Transcript Unit 4.2 - Department of Defence

Unit 4.2 Correspondence drafting and UN briefing techniques
Unit 4.2
Correspondence drafting and UN
briefing techniques
UN Peacekeeping PDT Standards, Specialized Training Material for Military
Experts on Mission 1st Edition 2009
Slide 1
Unit 4.2 Correspondence drafting and UN briefing techniques
Aim
The aim of this Unit is to provide
Military Experts on Missions with the
necessary information to understand
and apply the drafting techniques in
UN operational reporting system, and
briefing procedures in a complex
United Nations peace operation
UN Peacekeeping PDT Standards, Specialized Training Material for Military
Experts on Mission 1st Edition 2009
Slide 2
Unit 4.2 Correspondence drafting and UN briefing techniques
Learning Outcome
On completion of this section, participants will
be able to:
• Outline the importance of drafting techniques
and apply them in UN correspondence.
•Understand and apply the UN military briefing
procedures.
UN Peacekeeping PDT Standards, Specialized Training Material for Military
Experts on Mission 1st Edition 2009
Slide 3
Unit 4.2 Correspondence drafting and UN briefing techniques
Structure of Presentation
• Drafting
correspondence
• Briefings techniques
UN Peacekeeping PDT Standards, Specialized Training Material for Military
Experts on Mission 1st Edition 2009
Slide 4
Unit 4.2 Correspondence drafting and UN briefing techniques
Guidelines for drafting
The correspondence of the United Nations
must be concise, clear and accurate in content,
direct and dignified in style, correct in form and
attractive in appearance
UN Peacekeeping PDT Standards, Specialized Training Material for Military
Experts on Mission 1st Edition 2009
Slide 5
Unit 4.2 Correspondence drafting and UN briefing techniques
Think before drafting
1
2
3
• “Why am I writing?
• To whom am I writing?
• What, if any, action do I expect as
a result of what I have written?”
UN Peacekeeping PDT Standards, Specialized Training Material for Military
Experts on Mission 1st Edition 2009
Slide 6
Unit 4.2 Correspondence drafting and UN briefing techniques
Write simply, clearly and concisely
Once we know what we
want to communicate, to
whom and why, we can draft
correspondence clearly,
correctly and concisely
using a simple style. It is
unadorned, and therefore is
easily understood.
UN Peacekeeping PDT Standards, Specialized Training Material for Military
Experts on Mission 1st Edition 2009
Slide 7
Unit 4.2 Correspondence drafting and UN briefing techniques
Dos and Don’ts in writing
Dos
Be concrete
Don’ts
Don’t use any more words than
necessary
State your facts or ideas Don’t use a circumlocution
directly
Use verbs in the active
Don’t use emphasis in
correspondence.
Use concrete words.
Don’t use needless adjectives and
adverbs
Use short words, short
sentences, and short
paragraphs
Avoid anything which might offend
the sensibilities of the readers.
UN Peacekeeping PDT Standards, Specialized Training Material for Military
Experts on Mission 1st Edition 2009
Slide 8
Unit 4.2 Correspondence drafting and UN briefing techniques
Well-constructed papers; wellconstructed paragraphs
• Well-constructed papers present reasoned
propositions,
• Introductory paragraphs should normally begin with a
statement of the proposition to be presented in
the paper.
• The narrative should be developed in a series of
intermediate
• Concluding paragraphs should be very brief,
recapitulating the analysis, drawing conclusions
and making recommendations
UN Peacekeeping PDT Standards, Specialized Training Material for Military
Experts on Mission 1st Edition 2009
Slide 9
Unit 4.2 Correspondence drafting and UN briefing techniques
Some Guidelines for Briefings
• Briefings are either intended to provide general
information or information to a specific audience.
• Do not unnecessarily repeat information.
• Present facts
• Describe shortfalls, critical constraints or
• Recommendations for action should include What,
When, Where, Who and Why
• An agenda has to be established, and the areas of
responsibility of each individual briefer
UN Peacekeeping PDT Standards, Specialized Training Material for Military
Experts on Mission 1st Edition 2009
Slide 10
Unit 4.2 Correspondence drafting and UN briefing techniques
Military Information Briefing
Aim: To inform superiors or subordinated commanders on the
current situation.
• Mission
• Situation of the parties to the conflict, capabilities and
`presumable intentions
• Situation of superior formation, adjacent units and other
`organizations
• Situation of friendly forces in all basic functional areas
• Friendly intentions
• Special command and control problems
• Requests / recommendations
• Summary
UN Peacekeeping PDT Standards, Specialized Training Material for Military
Experts on Mission 1st Edition 2009
Slide 11
Unit 4.2 Correspondence drafting and UN briefing techniques
Visitors Information Briefing
Aim: To inform visitors or guests about the current situation or a
specific topic
• Introduction and purpose of the briefing
• Mission
• Situation of the parties to the conflict
• Situation of other organizations as applicable
• Situation of friendly forces in all basic functional areas as
applicable
• Friendly intentions
• Summary
UN Peacekeeping PDT Standards, Specialized Training Material for Military
Experts on Mission 1st Edition 2009
Slide 12
Unit 4.2 Correspondence drafting and UN briefing techniques
Staff Conference Briefing
Aim: To inform staff personnel and to coordinate the workflow and
planning process. Several staff conferences may be needed to
develop courses of action or coordinate the planning process.
• Introduction, purpose and agenda
• Mission
• Development of the parties to the conflict, capabilities and
presumable intentions
• Situation of other organizations as applicable
• Development of friendly forces in all basic functional areas
• Decisions and guidelines
• Further friendly intentions
• Summary
UN Peacekeeping PDT Standards, Specialized Training Material for Military
Experts on Mission 1st Edition 2009
Slide 13
Unit 4.2 Correspondence drafting and UN briefing techniques
Decision Briefing
Aim: To inform about courses of action and to prepare a
commander’s decision
• Introduction and purpose
• Mission and mission analysis
• Situation, estimate of the parties to the conflict,
• Situation, estimate of superior formation, adjacent units
• Situation, estimate of other organizations as applicable
• Situation, estimate of friendly forces in all basic functional areas
• Environmental conditions and their appreciation
• Comparison of forces (Force Ratio)
• Assessment and comparison of possible Courses of Action
(COA)
• Recommended decision
UN Peacekeeping PDT Standards, Specialized Training Material for Military
Experts on Mission 1st Edition 2009
Slide 14
Unit 4.2 Correspondence drafting and UN briefing techniques
QUESTIONS?
UN Peacekeeping PDT Standards, Specialized Training Material for Military
Experts on Mission 1st Edition 2009
Slide 15