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The first step in preparing a policy brief is to agree on the
problem that needs to be addressed. Because resources for producing
(and using) policy briefs are limited, it is important to decide
which particular issues, from among all the potential problems to
be addressed, it would be best to examine. As discussed in the
next guide in this series, the use of explicit criteria
and systematic processes is more likely to ensure well-informed
decisions about which issues to prioritise, than implicit criteria
and non-systematic processes.
After deciding on the focus of a policy brief, the next step is
then to build a timeline for the preparation of a policy brief and
a work plan. Often the timeline will be determined by external
factors, such as the policy development processes being used by
policymakers. Consequently, policy brief work plans may need to be
adapted according to pre-determined timelines, if they are to be
relevant and useful. Typically, regardless of such external
factors, the timeline of a policy brief must be within weeks or
months, particularly if the brief is intended to address a
prioritised issue. This is important given the dynamic nature of
priorities.
It is also important to consider who is responsible for the
preparation, support and use of a policy brief. This requires an
understanding of the context (including policy processes and the
health system) and the different competencies needed. These
include, for example, the ability to analyse health systems
problems, to find and appraise research evidence, to write well, to
communicate with policymakers and other stakeholders, and to
organise and facilitate policy dialogues. It is important to ensure
that the team responsible for the brief includes people with the
necessary knowledge and skills, or that the team has access to such
support from others. Equally important, the team (and especially
the lead person) must ensure that they have adequate time to work
on the policy brief. A substantial amount of time may be required,
particularly by those without previous experience, and this time
should be blocked off from other work activities.
Policy brief writing teams are generally small, with one or two individuals having primary responsibility for driving the brief forward, and doing most of the writing. A policy brief writing team might include:
The team does not need to be large or widely representative but key stakeholder groups should be represented in the team. Other views, including from the same stakeholder groups, will be heard when the brief is used in a policy dialogue. Examples of who was in policy brief writing teams from Uganda and Zambia are available in the 'Additional Resources'.
A worksheet for preparing a work plan for a policy brief – including key tasks, who is responsible and target dates – is included in the ‘Additional resources’ section. Examples of completed worksheets for work plans, and time lines for policy briefs done in Zambia and Uganda are also provided. Setting target dates for key tasks, being clear about who is responsible, and identifying who will provide the support needed can help to ensure that a policy brief is completed within a suitable timeframe and is then used to inform decisions. However, it should be recognised that the process is iterative. So, for example, while it is important that the problem is clarified before deciding on the options, the consideration of options to address the problem may lead to further clarifications of the problem during the process itself.