Writing briefing notes with the context in mind
Briefing notes are never stand-alone documents. When drafting a brief, think of the context. The context includes a huge range of factors, including who will be attending the meeting, the reason they are discussing the issue you are writing about, and their expectations for using the information you present. As you review this list, reflect on why each of these questions might be important.
- Why is this issue being discussed at a meeting?
- Is it in response to a crisis or specific event?
- Is it part of an ongoing dialogue?
- Is it a preliminary meeting, or is it announcing the completion of something?
- What is the purpose of the meeting?
- Is it for information?
- Is it for action?
- Who requested the discussion take place at this meeting?
- What background material is already available?
- Are there policy or procedure documents?
- Are these commonly used, or have they been ignored?
- Who is involved in the meeting?
- Are those attending primarily administrative staff, or programme staff?
- What will the atmosphere of the meeting be like?
- Will it be formal or informal?
- How many people will attend?
- Are those attending likely to welcome your contribution?
