Pianissisimo: A Primer on Communicating with Decision Makers

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Pianissisimo: A Primer on Communicating with Decision Makers

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

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