1. F . Y o u h a v e j u s t p a r t i c i p a t e d i n a n i m p o r t a n t m e e t i n g w i t h
y o u r s u p e r i o r . H o w w i l l y o u e n s u r e t h a t e v e r y p a r t o f t h e
i n s t r u c t i o n s y o u r e c e i v e d w i l l p r o p e r l y r e a c h a l l
s u b o r d i n a t e s , s u p p l i e r s a n d c l i e n t s , l o c a t e d i n d i f f e r e n t p a r t s
o f t h e w o r l d ?
Siddhant Agarwal
IE MIM Application - 2014
2. Effective meetings require participation at multiple
levels
• Know the agenda of the
meeting before entering it
• Prepare a list of key
stakeholders in the meeting
• Arrange to record the
meeting for reference later
Pre-meeting
• Make proper minutes for the most
significant parts of the meeting
• Discuss with superior at the end as
to how much information is to be
communicated to other relevant
parties at this point in time
During
Meeting • Prepare the data to be communicated to
different parties
• Go through the recording again to check
if you have missed something
• Come up with a communication plan to
ensure timely and efficient delivery of
information to all concerned
Post Meeting
4. Depending on the type of information, decide
mode of communication
Email Townhall Conference Newsletter
Social
Media
5. ! I f t h e r e i s a n i n s i g n i f i c a n t e f f e c t o f t h e m e e t i n g f o r a
c u s t o m e r , a n e m a i l n o t i f y i n g t h e m o f t h e r e l e v a n t i n f o r m a t i o n
i s s u f f i c i e n t
! I f , o n t h e o t h e r h a n d , t h e m e e t i n g s i g n i f i c a n t l y a f f e c t s t h e
c u s t o m e r o r t h e m a t t e r i s u r g e n t , c o n t a c t t h e c u s t o m e r b y
e m a i l a s w e l l a s o v e r a n a u d i o o r v i d e o c a l l .
! M a k e s u r e t h e r e l e v a n t s a l e s t e a m i s c o p i e d o n t h e e m a i l a n d
p a r t o f t h e c o n f e r e n c e c a l l .
! H i g h l i g h t t h e k e y t a k e a w a y s , i m p a c t o f t h e m e e t i n g a c t i o n s o n
t h e c l i e n t s a n d a n y e x p e c t a t i o n s w e h a v e f r o m t h e m
Communicating with
Customer
Siddhant
Sales
Manager
Customer –
Europe
Siddhant
Sales
Manager
Customer -
America
Email
Email&Phone/Skype
6. ! C o n t a c t P r o c u r e m e n t M a n a g e r a n d b r i n g h i m / h e r u p t o s p e e d
w i t h t h e s i t u a t i o n a n d p a s s o n t h e r e l e v a n t i n f o r m a t i o n f r o m
t h e m e e t i n g
! D i s c u s s o n w h a t a n d h o w m u c h i n f o r m a t i o n i s t o b e s h a r e d
! A g a i n , d e p e n d i n g o n t h e u r g e n c y o r r e q u i r e m e n t , c a l l t h e
s u p p l i e r t o d i s c u s s t h e c h a n g e s a n d g e t t h i n g s r e c t i f i e d
Communicating with
Suppliers
Siddhant
Procurement
Manager
Supplier –
Dubai
Email/Phone
7. ! H i g h l i g h t t o s u b o r d i n a t e s t h e a c t i o n s w e w a n t t h e m t o t a k e
! C o n t a c t r e s p e c t i v e d e p a r t m e n t h e a d s a n d a p p r i s e t h e m o f t h e
s i t u a t i o n
! E m a i l a l l s u b o r d i n a t e s t h e i r r e s p e c t i v e t a s k s a n d c o p y
d e p a r t m e n t h e a d s t o e n s u r e t i m e l y a n d p r o p e r e x e c u t i o n
! M a k e s u r e t h e y c o n f i r m r e c e i p t o f e m a i l w i t h i n a t i m e f r a m e t o
e n s u r e d e l i v e r y o f i n f o r m a t i o n
! I n c l u d e a n y k e y c h a n g e s i n a w e e k l y o r m o n t h l y c a l l a n d
n e w s l e t t e r
Communicating with
Subordinates
Siddhant
Subordinate
A
Subordinate
B
Subordinate
C
Department
Head
Email
8. ! R e q u e s t f e e d b a c k f r o m a l l p a r t i e s t o e n s u r e t h e y a r e o n t h e
s a m e p a g e & e x e c u t i o n o f p l a n s a r e i n p r o c e s s
! P r o v i d e u p d a t e s t o s u p e r i o r r e g a r d i n g t h e p r o g r e s s m a d e
! R e g u l a r f o l l o w u p s t o e l i m i n a t e a n y i s s u e s t h a t m a y a r i s e
Consistent follow-up post the communication
ensures the messages are imbibed well
