Pianissisimo: A Primer on Communicating with Decision Makers Presentation Transcript
Pianissisimo: A Primer on Communicating with Decision Makers Francisco Grajales Gladys Faba eSACProgramme Quito Sept 2nd, 2011
Purpose of a briefing note “To transmit information to those who need it, in a manner they can understand” If so, then what constitutes a need for information?
Clarity of Audience… To whom I am writing? What idioms do they use? Is the context appropriate? What are the opportunities ahead?
Information Note PREPARED FOR: [Name of person reading note] TITLE: [Informative title ±5 words] PURPOSE: [ 1 sentence “To…”] “To update the Minister on pay-for-performance contract options for primary care doctors”
A Common Template BACKGROUND: A brief and objective outline of the issue. 3 or 4 main points - What’s the issue? - What’s the history? - Who’s involved?
A Common Template (2) DISCUSSION: State implications from government perspective. 3 or 4 main points If action required, state who would be affected, implications for government programs/budgets, and possible precedents. Do not draw a conclusion. Just provide insight into what aspects of this issue are most important.
A Common Template (3) ADVICE: Choose: 1 or 2 main points If “Summary” … state the “take home message” If “Next Steps” … state the plan of action for your staff If “Suggested Response” … state a clear recommendation
Reporting the Evidence Reports for decision makers, should follow three formats: 1*: Main messages 3*: Brief summary, 25: Extended report *The 1 or 3 page report format are NOT academic abstracts
Report Writing Structure… - Context
General Instructions Onemain point per paragraph NEVER more than 3 sentences in a paragraph ALWAYS sign and date your briefing notes Be accountable for the information “Score Points” in the game of policy-making
Moving to practice…
Case in Practice You are working for the Ministry of Health when…
You get called to a meeting…
Minister’s Preparation Briefing What is our worst case scenario in the next 30 days? What recommendations can be presented to the authorities to control the spread of contaminated products? What resources and/or guidelines do emergency and health services workers need to treat these methanol poisoning cases? What knowledge transfer and community engagement strategies, including ICTs, will you use to inform and engage the general population? What Public-Private Partnerships would be beneficial in this situation? (And to prepare for future events.)
Briefing Requirements 2:15 hrs preparation All briefing information must be emailed NLT 20:15 hrs Format (PowerPoint, Word, other) flexible Briefing should be based on information provided 15 minute oral presentation 15 minute discussion
Acknowledgments Acknowledgements Dr. Steve Morgan, CHSPR UBC Dr. Kevin Clauson, Nova Southeastern University