# Presentation: 102253

## DOC & NOAA Briefing Materials and Correspondence: A Tutorial

- Available online at:http://www.correspondence.noaa.gov/

## Contents

- The Origin of a Tasker
- Key Considerations
- The Clearance Process

- Deadlines and Time lines
- Examples of Materials
- Content
- Templates and Format
- Other Resources

- Workshop: Briefing Materials for DOC & NOAA Leadership

## The Origin of a Tasker

- Requests for briefing materials are driven from both the top and bottom
- Bottom-Up examples
-  Line Office wants high-level attention on certain issue
-  Line Office wants high-level participation in one of its events
- Top-Down examples
-  Senior leadership needs explanation or clarification of issue
-  Leadership invited to events by external groups

**Notes:**
A lot of people in the audience do not always understand how requests are generated.  Therefore, we feel it is important to relate to the audience, up front, why they are receiving these taskers.  What types of events trigger them?  What are the reasons for briefing leadership? 

## The Origin of a Tasker

- Why bother?
- Opportunity to sell your program
- Convey the message that you want
- Do not want your boss to look like an idiot
- Examples that trigger taskers:
- Special events/ceremonies
- Meetings with stakeholders
- Trips
- High-level attention required

## Key Considerations:Know Your Audience

- What are the needs of your audience?
- Do they need more/less information?
- Are you giving the briefing or will someone else relay the message for you?
- What does your audience hope to receive from the briefing?
- Construct your message(s) accordingly:
- Avoid parochial and scientific terms
- Not everyone is a scientist or engineer
- Avoid the weeds
- Be brief – longer is rarely better

- Workshop: Briefing Materials for DOC & NOAA Leadership

**Notes:**
Picture yourself sitting across from the DEP SEC – what would you say?  What would you have your boss say?

## Key Considerations:It is all about Content

- Ownership is key—it is your program and briefing and you define the content
- The Boss is your spokesperson—put yourself in their shoes:
- How can you most precisely and succinctly explain your message?
- Can someone who knows nothing about the subject understand your message?
- Ask yourself–does the person reading this have sufficient background knowledge?  If not, have you provided it?
- Always be sure your submission answers the questions “Why am I doing this?” and “What is our goal(s)?”

- Workshop: Briefing Materials for DOC & NOAA Leadership

## Key Considerations: Coordination of Documents

- Was your document(s) properly coordinated?
- Within your NOAA Line Office?
- With other NOAA Lines, Staff Offices, or other agencies?
- Properly coordinated documents are much less likely to be “sent back.”
- NOAA Uses Transmittal Memorandum to Track Coordination of Materials between Line/Staff Offices

- Workshop: Briefing Materials for DOC & NOAA Leadership

**Notes:**
Speaker should highlight International Issues and remind folks to coordinate with IA when appropriate

## Key Considerations:The Little Things Matter

- Formats Matter
- Incorrectly formatted documents are a disadvantage to your message
- Briefing and/or reading time is short for NOAA/DOC leadership
- Recognizable (correct) format lets your message “hit the page running”
- Getting it right the first time ensures paperwork will move faster through the process

- Workshop: Briefing Materials for DOC & NOAA Leadership

## The Clearance Process

- Workshop: Briefing Materials for DOC & NOAA Leadership

**Notes:**
NOTE:  GC Clearance required prior Line Office General Counsel approval!!

## The Clearance Process:The Role of Line/Staff Office

- Coordinate across your Line/Staff Office as necessary
- Review for accuracy of content
- Review for adherence to correspondence standards
- Ensure content aligns with priorities/messages
- Available for guidance if needed

- Workshop: Briefing Materials for DOC & NOAA Leadership

## The Clearance Process:The Role of the Program Coordination Office

- The Clearance Process:The Role of the Program Coordination Office

- Review for accuracy of content
- Double check to ensure proper formatting
- Coordinate inputs with other NOAA Line/HQ Offices
- Monitor the task timeline to ensure “on-time arrival”
- Serve as the front line to the leadership when questions arise

## The Clearance Process:Other NOAA Offices 

- NOAA Policy, Office of General Council, and PCO review/clear all documents
- NOAA’s Office of the Assistant Secretary, Office of Program, Analysis and Evaluation, Office of Legislative Affairs, and Office of International Affairs provide general review/clearance as appropriate
- NOAA Executive Secretariat moves/tracks all materials through the clearance process, edits documents as necessary, and ultimately provides materials to DOC Executive Secretariat
- The Office of the Deputy Under Secretary provides a “final stop” for review/clearance before materials are sent to the Under Secretary office

- Workshop: Briefing Materials for DOC & NOAA Leadership

## Deadlines

- Deadlines are not Optional
- Set for good reason
- Allow as much time as possible for task completion
- Are often set in consideration of your peers
- Deputy Secretary Materials
- Due to DOC EXSEC no later than 4pm the day before the briefing
- Due to NOAA EXSEC no later than NOON the day before the briefing
- Secretary Materials
- Due to DOC EXSEC no later than 11am the day before the briefing
- Due to NOAA EXSEC no later than 4pm (2 days before the briefing)

- Workshop: Briefing Materials for DOC & NOAA Leadership

**Notes:**
Dare I talk about when folks know they are going to be late?  We’d rather know in advance versus be waiting and have to scramble....

## NOAA’s Decision Coordination OfficeNEC/NEP Process Timeline

- Workshop: Briefing Materials for DOC & NOAA Leadership

**Notes:**

2 days after:  DCO prepares and coordinates draft NEP notes with presenters to enhance clarity and ensure accuracy before sending to NEP for review.

6 days after:  DCO incorporates all suggested changes and prepares the NDM and final notes for signature.  

7 days after:  DCO obtains signature, enters actions into DCO tracker, posts signed version of NDM to NEI, sends copy to ExecSec to enter actions into WebCIMS

## Materials Coveredin this Tutorial

- Workshop: Briefing Materials for DOC & NOAA Leadership

- DOC and NOAA
- Information Memoranda, Decision Memoranda, Briefing Papers, and Talking Points

- DOC
- Scheduling Requests
- Invitations
- Cover Memo to the SEC         and DEP SEC
- Statement of Lateness

- NOAA
- Event Requests
- Transmittal Documents

**Notes:**
Includes templates and multiple examples of each correspondence

## Scheduling Request FormatSecretary and Deputy Secretary

- Scheduling Request FormatSecretary and Deputy Secretary

- Standardized Format
- Submit on plain paper
- Director of Scheduling – Marilyn Abel (Secretary)
- Ex. Asst. to Deputy Secretary – Ann Gray
- Background section should include bulk of document content
- Previous Participation lists past meetings at same location
- Briefing time is for last minute questions – materials to DOC at least 24 hours before
- Some materials may be forthcoming, more  sent “now” the better
- Submitted through WebCIMS
- NOAA EXSEC places on letterhead

**Notes:**
Purpose: To request the Secretary or Deputy Secretary attend a specific event, including, but are not limited to, meetings, briefings, speaking or other invitations, or foreign travel.

Audience: The Scheduling Proposal provides all relevant information to enable the Director of Scheduling and other senior staff members to make an informed decision regarding the Secretary/Deputy Secretary’s participation. Not always familiar with the NOAA activities. Therefore, write clearly.  

Timeframe: Scheduling Proposals should be prepared as soon as the agency becomes aware of the event, usually several months in advance.

## Scheduling Request SubstanceDeputy Secretary

- Scheduling Request SubstanceDeputy Secretary

## Scheduling Request SubstanceDeputy Secretary (contd.)

- Scheduling Request SubstanceDeputy Secretary (contd.)

## Scheduling Request SubstanceDeputy Secretary (contd.)

- Scheduling Request SubstanceDeputy Secretary (contd.)

## Event Request Format Under Secretary & Deputy Under Secretary

- Event Request Format Under Secretary & Deputy Under Secretary

## Event Request Substance Under Secretary & Deputy Under Secretary

- Event Request Substance Under Secretary & Deputy Under Secretary

- Requests Sent to NOAA Chief of Staff
- PCO staff lists available on PCO website (_[www.pco.noaa.gov](http://www.pco.noaa.gov/)_)
- Often filled out by PCO staff
- High level line office clearance required
- Offer will be forwarded if initially recommended representative is unavailable
- Event Description should show the value and benefit of the event in
- 	two sentences or less

## Event Request Substance Under Secretary & Deputy Under Secretary (contd.)

- Event Request Substance Under Secretary & Deputy Under Secretary (contd.)

## Briefing Paper Format Secretary & Deputy Secretary

- Briefing Paper Format Secretary & Deputy Secretary

- Heading
- Bold & All Caps
- Brief description of meeting/event
- Preferably on one line
- 12 Point Font
- Date, Time, Location, & From – Bold, All Caps followed by Colon
- Date
- Day of Week and Date
- Time
- Start and end time of meeting
- Location of Meeting
- “Secretary’s Office” – rather than “Your Office”
- From
- Bureau head – Name and Title
- Preferably on one line

## Briefing Paper Format Secretary & Deputy Secretary

- Briefing Paper Format Secretary & Deputy Secretary

- BODY OF PAPER
- Double space between each section
- Single space within section
- 12 point font
- Headings
- Bold
- Underline
- All Caps
- Followed by colon
- Bullets
- First bullet directly under heading
- Bullet flush with left margin

## Briefing Paper Format Secretary & Deputy Secretary (cont.)

- Briefing Paper Format Secretary & Deputy Secretary (cont.)

- BODY OF PAPERExceptions
- Participants
- No bullets
- Flush with left margin
- Attachments
- Numbered
- Tabbed once
- Paper should be no more than 2 pages
- All additional information should be provided in attachments
- Footer
- Centered, Bold and all Caps
- SENSITIVE AND PRIVILEGED:  DO NOT COPY WITHOUT PERMISSION

## Briefing Paper Substance Secretary & Deputy Secretary

- Briefing Paper Substance Secretary & Deputy Secretary

- THREE THINGS YOU MUST KNOW:
- Put yourself in the shoes of the Secretary
- What would he want to know if he only had 30 seconds to get ready for the meeting?
- Describe the most important facts, issues, or desired outcomes for that meeting
- Should be specific and precisely tailored to the event
- “One to Five Max – Three is Best!”
- Should drive the talking points

## Briefing Paper Substance Secretary & Deputy Secretary (cont.)

- Briefing Paper Substance Secretary & Deputy Secretary (cont.)

- BACKGROUND:
- Summarize all information that Secretary needs to know for meeting
- Provide status of any decisions, negotiations, or legal proceedings in progress or outstanding
- Should be no more than five bullets
- Should provide sufficient detail to describe:
- With whom the Secretary is meeting
- Why the meeting is worthy of his attention
- What is DOC’s position on the relevant issues
- At what stage is the process
- Further details should be provided in an attachment(s)
- Particularly important in meetings where multiple subjects may be discussed

## Briefing Paper Substance Secretary & Deputy Secretary (cont.)

- Briefing Paper Substance Secretary & Deputy Secretary (cont.)

- PARTICIPANTS:
- No bullets
- Flush with left margin
- List Secretary/Deputy Secretary First
- Title and Last Name
- Secretary Gutierrez
- Deputy Secretary Sampson
- Other participants
- Full name, title
- Numerous participants
- May choose to separate DOC participants from participants from another organization, but only if there are more than 3 participants per group
- If there are too many participants include list as an attachment

## Briefing Paper Substance Secretary & Deputy Secretary (cont.)

- Briefing Paper Substance Secretary & Deputy Secretary (cont.)

- PRESS PLAN:
- Usually, none or simply “Open” or “Closed”
- If appropriate, feel free to provide additional information, i.e. “Webcast,” “Q&A to follow,” etc.
- ATTACHMENTS:
- Tab once, numbered rather than bullets
- First attachment is always Talking Points/Remarks
- Provide Source for each attachment
- (Source: NOAA)
- Other possible attachments:
- Additional Background
- Agenda for event
- Any program or report provided by event sponsor
- Always provide biographies for key non-DOC participants
- PREPARED BY:
- Name and phone number of contact who prepared paper and would be available if questions arise.

## Talking Points FormatSecretary & Deputy Secretary

- Talking Points FormatSecretary & Deputy Secretary

- Standardized Format
- Bullet format
- No more than 11⁄2 pages (8 1/2 x 11)
- Bold first use of (repeated) acronyms
- Deputy Secretary staff convert talking points into smaller (pocket sized) cards
- Cover what you want him to say; in the way you want him to say it
- Should be included for any public appearance or outside constituent type briefing memos
- Not necessary for one-on-ones with the Under Secretary

## Briefing Paper Talking PointsSecretary & Deputy Secretary

- Briefing Paper Talking PointsSecretary & Deputy Secretary

- Talking Points are required for all external meetings
- Should be substantial and sufficient to allow the Secretary to speak on the subject regardless of his previous familiarity
- More specific than “Explain our position on ...”, “Discuss the benefits of CAFTA,” etc.
- Should be tailored to the particular event or meeting
- Should be in bullet format and easy to reference
- Should include any facts or statistics that he may need to cite

## Briefing Paper Talking PointsSecretary & Deputy Secretary (contd.)

- Briefing Paper Talking PointsSecretary & Deputy Secretary (contd.)

- Must be one and a half pages or less
- If numerous topics are expected to be discussed, talking points should be consolidated into one attachment. Do not tack on multiple attachments as talking points
- No need to include the typical pleasantries of conversation. (e.g., “Good to see you,” “Thanks for coming,” “This is a very important issue,” etc.)
- Include any questions you would like to have asked by the Secretary or Deputy Secretary

## Briefing Paper ProcessSecretary & Deputy Secretary

- Briefing Paper ProcessSecretary & Deputy Secretary

- Use Microsoft Word for briefing papers—WordPerfect causes considerable compatibility problems
- Unless otherwise noted, papers are due to NOAA EXSEC no less than three days before meeting
- Should be working on paper when you request the meeting from Scheduling
- Late additions to the schedule are still required to be in the book when it goes to the Secretary

## Briefing Paper ProcessSecretary & Deputy Secretary (contd.)

- Briefing Paper ProcessSecretary & Deputy Secretary (contd.)

- Coordinate with Policy throughout the drafting process. Policy will be making substantive edits, so involving them early will prevent last minute problems.
- Non HCHB offices submit through WebCims and when complete NOAA EXSEC transmits to DOC EXSEC.
- NOAA EXSEC provides hard copy with attachments to DOC staff.

## Other Briefing Paper AttachmentsSecretary & Deputy Secretary

- Other Briefing Paper AttachmentsSecretary & Deputy Secretary

- Additional Background - use to provide more detailed information that could not be included in the body of the briefing paper
- Should be concise and well organized so the Secretary or Deputy Secretary can access the relevant information easily
- Brief biographies should be included for the key participants
- Multiple biographies should be edited and condensed as much as possible
- Remember—the Secretary often has 10+ papers in his book on any given day, so consolidate and condense as much as possible
- We have been asked to keep the entire book to under 40 pages, which generally means 4-5 pages per paper

## Briefing Paper Substance Under Secretary & Deputy Under Secretary

- Briefing Paper Substance Under Secretary & Deputy Under Secretary

- Follows DOC Format

## Action-Decision Memo FormatSecretary & Deputy Secretary

- Action-Decision Memo FormatSecretary & Deputy Secretary

- Standardized Format
- Submit on plain paper
- 12 point font
- Only three issues to cover
- Numbered, all caps, underlined
- Action-Forcing Event is brief info
- Most content falls under analysis
- May/may not contain three options (approved, disapproved, let’s discuss)
- Current Exec Sec’s clearance official is Alicemary Leach.

## Action-Decision Memorandum SubstanceSecretary & Deputy Secretary

- Action-Decision Memorandum SubstanceSecretary & Deputy Secretary

## Action-Decision Memorandum SubstanceSecretary & Deputy Secretary

- Action-Decision Memorandum SubstanceSecretary & Deputy Secretary

## Action-Decision Memorandum SubstanceSecretary & Deputy Secretary

- Action-Decision Memorandum SubstanceSecretary & Deputy Secretary

## Action-Decision Memo FormatUnder Secretary & Deputy Under Secretary

- Action-Decision Memo FormatUnder Secretary & Deputy Under Secretary

- Standardized Format
- Submit on plain paper
- 12 point font
- Only three issues to cover
- Numbered, all caps, underlined
- Action-Forcing Event is brief info
- Most content falls under analysis
- May/may not contain three options (approved, disapproved, let’s discuss)
- Nearly identical to DOC (minus clearance line)

## Information Memo FormatSecretary & Deputy Secretary

- Information Memo FormatSecretary & Deputy Secretary

- Standardized Format
- Submit on plain paper
- Info Memos go through the Deputy Secretary for the Secretary (via NOAA EXSEC)
- Following subject, three sections which are numbered, all caps and bold
- “One thing” should convey purpose of the memo in a clear/concise statement
- Limited to one page overall
- Must be cleared by DOC Policy and OGC PRIOR to submission to DOC Exec Sec

**Notes:**
IMPORTANT – FOR SEC must go thru the DEP SEC
You can also just send one to the DEP SEC for the DEP SEC

## Information Memo SubstanceThrough the Deputy Secretary for the Secretary

- Information Memo SubstanceThrough the Deputy Secretary for the Secretary

## Information Memo SubstanceThrough the Deputy Secretary for the Secretary

- Information Memo SubstanceThrough the Deputy Secretary for the Secretary

## Information Memo SubstanceThrough the Deputy Secretary for the Secretary

- Information Memo SubstanceThrough the Deputy Secretary for the Secretary

## Information Memo Procedures DOC Policy and Office of General Counsel Clearance

- Information Memo Procedures DOC Policy and Office of General Counsel Clearance

- Proper Handling Fosters Quicker Clearance
- Under Secretary’s office brings signed memo to NOAA EXSEC
- NOAA EXSEC sends to DOC Office of General Counsel and DOC Policy official(s)
- Once clearance is received, NOAA EXSEC will send to DOC EXSEC

## Information Memo Substance Under Secretary & Deputy Under Secretary

- Information Memo Substance Under Secretary & Deputy Under Secretary

- Standard Memo Format
- Submit on plain paper
- Use of transmittal cover required (provided in handouts)
- For/From/Subject sections followed by less specific format (versus DOC format)
- Brevity is appreciated but content should be sufficient to explain issues/topics

## Transmittal Memo Format Under Secretary & Deputy Under Secretary

- Transmittal Memo Format Under Secretary & Deputy Under Secretary

- Standardized NOAA Format
- Allows for a consistent and familiar “top page” on correspondence
- Used for all NOAA action and info  memos
- Clearly highlights:
- Coordination
- Clearance background
- Other critical details

## Transmittal Memo SubstanceUnder Secretary & Deputy Under Secretary

- Transmittal Memo SubstanceUnder Secretary & Deputy Under Secretary

## Transmittal Memo SubstanceUnder Secretary & Deputy Under Secretary

- Transmittal Memo SubstanceUnder Secretary & Deputy Under Secretary

## Transmittal Memo SubstanceUnder Secretary & Deputy Under Secretary

- Transmittal Memo SubstanceUnder Secretary & Deputy Under Secretary

## Cover Memo to the Secretary FormatSecretary & Deputy Secretary

- Cover Memo to the Secretary FormatSecretary & Deputy Secretary

- Standardized Format
- Basic cover memo used to request signatures on correspondence
- NOAA EXSEC sends to DOC EXSEC prior to sending to Secretary or Deputy Secretary

## Cover Memo to the Secretary SubstanceSecretary & Deputy Secretary

- Cover Memo to the Secretary SubstanceSecretary & Deputy Secretary

## Statement of Lateness FormatNOAA and DOC

- Statement of Lateness FormatNOAA and DOC

- Standardized Format
- Internal (NOAA) late memo goes to DUS (on NOAA letterhead)
- If late to DOC  second version required for Under Secretary signature (on plain paper)
- AA or Under Secretary signature
- Response should be 1-2 paragraphs and contrite
- Indicate a new deadline that you will meet if at all possible

##  Your One-Stop Correspondence Shop

- _[http://www.correspondence.noaa.gov](http://www.correspondence.noaa.gov/)_
- NOAA/DOC Briefing Materials and Official Correspondence Tutorial
- Executive Decision Process including NEC/NEP Timeline
- Briefing Tips/Templates, Virtuals, FAQs, DCO Policies
- Links to other Resources (including DOC EXSEC)

- Workshop: Briefing Materials for DOC & NOAA Leadership

**Notes:**
Includes templates and perfect examples

## Other Websites

- DOC Materials: _[http://home.osec.doc.gov/exesec/default.htm](http://home.osec.doc.gov/exesec/default.htm)_
- NOAA Sites:NOAA’s Program Coordination Office (PCO)_[http://www.pco.noaa.gov](http://www.pco.noaa.gov/)_
- NOAA’s Office of Decision Coordination and Executive Secretariat (DCES)_[http://www.dco.noaa.gov](http://www.dco.noaa.gov/)_

## Presidential Scheduling Requests

- Available online at:http://www.correspondence.noaa.gov/

## Scheduling Request Format President of the United States

- Scheduling Request Format President of the United States

## Scheduling Request Substance President of the United States

- Scheduling Request Substance President of the United States

## Scheduling Request Substance President of the United States

- Scheduling Request Substance President of the United States