F. You have just participated in an important meeting with your superior. How will you ensure that every part of the instructions you received will properly reach all subordinates, suppliers and clients, located in different parts of the world?

1. Question
You have just participated in an important meeting with your
superior. How will you ensure that every part of the instructions you
received will properly reach all subordinates, suppliers and clients,
located in different parts of the world?
My Approach…
Specifics of communication may differ depending on the nature of
the business. However the management of stakeholders to ensure
efficient reception of information will follow a similar approach
irrespective of business type.

2. Superior
Me
Suppliers Subordinates Clients

3. Superior
Me
Suppliers Subordinates Clients

4. Communication with Superior
• Take good notes during meeting to ensure I have
the essence of the instructions down
• Make a summary of my action plan for
disseminating the information, including time
frame, responsible parties, and milestones
• Keep superior in the loop on this plan and periodic
progress

5. Superior
Me
Suppliers Subordinates Clients

6. Communication with Subordinates
• Begin by communicating internally – the business needs to
be well versed on matters before information is passed to
external parties
• Have meetings with subordinates to discuss, either physically
or via teleconference or other means for those in offices
around the world
• Highlight key points: what, why, how it affects business,
action points, who is responsible, what is the time frame
• Send email to all afterwards and request feedback if any
further clarification is required
• Keep track of progress made by subordinates via periodic
meetings or calls

7. Superior
Me
Suppliers Subordinates Clients

8. Communication with Suppliers
• Does the company need new inputs? Are we reviewing our
payment terms? Are we changing locations and therefore
changing supply routes? Identify which suppliers are affected
by the instructions and how.
• Ensure that instructions are translated to communicate the
aspects relevant to suppliers.
• Decide on mode of communication depending on nature of
relationship: emails, calls then site visits (or conference calls) to
ensure clarity and allow feedback, followed by updates to
service agreements if necessary

9. Superior
Me
Suppliers Subordinates Clients

10. Communication with Clients
• As the end users of our products/services, clients need to be
informed if they are to be affected by company decisions
• Identify which portions of the information are relevant for
clients
• Commercialize this information as per company
requirements for external communication, i.e. use proper
wording, required media forms (e.g. newspaper adverts,
emails to key clients, update on company site, etc)
• I would pick a mix of communication forms depending on
size of customer base and importance attached to each
customer
• Seek feedback from clients on how this information affects
them, be it service or product preference, challenges and
improvements.