Staffs normally follow four steps when preparing an effective briefing:
- Plan—analyze the situation and prepare a briefing outline.
- Prepare—collect information and construct the briefing.
- Execute—deliver the briefing.
- Assess—follow up as required.
Upon receipt of the task to conduct a briefing, the briefer analyzes the situation and determines the—
- Purpose and type of briefing.
- Physical facilities and support needed.
- Preparation timeline and schedule.
Based on the analysis, the briefer assembles a briefing outline and timeline. The briefing outline is the plan for the preparation, execution, and follow-up for the briefing. The timeline is a time management tool to manage briefing preparations and budget time if there is a need to refine the briefing as new information becomes available.
Briefers consider many factors while planning a briefing. This planning includes, but is not limited to—
Audience preferences for information delivery, such as how the decision maker prefers to see information presented.
- Time available.
- Facilities and briefing aids available
The briefer then estimate deadlines for each task and schedules the preparation effort accordingly. The briefer alerts support personnel and any assistants as soon as possible.
The briefing construction varies with type and purpose. (See figure 7-4.) The analysis of the briefing
determines the basis for this. Briefers follow these key steps to prepare a briefing:
- Collect materials needed.
- Prepare first draft.
- Revise first draft and edit.
- Plan use of visual aids.
- Check audiovisual delivery systems (computer and other technical aids) to ensure availability and functionality.
The success of a briefing depends on a concise, objective, accurate, clearly enunciated, and forceful delivery. The briefer must also be confident and relaxed. The briefer should consider the following:
- The basic purpose is to present the subject as directed and ensure the audience understands it.
- Brevity precludes a lengthy introduction or summary.
- Conclusions and recommendations must flow logically from facts and assumptions.
Interruptions and questions may occur at any point. If they occur, briefers answer each question before continuing, or they indicate that they will answer the question later in the briefing. When briefers answer questions later in the briefing, they specifically reference the earlier question when they introduce material. They anticipate possible questions and are prepared to answer them.
When the briefing is over, the briefer conducts a follow-up, as required. To ensure understanding, the briefer prepares a memorandum for record. This memorandum records the subject, date, time, and location of the briefing as well as the ranks, names, and positions of audience members. The briefer concisely records the briefing’s content to help ensure understanding. The briefer records recommendations and their approval, disapproval, or approval with modification as well as instructions or directed actions. Recommendations can include who is to take action. The briefer records the decision. When a decision is involved and any ambiguity exists about the commander’s intent, the briefer submits a draft of the memorandum for record for correction before preparing the final document. Lastly, the briefer informs proper authorities. The briefer distributes the final memorandum for record to staff elements and agencies required to act on the decisions or instructions or whose plans or operations may be affected. Steps in Planning your Military Briefing: is collecting authoritative opinions and facts is part of which briefing preparation step