Ensuring correct dispersal of instruc2ons received, to subordinates, suppliers, and clients. Rohan Trikha Automa2on EngineerSaturday, December 29, 12
Describing a real incident that occurred few months ago when instruc5ons were given to me by superiors for both, passing on the informa5on to junior colleagues, the client and suppliers and for comple5ng the task associated for which the instruc5ons were given.Saturday, December 29, 12
Real Time Scenario • Instruc2ons given to me by Business Unit Manager (BUM) regarding rec2ﬁca2on of malfunc2oning ‘Drive management system’ in Qatar • Instruc2ons & Requirements: • Details regarding the malfunc2on • To organize a team to go to Qatar • Interac2on with client regarding the problem • Communica2on with the supplier for spare parts • Time for comple2on of task 2-‐ 3 days Saturday, December 29, 12
Real Time Scenario Notes made during mee2ng with BUM under the following heads 5 Ws WHY 1H WHO HOW WHAT WHEN WHERE Saturday, December 29, 12
Real Time Scenario Post mee(ng tasks done • Make detailed notes • Create team members list • Inform BUM regarding the team • Plan for task allocation • Call for meeting with the teamSaturday, December 29, 12
Real Time Scenario Communica0on with subordinates • Scheduled a joint team mee0ng • Explained instruc0ons received, power point presenta0on. • Outlined task to be done, requirements & work procedures • Invited sugges0ons and cleared queries • Created a workﬂow, relegated du0es and set deadlines • Made note of sugges0ons and queries • Post mee0ng noted the details • Minutes sent to all team members and BUMSaturday, December 29, 12
Real Time Scenario Communica0on with client Telephonic Mee5ng Post Mee5ng Ø Conveyed BUM’s • Noted details of discussion in instruc2ons. the relevant format. Ø Asked for client’s perspec2ve, discussed the • Presented the documented ﬁle to BUM. 2me-‐frame. Ø Ensured that each point • Post approval e-‐mailed copy of the same to the client was discussed to minimize seeking acknowledgment. confusion Saturday, December 29, 12
Real Time Scenario Communica0on with supplier Telephonic mee(ng followed by video mee(ng • Discussed instruc2ons as ﬁnalized during the mee2ng with BUM • Communicated the 2me-‐frame for supplies to reach Qatar • Noted queries / apprehension of the supplier.Saturday, December 29, 12
Real Time Scenario Communica0on with supplier • Addressed queries of the supplier. • Post mee2ng -‐ noted the details, emailed to supplier, BUM and client for acknowledgement •Planned logis2cal details of visit to site in Qatar •Discussed with team & BUMSaturday, December 29, 12
Outcome • Dedicated team with individual roles deﬁned • Minimal client apprehension • Availability of parts as scheduled • Task completed with in scheduled 2me • Work apprecia2on by ABB Saturday, December 29, 12
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