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Briefs

1. Purpose. The purpose of a brief is either to impart information or to obtain direction. To achieve its purpose, a brief must present facts so that the reader can understand and remember them quickly and easily.

2. Characteristics. You can present information verbally (a briefing) or in writing (a brief), or by a combination of both. Whichever method you use, you must:

a. Be accurate, impartial and as concise as possible.

b. Draw attention to the key points.

c. Provide constructive criticism and suggest alternative solutions.

d. Offer positive advice or answer specific questions and explain any recommendations.

e. Recommend a 'line to take' on contentious issues that may arise at meetings or during visits.

3. Structure. The structure of a brief is flexible and depends on the wishes of the recipient or on departmental guidelines. Always find out the precise requirement. The structure depends on the purpose of the brief, but it will normally comprise:

a. Opening elements that answer 'why should I read this?'

b. Main text elements of one or more sections that answer 'what's it all about?’ and 'what needs to happen?'

4. Writing a brief. Before writing a brief put yourself in the place of the recipient:

a. Specific requirements. Ask if there are specific requirements related to the recipient or occasion. This may reduce your work as well as help you provide a better product. Some briefs are required in special formats.

b. Select content carefully. Do not try to cover everything that may come up. Make choices by categorizing information:

(1) Musts. The things you must mention if you only had 2 minutes to explain the subject.

(2) Shoulds. Things the recipient should know to understand the subject properly.

(3) Coulds. The things that are nice to know, but could be left out.

c. Ask yourself questions. Answer the following questions intelligently. How much does the recipient already know? How much might other people expect the recipient to know? How good is the recipient at improvising? Who else will be on hand to help (it may be you)? Ministers, officials or senior officers starting in a new post will need more detail than those who are experienced in post.

d. More is not always safer (or better). To be of any use, a brief not only has to be read and understood, but it also has to be remembered. Needless volume makes it more difficult to focus on the bits that count.

e. Structure helps understanding. Break up briefs or briefings into parts, so a reader or listener can take in what you have said before moving to the next part. This is very important if a brief has to be long, is complicated or is part of a set. A good, well-signposted structure helps the reader to find things again later, and helps the listener or speaker to refer back during any discussion that may follow.

f. Language can help or hinder. If possible, avoid technical language, jargon, acronyms and abbreviations (unless everyone reading or listening will understand). Use clear, short everyday words and simple sentences. Aim to make every word count.

g. Presentation shapes reaction. If a brief looks clear and approachable, the recipient is more likely to read on and think highly of the content. Avoid lengthy paragraphs of text. Use sub-paragraphs to break up your argument and use clear headings throughout the brief to guide the reader.

Presenting the facts

5. There are 2 ways to draw attention to the key facts:

a. One way is to ask the recipient to read enclosed source documents. This is the easy option for you, but a burden for the reader. Do this only when there is no other way of putting information into context.

b. A better way is to summarize and include the facts in the text of the brief. This will be more time consuming for you, but easier for the reader, and is the recommended way.

6. Achieving the correct balance. To achieve the correct balance between the 2 methods, remember that a brief should stand on its own. The reader should be able to grasp the subject being briefed without having to refer to flags or side flags(1). If you write a brief on a complicated subject this may not be easy. But make every effort to summarize the key points before asking someone to read flags or side flags.

7. Guidelines. These guidelines will help you to decide what to include in a brief:

a. Do not reproduce sections of essential reference material which can be read easily in their original form.

b. Whenever possible, summarise a lengthy argument or opinion in a few sentences. Use quotations very sparingly, and only to highlight a particular point or to contrast differing views from a number of sources.

c. Answer any specific questions raised by the person whom you are briefing.

d. Include a recommendation if you need the reader to take action or make a decision.

e. A brief for a meeting should provide answers to questions which may be asked, define any controversial points and give a ‘line to take’. Try to discuss the agenda with the person who will attend the meeting.