Policy Briefing SkillsMay 15, 2015Viraj LeBaillyForeign Service InstituteU.S. Department of State

What We’ll Cover

•Audience analysis•Organization•Delivery•Handling anxiety•Questions & answers

Analyzing the Audience

•Who are they•What do they need to know•What are their interests•What do they know already

Audience, continued

•What is the end result I want? -- What do they need to be able to do with the information.

•What is the expected outcome – making a decision; informed; persuasion

•How can I relate to them?

Organization

•BLUF. Bottom Line Up Front. •Tell them what you’re going to tell them, tell them, tell them what you told them.

•Structure. Outline, not a script.

Organization - Format

•Opening – attention grabber •State the purpose•Establish your credibility

•Preview – tell them what you’re going to tell them

•Body – the information. Avoid overly-technical

Format, continued

•Conclusion – ReviewFinal thought/Next stepsSound bite

•Transitions between points. Signals. “First…Second…”

•Important on the phone where no visual keys

Delivery

•Formal or informal•Standing or seated•Handing over a lot of data or interactive•Tone. Match the situation. •Use the right words. Say what you mean. •Jargon – you are technical experts. Your

audience may not be.•Visual aids if needed.

Delivery, continued

•Gestures, hands, posture•Eye contact •Move, comfortably, not pacing•Smile where appropriate•No backs to the audience•Confidence not arrogance.•Pause. Breathe. Silence is OK.•No filler

Anxiety•Totally normal.•Your audience wants you to succeed.•See the room.•Test your tools.•Practice out loud.•Memorize the first few lines – the rest will

come•Don’t tell them you’re nervous. •Breathe.•Water.

Questions and Answers

•Anticipate Qs, prepare As•Do your homework•Move in•Paraphrase•Watch facial expression/body language

•Know your limits

Top Ten Tips

1. Organize yourself. 2. Every sentence must contain a thought.3. Use fewer words; speak more slowly.4. Know your audience.5. Practice, practice, practice6. Don’t make it up. 7. Learn how to say “I don’t have the foggiest

idea” without saying, “I don’t have the foggiest idea.”

8. Anticipate questions.9. Confidence, not arrogance.10.Main point in one short sentence.