
| BREAK |
| Structure of the Briefing Note Participants examine the main sections of a briefing note (Issue, Key Considerations, Options, Recommendation). Using a scenario, the class discusses the possible content for each section. |
| Exercise: Writing the Briefing Note Participants read a case study and discuss the issue. Participants work in groups to prepare a briefing note. Each group presents its completed briefing note. Participants discuss the notes and lessons learned. |
| LUNCH |
| Planning and Developing Briefings and Presentations A strategic approach to briefings and presentations; differences between written and oral communication; audience analysis – “who am I talking to” and “what’s in it for me and them”; setting objectives for different types of briefings; determining and crafting key messages and the “residual message” – the main point or points your audience should take away from the briefing; structuring the briefing and determining content – what and how much. |
| BREAK |
| Exercise: Briefings and Presentations 5-minute briefings/presentations by volunteers, structured peer review, discussion and instructor feedback. |
| Delivery, Use of Language and the “Snapshot” Briefing (Oral Executive Summary) Choosing your words and using your voice; using plain language; being conversational; techniques for overcoming nervousness; dealing with questions; a system for staying “on the message”; developing and using the “Snapshot”. |
| Exercise: “Snapshot” Briefing 2-minute briefings by volunteers, structured peer review, discussion and instructor feedback. |
| Questions, Comments & Workshop Evaluation |
Several people made a point of telling me how well the presentation went, how useful it was to them and how well I did, leading the presentation. I frankly owe these kudos to you and an excellent training session. This was, in fact, the first time I have ever delivered a presentation in such formal circumstances. My ability to perform (without nerves!) in front of a high-powered group was entirely due to the learning I received from you at the “Effective Oral Briefings and Presentations to Senior Officials” session in March (2014). So thanks, Josef!