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

2. Typically three sections
Ministerial Recommendation
Analysis Section
Communications Plan

3. 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)

4. Components of Memorandum to Cabinet
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

5. Components of Memorandum to Cabinet
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 factors
considered 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

6. Considerations in the Memorandum to Cabinet
Possible adverse consequences:
perceived inequities
excessive expectations
creation of new problems
criticisms that the option does not go far enough
opposition from a sector of the population
backlash if the proposal fails
perceptions of waste or overspending
perceptions of restrictions to basic freedoms
criticism about duplication

7. Financial Information in the MC
Components of Memorandum to Cabinet
Financial 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 reference
levels proposed

8. Components of Memorandum to Cabinet
COMMUNICATIONS PLAN
Explains how the minister intends to present and explain a decision to the public
in both the short and longer term
Properly planned communications crucial to success of any policy initiative
Key Elements
1. Communications Analysis
2. Communications Tactics

9. Components of Memorandum to Cabinet
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 patterns
Start 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

10. Components of Memorandum to Cabinet
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

11. Components of Memorandum to Cabinet
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 broader
policy and/or which integrate with appropriate corporate messages

12. Components of Memorandum to Cabinet
COMMUNICATIONS TACTICS
Strategic Considerations Outline best approach (high/low profile; state/regional) based on public environment
Identify communications opportunities
e.g Interest group support
Identify communications impediments
e.g. Media hostility
Public indifference
Identify strategies to overcome obstacles
Identify advance work requirements

13. Components of Memorandum to Cabinet
COMMUNICATIONS TACTICS
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

14. Components of Memorandum to Cabinet
COMMUNICATIONS TACTICS
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 timing
format (e.g. minister’s speech)
media strategy for announcement
role of other internal and external actors
Minister’s involvement Assess minister’s role in announcement process
Outline public perception of minister in relation to policy

15. 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

16. 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.

17. 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………

18. 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., words or two- three pages.
You are accountable for its content.

19. 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.

20. Elements of the Briefing Note
Put in the form of question to give focus
Specify the reasons for the note
What is the status of …..?
What is Agency X’s involvement in..?
Reflect the nature of the request is applicable
The note was requested by Person X in the
Minister’s office.
Issue
Current Status
Provide only recently developed information
answering question posed in Issue
Ensure clarity and brevity

21. Elements of the Briefing Note
Options if:
(1) the note is being written in order to get
concurrence with a recommended course of action
(2) next steps have not been decided
Options/
Considerations
Considerations if:
necessary to outline contentious aspects of issue
-include reactions from other parties/stakeholders
proposed course of action
Recommendations
Provide if :
(1) next steps are not clear
(2) approval to proceed is required
What is the department going to next, if
anything?
What are other parties/stakeholders
planning to do next?
Next Steps

22. Elements of the Briefing Note
Background
Provide details to the information provided in the
current status section
Provide a history, if necessary, on the issue itself
Keep to a maximum of 2 pages
Submitted By
Identify the name and contact information for the
person best able to address questions about the issue

23. Critical Steps in Policy Options/Considerations
Analysis
Components of the
Briefing Note
Issue
Current Status
Confirm, Define, & Detail the Problem
Identify Alternatives
Present and Assess Alternatives Using
Evaluation Criteria
Recommend Preferred Alternative
Implement Preferred Alternative
Monitor The Implemented Alternative
Evaluate Policy Results
Options/Considerations
Recommendation(s)/
Next Steps
Background

24. Steps in the Policy Design Process
Need or opportunity
Identify
Articulate
Clear and simple vision of the preferred future
Clarify
Commitment in terms of the mission
Establish
Clear statement of policy in the form of goals/objectives
Choose
Instrument(s)
Develop
Implementation Strategy
Monitor
Outcomes
Evaluate
Results

25. 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