POINT PAPER - "A powerful and effective communication tool"

SUBJECT (problem statement with consequences to show significance): White papers are misunderstood and this has resulted in a missed opportunity for applying a tool to achieve effective communication.

BACKGROUND (factual information with measurement): A long-standing communication technique is the point paper. The point paper was developed to provide a decision maker in a very condensed form all the pertinent facts about a particular problem or situation, a brief and very well thought out analysis of the situation, and a specific recommendation for action. This classic technique is very easily adapted to any administrative or management process when decision making is necessary.

DISCUSSION (opinions; tendencies; problems of earlier solutions; what would happen if nothing is done?; discover and discuss the problems causes): The key to a good point paper is a comprehensive analysis of the problem or situation. In preparing a point paper, one must completely research the issue at hand, must thoroughly analyze the situation, consider alternatives, and carefully think out a course of action that in their judgment solves or best addresses the problem at hand. A properly written point paper concisely and decisively leads a manager to act.

A point paper must be compressed to one typed page. The arrangement of paragraphs should be flexible to accommodate the specific problem or issue being addressed, but will generally follow the format of this paper. Paragraphs must be short and punchy, and must contain positive statements of fact without excessive data, details, or emotion/opinions. The sequence of paragraphs in a point paper must flow to a conclusion and must end with a recommendation. The writer of the point paper must know the issue thoroughly and intimately in order to reduce it to a good point paper.

CONCLUSION (restate/summarize problem and its causes to demonstrate full understanding): The point paper is an effective and efficient communication technique that allows an issue to be defined and a positive course of action to be decided upon in minimum time.

RECOMMENDATIONS (justify your best solution; pro/con analysis): Every junior person should strive to learn to write clear, concise, and effective point papers, and should use this technique regularly to guide their superior's actions.