How to write CDIs and briefing notes Ken Rasmussen Faculty of Administration January 7 th 2004.

How to write CDIs and briefing notes

Ken RasmussenFaculty of Administration

January 7th 2004

Typically three sections Ministerial Recommendation Analysis Section Communications Plan

Components of Memorandum to Cabinet

MINISTERIAL RECOMMENDATION(MR)

3 pp. max

Issue One sentence summation of the question to be discussed and resolved by the ministers

Recommendation(s) Proposed course of action, usually derived from series of options, for which sponsoring minister is seeking support

Rationale Sponsoring minister’s principal arguments supporting the recommendation(s)


Problems and Strategies Succinct description of (1) possible adverse consequences to the Government and criticism it might face should recommendation(s) be implemented(2) best means of handling of them

Political Considerations Description of principal political issues connected with the recommended course of action

Departmental Positions Positions for and against taken by concerned departments with respect to recommended course of action


ANALYSIS SECTION

Usually 2-6, rarely 15 pp.

Background Brief review of the major developments that led the sponsoring Minister to bring the issue forward for decision

Considerations Description of the non-financial factorsconsidered when drafting the options

Options Thorough and balanced exploration of the pros and cons of each of the possible courses of action before Ministers and of the relevant financial information for each

Considerations in the Memorandum to Cabinet

Considerations in the Memorandum to Cabinet

Possible adverse consequences:perceived inequitiesexcessive expectationscreation of new problemscriticisms that the option does not go far enoughopposition from a sector of the populationbacklash if the proposal failsperceptions of waste or overspendingperceptions of restrictions to basic freedomscriticism about duplication


Financial Information in the MCFinancial Information in the MC

Provide Ministers with an understanding of the financial dimensions of what it is they are being asked to approve; emphasis on preferred option

State all future financial implications fully and clearly

Use the best information available. Characterize the relative reliability of estimates (e.g. fully costed, best guess)

Include present costs, incremental costs, personnel costs

Show source of funds if reallocations within existing referencelevels proposed


COMMUNICATIONS PLAN

Explains how the minister intends to present and explain a decision to the publicin both the short and longer term

Properly planned communications crucial to success of any policy initiative

Key Elements

1. Communications Analysis2. Communications Tactics


COMMUNICATIONS ANALYSIS

Public Environment Succinct but comprehensive description of likely reactions to proposal and why Summarise current public perceptions and sensitivities on issue and identify national and regional patternsStart with 1-2 paragraph summary of historical record, including recent developments

Issues Management Identify two or three most contentious issues, and indicate how these can be managed


Target Audiences Identify priority target audiences and major stakeholder groups, both inside and outside the government

Identify position of each group with respect to recommended policy Identify communications vehicle matching needs of each group

Positioning Identify briefly the primary and secondary links between the proposed policy and the government’s corporate priorities and strategies


Communications Objectives State briefly and precisely what will be achieved by communicating the message(s)

e.g. Inform interested publics

Achieve public understanding

Stimulate public discussion

Facilitate implementation

Respond to public criticism,

uncertainty

Messages Identify the essential idea or set of ideas to be communicated about the decision

Include those which link the policy to broaderpolicy and/or which integrate with appropriate corporate messages


COMMUNICATIONS TACTICS

Strategic Considerations Outline best approach (high/low profile; state/regional) based on public environment

Identify communications opportunitiese.g Interest group support

Identify communications impedimentse.g. Media hostility Public indifference

Identify strategies to overcome obstaclesIdentify advance work requirements



Briefings to Members of Parliament Outline strategy for briefing members

Follow-up Activities Describe long term media strategy and work-plan for follow up

Describe how public reaction will be monitored

Budget Identify funding and human resource requirements

Evaluation Criteria Identify methods for evaluating success of media strategy



Inter-ministry Co-ordination List ministries consulted and describe roles each will play

Announcement Harmonise short and long term announcement strategies strategies as to:

ideal timingformat (e.g. minister’s speech)media strategy for announcementrole of other internal and external

actorsMinister’s involvement Assess minister’s role in announcement

processOutline public perception of minister in

relation to policy

Key Considerations in Drafting Corporate Policy-Making Documents

Advocacy for decision-making is key

Ministers use the MC to•describe a particular policy context•outline the problem associated with the current situation•recommend solutions•convince colleagues to adopt recommendation

Stress relevance

Provide only • information that Ministers (not officials or analysts) require• key information, as dictated by constraints on ministerial time • true and plain disclosure of issue, with distinct options,

objectively and systematically evaluated

The Briefing Note A briefing note is a management

information tool. Managers work in a ‘volume’ capacity. Held directly accountable for decisions with

little regard for workload. Middle managers at any given time could

have 15 + briefing notes under construction/review. Senior management can double, triple or quadruple this number.

The Briefing Note,continued

A briefing note is a concise representation of the facts regarding an issue.

It is critical that these facts capture all the salient information for decision making.

If the wrong decision is made (functionally or politically) because of a lack of information………

The Briefing Note, continued

Writing a briefing note is an art for several reasons.

It is a public document - internally and externally.

FOIPOP - Freedom of Information - Protection of Privacy Act. It can/will be read by others.

You are condensing complex issues into brief format, e.g., 500-750 words or two- three pages.

You are accountable for its content.

The Structure of a Briefing Note

Header: For whom is the note intended? Most officials expect their name and title at the top.

Regarding: One line. What is the issue being advanced for decision making?

Background: What led up to the need to discuss this issue?

Issue: What is the real problem? What is the objective?

Analysis: What do we know about the problem? Recommendation: What would constitute a solution? These are the parts that make up the body of

the Note.

Elements of the Briefing Note

Put in the form of question to give focusSpecify the reasons for the note

What is the status of …..?What is Agency X’s involvement in..?

Reflect the nature of the request is applicableThe note was requested by Person X in the Minister’s office.

Provide only recently developed information answering question posed in Issue

Ensure clarity and brevity

IssueIssue

Current StatusCurrent Status


Options if:(1) the note is being written in order to getconcurrence with a recommended course of action(2) next steps have not been decided

Considerations if: necessary to outline contentious aspects of issue-include reactions from other parties/stakeholdersproposed course of action

Provide if :(1) next steps are not clear(2) approval to proceed is required

Next StepsNext Steps What is the department going to next, ifanything?What are other parties/stakeholders planning to do next?

Options/Considerations


RecommendationsRecommendations


Provide details to the information provided in thecurrent status section

Provide a history, if necessary, on the issue itself

Keep to a maximum of 2 pages

Identify the name and contact information for the person best able to address questions about the issue

BackgroundBackground

Submitted BySubmitted By

Critical Steps in Policy Analysis

Components of the Briefing Note

Confirm, Define, & Detail the Problem

Identify Alternatives

Present and Assess Alternatives UsingEvaluation Criteria

Recommend Preferred Alternative

Implement Preferred Alternative

Monitor The Implemented Alternative

Evaluate Policy Results

IssueCurrent Status


Recommendation(s)/

Next Steps

Background

Steps in the Policy Design Process

Identify Need or opportunity

Articulate Clear and simple vision of the preferred future

Clarify Commitment in terms of the mission

Clear statement of policy in the form of goals/objectives

Choose Instrument(s)

Develop Implementation Strategy

Monitor Outcomes

Evaluate Results

Establish

Drafting the Corporate Policy Documents: A Practical Style Guide

Use plain, everyday language Use short sentences and paragraphs Use point form wherever appropriate Avoid technical terms, jargon, or unfamiliar acronyms Be concise, stick to key points, avoid digressions Build arguments step-by-step Rework every sentence until every word counts Ruthlessly cut back, reread your draft, cut back

again Ask a colleague unfamiliar with the subject to read

your final draft

How to write CDIs and briefing notes Ken Rasmussen Faculty of Administration January 7 th 2004.

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