1. Writing a Business Brief BSB115 – Management
Prepared and Presented by
Graham Klaassen
(4S Study Skills Program Coordinator)

2. On Completion of this Seminar, you will be able to..
Describe the characteristics of a business brief
Explain the advantages of a business brief
Discuss the process for developing a business brief

3. What is a Business Brief
A verbal or written report that: – gives the receiver information they need to make an informed decision. OR - provides information so the receiver is up to date on an issue.

4. Purpose of a Business Brief
Provide a summary of an issue/topic
Identify relevance (Make it relevant) to the business
Identify any implications – positive & negative
Recommend course/s of action including arguments for and against suggested action/s.

5. Other important points
Written objectively
Written in a persuasive, active tone
Short and to the point
Provide enough information to enable a decision to be made quickly

6. The Essence of a writing a Business Brief
Extracting the maximum amount of information then conveying this information in the minimum number of words without losing or distorting the ORIGINAL meaning.

7. Structure of this Business Brief
Cover Page – See Task sheet for details
Introduction
Analysis of the Topic – As per task sheet template OR modify the structure as you see fit.
One or two Recommendations
Reference List (APA Style)

8. Structure of the brief Section Explanation Introduction
Approx. word count
Introduction
Identify the purpose of the report and define the management issue
Analysis of the issue
Give a general overview of the issue (i.e. consider what it means, how it can be applied, when it should be used). Explain how the issue is or isn’t relevant to your particular business. Weigh up the advantages and disadvantages and determine whether you think the issue is something your business should consider as part of the management strategy.
250
Recommendations
Make One or two recommendations for your business that suggest a course of a action from your analysis of the management issue. If you conclude from your analysis of the business issue that it is good for your business, then recommend ways to implement it in your business.
Reference list
Use QUT APA – see Cite/Write for further information. List only the sources you have referred to/cited in your brief not ones that you have simply read.
Andrea Reid T&L Consultant School of Management
Not included in the word count

9. Before you start writing, be sure you are clear about…
Why you are writing the brief?
For who are you writing the brief?
What does your audience [the CEO] need to know most about the business issue?
What points you will cover/leave out?

10. Your assigned “Contemporary Business Issue”
First – The number of the group to which you have been assigned. – 1, 2, 3 etc. Second – the letter of the alphabet you have been assigned within your group E.g. Articles Group 3 - Group member 3A

11. Characteristics of a good Brief
Short – always as short as possible
Concise – every word is used as efficiently as possible
Clear – simple and to the point: include only what matters to the reader

12. Characteristics of a good Brief
Reliable – information must be accurate, sound and dependable: point out any missing information
Readable – use plain language, active voice, white space, subheadings etc.

13. Developing a Business Brief
Research your assigned “contemporary business article”
Read and re-read material
Note main argument/s or theme/s, the seminal work, key concepts and any supporting material
Summarise what you have read

14. Developing a Business Brief
Define any key terms (if necessary)
Use your own words
Revise until you have an accurate summary
Give only the “heart” of the message
omit repetition, detailed explanations

15. The 3 secrets to a good brief
Write in the active voice/tone
Use short sentences < 16 words
Your choice of words –
for impact and
to assist manage word count (brevity)

16. Some tips on Writing a Brief
Usually have three main parts
The purpose of the Brief (Introduction)
A summary of the facts (Background) and implications for your organisation
The conclusion and/or recommendation
(refer to the Task sheet for suggested headings)

17. Writing the Brief – The Introduction
OR Purpose of the Brief - A concise statement that:
Should explain to the reader why the brief matters (one or two lines.)
Can be set out in the form of a statement about what the rest of the brief is about OR as a question which the brief then answers.
100 to 150 words MAX

18. Writing the Brief – The Introduction
Also should include:
A short definition / explanation of the management issue
Some background information on the issue – select whichever may be of relevance for your issue
Who or What or When or Where or Why
100 to 150 words MAX

19. Writing the Brief – The Analysis
Overview of the issue
Details the reader needs in order to understand what follows
Typically this section adds to the history of the issue and/or other background information contained in the Introduction.

20. Writing the Brief – The Analysis
Relevance/key considerations
An unbiased summary of important facts, considerations, developments and RELEVANCE – everything that needs to be considered before making a decision.
Substantiate statements with evidence from your research etc.

21. Questions to help you frame your thinking ...
Is the topic and issues raised important for my type of product and industry?
Is the topic and issues raised important for my competitors and/or suppliers and/or labour market?
Is the topic and issues raised likely to impact on the general environment?
Is the topic and issues raised an important management consideration for my organisation?

22. Writing the Brief – Recommendations
Recommendation/s should present the best and most sound advice you can offer drawn from the conclusions of your analysis.
Make sure they are clear, direct and are substantiated by the facts you have put forward in the analysis section of the Brief

23. Structure of Recommendations
Focus on what should be done about the issue.
What specific actions or decisions need to be taken?
How will they be implemented? Monitored for effect?
What about ethical and social responsibility considerations or intercultural/international perspectives?
Are the recommendations a logical conclusion of your decision-making process?

24. Key points - writing recommendations
Begin with a short statement that leads into the recommendations and persuades the reader to take your recommendations seriously
List your recommendations using a numbered or bulleted format
Usually present in order of importance or in the order you dealt with them in your analysis
Use action/imperative verbs that give the reader an instruction to do something

25. Active recommendations
Which one do you prefer?
Passive:
It is recommended that 400m2 of the vacant space on the ground floor of 6-12 Main Street be set aside for the development of a staff fitness centre. OR
Active:
Set aside 400m2 of the vacant space on the ground floor of 6-12 Main Street to develop a staff fitness centre.

26. Active Recommendations
Model for recommendations: Begin with a
Projecting opener: - a concluding statement from your analysis that justifies your course of action and leads into the recommendations
Active verb + what needs to be done...

27. Active recommendations
As the analysis clearly shows, organisations that have a highly trained and motivated staff boast a distinct competitive advantage over their competitors, therefore to gain this commercial benefit ABC Ltd should:
Establish a routine training program for all new staff that includes ...
Provide all staff with five days’ professional development each year specifically targeted at …
Develop and ongoing mentoring program for …

28. Remember… Concentrate on the main ideas
Do not add ideas (even if you have an abundance of related information)
Do not include any personal comments

29. Finally – how is it assessed!
Criteria Sheet tell you what is required
Depth of knowledge
Quality of analysis of information
Recommendations
Structure of the Brief
Referencing – APA style

30. Be Concise! CUT OUT ANY WORDS THAT ADD NO VALUE! OR BETTER STILL:
Eliminate unnecessary words!
You have only 500 words +/- 10% with which to work.
Make every word count – choose your words carefully – why use two when one will do?

31. How to be concise. An example
Because the ability to communicate effectively plays an important part in an accountant's success on the job, many employers screen prospective accountants for adequate skills in oral and written communication. In fact, one study shows communication skills to be the most important factor in decisions to hire. Employers view the ability to write and speak effectively as even more important than a prospective employee's academic results. (66 words)

32. How to do it … Summarise / breakdown your material:
The ability to communicate effectively is important to an accountant's success (11)
It is an important factor in deciding whether or not to hire prospective employees (14)
Employers’ value communication skills more than academic results (8) (Total 33)

33. Re-assemble the material …
Employers value the importance of oral and written communication in accounting, and therefore prefer to hire graduates with effective communication skills. (21 words)

34. Avoid Wordy phrases
Due to the fact he was unemployed, he had to use public transport. [13 words]
Because he was unemployed, he had to use public transport. (passive) [10 words]
He used public transport because he was unemployed. (active) [8 words]

35. Reduce fat prepositional phrases
at the present time
basic essentials
as a matter of fact
in the event that
in this modern world
in accordance with
now
essentials
in fact if
today
with

36. Remove Fillers such as… it, that and there
There are three trusses that the beam rests on. The beam rests on three trusses.
There were six workers absent from the night shift. Six workers were absent from the night shift.
It is obvious that we must meet the deadline. Obviously we must meet the deadline.

37. Use Transitional Expressions Comparison (= Similarity) preferably single word transitions
in the same way
just so … as
furthermore
in addition
as well as
the same
like
equally
both
also
each of
similarly

38. Use Transitional Expressions Contrast (= Difference) preferably single word transitions
on the other hand
on the contrary
whereas
in contrast
in spite of
different from
except for
yet
instead of
conversely
unlike
still
but
while

39. Use everyday words Long, Heavy, Formal Everyday words wherewithal
cognizant
germane
nadir
remuneration
salient
Everyday words
means
aware
relevant
low point
pay
important

40. Avoid Foreign phrases Do not use bona fide in toto milieu
modus operandi
raison d'être
Use
genuine
altogether
surroundings
method
primary reason, justification

41. Sentences – use short sentences in a Brief
All sentences have a
Subject → Verb → Object
Write in the active NOT passive voice
For example:
Passive: The door was closed by Adam.
Active: Adam closed the door.

42. Using References You use citations and references to:
support your ideas and arguments using expert facts or ideas
acknowledge (to give credit for) facts and ideas you have used
avoid plagiarism.

43. There are two parts to a reference
The in text citation
Located in the text of your essay
Can be direct quote, paraphrase, summary
Includes some of the details of your source
The reference list entry
Located at the end of your essay
Includes all the details of all source/s used
Different to Bibliography

44. Referencing In text - citations References Citation 1 Reference 1

45. Example of Paraphrasing
Original (Direct quote)
“A new piece of independent study proves for the first time that in-store sampling not only has dramatic sales impact on the day of the sampling event, but also increases sales of established products and line extensions, as well as new products, for many weeks following” (Stanton, 2009, p.1).
(46 words)
Paraphrase
In-store sampling has now been shown to create increases in sales in all lines of a product – new, existing and extended – not only when sampling takes place but also in the period directly following the event. (Stanton, 2009)
(36 words)

46. Example of Summarising
There are a range of strategies to use when marketing a product and a slogan is one of the key tools. Miller (2008) believes that slogans need to brief and memorable so that consumers recall the slogan and link it to the product.
Miller’s article is on the importance of a slogan in marketing a product. The second sentence is a summary of one of the main ideas in the article.

47. References using APA Style – some points to consider
Indented
Directory of small businesses in Australia. (2003). Melbourne, Vic: McMillan Institute of Telecommunications. (2008). Report on the telecommunications industry (Report No ). Sydney, NSW: Corporate Publishing Limited Latest advertisements. [Video]. (2009, November4). Retrieved from MacDonald, N. (2004, December 7). Working overseas. The Courier Mail. Retrieved from McCulloch, R. & Reid, A. (2010). Starting Your Business Degree: academic skills for success. Brisbane, Qld: Print Australia. Turner, K. Ireland, L. Krenus, B. & Pointon, L. (2008) Essential Academic Skills. Melbourne, Vic: Oxford University Press
Alphabetical Order
A range of Scholarly Sources

48. 7 point editing guide Is the purpose of the brief clear?
Is the language simple, economical and clear?
Is everything there that needs to be there?
Is there anything there that is not essential to the purpose?

49. 7 point editing guide
Is the brief easy to read, understand and remember?
Do the sections lead logically from one to another?
Has the brief been carefully edited and proofread?

50. Remember – If in doubt - questions are the answer
You should consult
The assignment task sheet
Your lecture notes
Your textbook
You can talk to…
Your tutor or the unit’s e-tutor
Your colleagues in class
Student Learning Advisers – located in B113a
Consultation with a 4S tutor

51. Resources
Australian National University “Writing a Briefing Note”
Writing for Government – “How to write a Briefing note”

52. Resources QUT cite/write: http://www.citewrite.qut.edu.au/
QUT kick START / study SMART:
Register for workshops and tours:
Peer mentors:
Studywell resources (Blackboard site):

53. 4S program contact details
Phone