Communication & Credibility

September 15, 2010 by · Leave a Comment 

Having just conducted 103 assessments of students entering a Master’s degree program, here’s the bottom line. How you communicate is a measure of your credibility. It makes an immediate impression on the listener or reader. No matter how brilliant the content may be, it is diminished if your communication skills are lacking. Flip that around – if your presentation is masterful, even if the content is not brilliant, you can make a positive impression. Be clear, direct and “ruthless’ in your own self-assessment. Have you ever noticed, there seems to be a correlation between unrealistic self assessment and not being able communicate very effectively? Or that people who have the most masterful presentation, often wonder if they could have done a better job? If your audience doesn’t understand what you’re communicating, it’s your fault, not theirs, according to Seth Godin.

BC Question Period on Video

May 2, 2010 by · Leave a Comment 

Often all we see are news clips of opposition and government members sparring in daily Question Period. The best way to really understand how Question Period works (and why you are writing Question Period Notes for your Minister) is to watch videocasts of an entire session of daily Question Period.

The Legislative Assembly of the Province of British Columbia provides archived videocasts of proceedings. For example, here’s a link to the out the April 29, 2010 Oral Question Period proceedings in the BC Legislature. It leads with Opposition Leader Carole James’ question on the Harmonized Sales Tax (HST) which is answered by the Honourable Colin Hansen, Minister of Finance and Deputy Premier.

Note that Ms. James reads from briefing notes for her original and two supplemental questions. Although the Minister of Finance does not read from notes, you may observe him looking down (perhaps at notes) on the second supplemental. You might also observe, as the camera pulls back into longer views, the briefing materials on the Minister’s desk. Later on, in reponse to the Member from Stikine’s question, the Minister of Finance reads from notes some quotes from the forest sector. The content most likely will have been provided by departmental officials and staff in the Minister’s office.

DO pay attention to media influence

April 19, 2010 by · Leave a Comment 

I know you’ll hear that decisions are not driven by media reports, however, the reality is that the day starts with delivery of the latest media clips to Minister’s Offices (MOs) and senior executives offices. Early in the morning, MO staff are meeting with departmental communications and parliamentary affairs staff to review media clips and request the production of Question Period cards and briefing notes.

So when you are writing any briefing product for the Minister or Deputy Minister, accept that they operate in a media driven, political environment. Take that into consideration when presenting options and considerations; tell them what anticipated media reaction will be and why.

Draft Memorandum to Cabinet Case Study

April 2, 2010 by · Leave a Comment 

When I first read Dr. Douglas Hartle’s case study, I thought it would be a great script for the BBC television series Yes Minister. Then I became a senior official in Ottawa, drafting MCs and attending interdepartmental consultation meetings, often reminiscent of Hartle’s story.

As public servants are sworn by the Oath of Secrecy not to divulge how particular Cabinet decisions were made, Hartle wrote what he described as an attempt to convey, in fictional form, the essence of the MC consultation and decision making process as seen by a former senior bureaucrat. It’s a popular case study in public administration and Canadian politics courses.

The case study begins with the inner thoughts of the senior official who drafted the MC, on his way to a Privy Council meeting. “I looked upon the meeting as anticlimactic and the hours of work spent in getting the words on paper as largely wasted. But pride in affecting a political decision is, as every bureaucrat knows, at least as satisfying as the pride in the acknowledged authorship of an official document…..The draft might be ridiculous. But does not the pride of the professional lie in doing a ridiculous act well?”

It’s an informative as well as entertaining read. The Institute of Public Administration (IPAC) has published it as “Draft Memorandum to Cabinet (2004)” in the Ethics Category of their Case Study Program” (cost is $5). (Note Hartle is mispelled as Hartie on the site). There’s a limited preview at “Google Books“, if you are curious.

Susan Doyle on Writing for Government

November 21, 2009 by · Leave a Comment 

U Vic English professor Susan Doyle has a great website “English 302: Writing for Government“. You’ll find topics such as Characteristics of Good Government Writing;  How to Write Briefing Notes, Correspondence, Press Releases, Summaries etc. The course gives students practice in writing tasks commonly performed by government communications professionals or content specialists. Check out the related resources on the website.

University of Victoria’s Writers’ Guides

November 9, 2009 by · Leave a Comment 

The University of Victoria provides two online writer’s guides that may be useful. Check out the Business Writer’s Guide or the Report and Proposal Writing Guide.

A Hypertext Writer’s Guide, originally prepared for students in the English Department, is no longer available.

Misunderstood? It’s Always Your Fault!

November 2, 2009 by · Leave a Comment 

If the person reading your briefing note doesn’t understand the issues, blame yourself. Although it’s easier to say it’s the reader’s fault, my friend Kirsten Farris reminded me: as the writer, you are responsible for the response you get. That’s one of the presuppositions of Neuro-Linguistic Programming (NLP): “the meaning of your communication is the response (feedback) you get”.

So, for example, if you write a briefing note or a blog post, and the reader has to ask all sorts of questions, you are responsible for having missed something.

And, according to marketing guru Seth Godin, if you are a student in my class and you don’t learn what I’m teaching, I’ve let you down. So once again, if you don’t get what I mean by all this, it’s my fault!

DON’T Tell Decision Makers What To Do

November 2, 2009 by · Leave a Comment 

A common mistake when writing for Ministers is to use “imperative” rather than “suggestive” or “conditional” language. For example:

  • DON’T SAY the government must do x; DO SAY the government might consider X.
  • DON’T SAY it is imperative the Minister consider or do x; DO SAY it is important that consideration be given to x.
  • DON’T SAY the government should do; DO SAY the government could do.

Remember, we don’t tell decision makers what to do. We analyse, provide options and make recommendations for consideration.

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