Be an Influencer - Write Clearly

I wrote decision papers as a brand new 22 year old Ensign in the Navy. Decision papers took time to clearly write and in the end, made me a much better leader because the process made me think like a commanding officer. I routinely made recommendations that no one asked for. I saw problems and thought about them. Making a well written recommendation requires time, focus, and clarity. Even if your recommendation is not taken, it will earn you respect if done tactfully. Here is the text for a decision paper from the Marine Corps: Staff Papers. This is just as applicable to software teams as it is to military run organizations.

DECISION PAPER 

Subj: THE SUBJECT MATTER IS INDICATED BRIEFLY BUT IN SUFFICIENT DETAIL TO FACILITATE FILING AND FUTURE REFERENCE  

1. PURPOSE. State the purpose of the decision paper. Usually begins “To obtain  a decision regarding...”  

2. BACKGROUND 

 a. Describe in concise terms the actions and events leading to the requirement  for this decision.  

 b. Follow a logical progression, either chronological or by order of  importance.  

3. DISCUSSION 

a. Describe in concise terms the relevant factors impacting on the issue, both  pros and cons.  

b. Follow a logical progression, either chronological, by order of  importance, or pros and cons.  

4. CONCLUSION. Considering the background and discussion points, succinctly  summarize the issue’s key factors and your conclusion. Example: “Utilization  of the proposed fuel cell system will result in substantial monetary savings, and  will provide more efficient energy to Camp Bonny. No detrimental impacts will  occur.”  

5. RECOMMENDATION. The recommendation is what you recommend be done. (i.e. – “Approve the purchase of new computers”). Include a “decision ladder” in order  to record the decision by the approving authority.  

Prepared by: Approved by:  

Rank, First/Last Name

Billet Billet  

Subj: THE SUBJECT MATTER IS INDICATED BRIEFLY BUT IN SUFFICIENT   DETAIL TO FACILITATE FILING AND FUTURE REFERENCE  

For Decision by the Commanding General  

CoS Recommends: Approval ________________   Disapproval _____________  

DCG Recommends: Approval ________________  Disapproval _____________  

CG’s Decision: Approved ________________  Disapproved _____________  

NOTES:  

1. When there are multiple recommendations, provide a "decision ladder" for each  recommendation. If the decision ladder falls on a separate page from the  recommendation, provide a brief synopsis of the recommendation with the decision  ladder.  

2. Decision papers should not exceed two pages in length. Supporting  documentation is included as tabs to the paper.