Bullet points with meaning: Writing for a Deputy Minister Nancy Edwards UWISON June, 2014

Context: The life of a Deputy Minister from DJ Savoie, Breaking the Bargain Ability to play the interdepartmental game Ministers expect Deputy Minister to get their proposals through the system and to avoid or manage departmental crises Ability to influence the interdepartmental process, especially at Privy Council Office and Dept of Finance “No precise job description for a Deputy Minister. It is a variable, multifaceted job, depending on political schedules, political crises and events arising from both inside and outside the organization” (Bourgeaut, 2000, p. 159)

A Day in the Life of a Deputy Minister Always trying to accommodate the urgent, the important, the unforeseen > 100 phone calls per day (Minister or his staff, senior departmental officials, federal & provincial deputy ministers, central agencies, media, interest groups, heads of crown corporations, government agencies – act as gatekeepers in the government) 1997 study of workload – average 11.3 hours per day, 1 in 3 hours spent on interdepartmental issues

Priorities Emerge from: Personal interests Departmental priorities Political circumstances (is the issue in the media, will the issue be raised in question period?) Political or bureaucratic crises

Communication Tools Briefing notes Cabinet memoranda - (issues, recommendations, rationale, problem and strategies, political considerations, intergovernmental relations, position of relevant departments, analysis (options outlined) Decks – series of slides presenting ideas & recommendations in bullet form for presentations to Cabinet and Cabinet committee meetings, little analysis, present bottom line with concentration on political considerations

Initiatives Communicating with Decision- makers WHO Regional Office for Europe’s Health Evidence Network Sample question: What are the main factors that influence the implementation of disease prevention and health promotion programmes in children and adolescents?

Is there a policy recommendation in the findings? #1 “Home ETS exposure declined sharply between 1992 and 2000, more than would be predicted by the decline in adult smoking prevalence” (AJPH, 2004; 94: , p. 314) #2 “Dust and surfaces in homes of smokers are contaminated by ETS. Infants of smokers are at risk of ETS exposure in their homes through dust, surfaces and air. Smoking outside the home and away from the infant reduces but does not completely protect a smokers’ home from ETS contamination and a smoker’s infant from ETS exposure” (Tobacco Control 2004;13:29-37, p. 29)

Is there a policy recommendation in the findings? #3 “Educational efforts focusing on increasing knowledge and improving attitudes regarding exposure to ETS, as well as providing practical strategies for limited exposure to ETS, should be developed and delivered to at-risk populations” (EJPH 2003;13;2:, p. 171) #4 “Because perceptions of both personal and objective risks are related to plans to quit, antismoking messages should include evidence about risk, particularly to the individual smoker” (J Adolescent Health, 2001; 29:12-21, p. 12)

Tips Know your audience Know the organizational context –Values –Mission –Strategic directions –Internal and external pressures, controversies & risks –Advisory groups

Tips cont’d Know your message Align your message with the audience and the organizational context Identify your opportunities

Messages with Sticking Power Resonate with policy makers Fit with government directions Doable, actionable Organizational relevance Positive political spin

Messaging #1 “Home ETS exposure declined sharply between 1992 and 2000, more than would be predicted by the decline in adult smoking prevalence” (AJPH, 2004; 94: , p. 314) Government action on tobacco control is making a difference. Fewer children are being exposed to harmful environmental tobacco smoke in the home.

Messaging – Your Turn #2 “Dust and surfaces in homes of smokers are contaminated by ETS. Infants of smokers are at risk of ETS exposure in their homes through dust, surfaces and air. Smoking outside the home and away from the infant reduces but does not completely protect a smokers’ home from ETS contamination and a smoker’s infant from ETS exposure” (Tobacco Control 2004;13:29-37, p. 29)

Messaging – Your Turn #3 “Educational efforts focusing on increasing knowledge and improving attitudes regarding exposure to ETS, as well as providing practical strategies for limited exposure to ETS, should be developed and delivered to at-risk populations” (EJPH 2003;13;2:, p. 171) #4 “Because perceptions of both personal and objective risks are related to plans to quit, antismoking messages should include evidence about risk, particularly to the individual smoker” (J Adolescent Health, 2001; 29:12-21, p. 12)

Is there a policy recommendation in the findings? #3 “Educational efforts focusing on increasing knowledge and improving attitudes regarding exposure to ETS, as well as providing practical strategies for limited exposure to ETS, should be developed and delivered to at-risk populations” (EJPH 2003;13;2:, p. 171) #4 “Because perceptions of both personal and objective risks are related to plans to quit, antismoking messages should include evidence about risk, particularly to the individual smoker” (J Adolescent Health, 2001; 29:12-21, p. 12)

What are the bottom-line questions of the policy-maker? Are investments (financial, human resource, capital) required? What level of investment is required? How soon will the investment make a difference? Will there be value for money? Does this require the cooperation/inputs of other sectors and/or other levels of government? Does our government have an international commitment to this issue? Who is responsible for addressing the problem? What does the “court” of public opinion have to say about the change? Is there general support for this change?