Writing The Strategy

Words on Paper

It is easier to prepare a written report of a MPHP if a draft outline of the document is drawn up at an early stage in the process, and a format is determined for presenting each issue ( see examples in appendix ii). The writer can then collect and organise the material, and start writing as soon as possible in a form that will be readily incorporated into the final report.

Putting words onto paper is the best way to crystallise thoughts and ideas, and provide a basis for discussion. Although it is tempting to defer writing until information is collected and strategic directions decided, this will prolong the process. It is better to write an initial rough, incomplete draft that can be discussed, added to and refined. Word processing facilities are invaluable for this.

If there are several authors, thorough editing will be needed to ensure a consistent standard and style of expression. Regardless of the author, the report will benefit from a critical review by another person who is a competent editor.

Expression

A concise, clearly written document is more likely to be read and understood than one that is long winded and poorly organised. Generally, the shorter the better, as long as the rational for proposals is adequately explained.

While writing the plan, or any other material for public distribution, the author needs to be aware of readers' potential sensitivities. Extreme caution is therefore required in the choice of words, to avoid offending groups who are needed as allies in implementing the plan. On the other plan it is important to give credit where it is due. Express support for the continuation of good practices or programs that are already occurring.

Another form of written expression to be avoided is the directive statement: 'council shall/will/must do' something. The MPHP is a set of recommendations, not directions, to council and other organisations. Once adopted by council, it may be appropriate to express policies and actions as 'council will', but before this stage such wording may cause offence at being told what to do.

Structure

A summary at the beginning of the plan is useful. Councillors and many other readers need a brief overview of the whole document before going on to read the detail. A brief profile of the area may follow: its population, resources and other demographic characteristics. Next a brief explanation of the overall aims of the MPHP, and the process by which it has been prepared. An outline of how the plan has come about and a brief examination of the broad health priorities at the federal, state and regional level and the relationship of these priorities to local health planning.

This would then be followed by the identification of health issues, and the processes used to identify them, from which the identified goal areas, objectives and strategies would be developed. Any further documentation could then be placed in the appendices.

Decision Making and Approval Process

Regular progress reports will keep people informed on what is being done, and allow objections to be raised and dealt with promptly causing minimum disruption and delays at later stages. This applies to working groups reporting back to steering committee reporting to council. An appropriate interval for reports to council from the steering committee is advisable/appropriate monthly.

Initial arrangements for the plan should specify exactly which steps in the process require approval from council. These may include an issues statement, and a draft version of the plan, before the final draft is submitted to council for adoption. Close involvement of some councillors in the process, and good communication with officers who will be advising council will reduce the likelihood of deferral of decisions, which would delay the process.

The first step in the approvals process is the agreement of the steering committee on a draft version suitable for council, other key agencies in the municipality and possible wider circulation.

A verbal presentation to council, preferably at a special meeting, is the best way of explaining the rationale and contents of the draft plan. This could be followed by a discussion session. Busy councillors cannot be expected to read lengthy documents. If any individual councillors have strong objections, a separate meeting with them to formulate acceptable modifications,( may be worthwhile).

Some revisions will doubtless be necessary after circulation. Some compromises will almost certainly be needed if the plan is to be accepted, and most importantly, acted upon.

Provided that council is kept adequately informed during the preparation process and is reasonably satisfied with the draft, there should be no major obstacles to adoption of the final plan as council policy. An interim step may be its acceptance in principle, subject to specific amendments and final editing.