5/15/2015 - Viraj LeBailley, Foreign Service Institute, U.S. Department of State

1. Policy Briefing Skills
May 15, 2015
Viraj LeBailly
Foreign Service Institute
U.S. Department of State

2. What We’ll Cover
•Audience analysis
•Organization
•Delivery
•Handling anxiety
•Questions & answers

3. Analyzing the Audience
•Who are they
•What do they need to know
•What are their interests
•What do they know already

4. 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?

5. 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.

6. 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

7. Format, continued
• Conclusion – Review
Final thought/Next steps
Sound bite
• Transitions between points. Signals.
“First…Second…”
• Important on the phone where no visual keys

8. 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.

9. 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

10. 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.

11. Questions and Answers
• Anticipate Qs, prepare As
• Do your homework
• Move in
• Paraphrase
• Watch facial expression/body language
• Know your limits

12. 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, practice
6. 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.