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?

2. Scenario
There has been a change in both internal
and external operating procedures to
adjust for new administrative and finance
systems and policies.

3. Phase 1 – Notice of Change
Part 1
Email all company staff, suppliers and clients to notify them
that there will be a change to both internal and external
operating procedures. Inform them that this change is guided
by new administrative and finance systems and policies which
will be put into place in the coming months.
• Indicate that further information will be provided in
upcoming communications.

4. Phase 1 – Notice of Change
Part 2
Email all company staff that short presentations (maximum 30
minutes) will be held in the coming weeks to provide the
introductory explanations of the ensuing changes and how
they will affect the working environment of everyone
involved.
• Indicate that these presentations will be done either in
person or via video conferencing.

5. Phase 1 – Notice of Change
Part 3
Email all suppliers and clients with a brief explanation of the changes
which will impact them. Provide them with the following attachments:
• Brief handouts and information packets which will act as the
foundation of their understanding of the changes to come.
Indicate to them that further information will be provided and that the
opportunity to have meetings on the subject will be discussed in later
communications.

6. Phase 2 – Documentation Setup
Create separate Google Drive folder for company staff, suppliers and
clients which contain the following information:
• Guidance documents
• Policy documentation
• Standard operating procedures (SOPs)
• Forms
• Tool
• Etc.

7. Phase 3 – Scheduling of Presentations
Email all company staff of the dates, times and venue for the upcoming
presentations. Attach a simple handout of the topics of discussion.
Presentation 1: “In-house”
Who: All senior and mid-level staff
at the company’s HQ.
When: Morning of the first
Monday.
Where: Main conference room.
Presentation 2: “External”
Who: All senior and mid-level staff
at the company’s field-based
offices.
When: Morning of the first
Tuesday.
Where: Video conferencing
room(s).

8. Phase 4 – Presentations
Outline the general changes, how information will be disseminated and
what resources will be available. Provide the following information to
conclude the presentations:
• A follow-up email will be provided with links to all relevant
documents, standard operating procedures (SOPs), tools, etc. for all
company staff, suppliers and clients.
• Instruct all participants that they should begin preparing themselves,
as well as their subordinates, for the upcoming changes and that they
will be the main focal points for all related communications with
suppliers and clients once this transition has taken place.

9. Phase 5 – Presentation Follow-ups
Email all staff with a summary of what was discussed, and provide the
following information:
• Link to a Google Drive folder containing all of the information,
guidance documents, forms, standard operating procedures (SOPs),
tools, etc. for staff, suppliers and clients.
• Link to backend company website which contains further information
and instruction.
Inform all staff that further communication will be provided in the near
future and that training session will be scheduled.

10. Phase 6 – Supplier Meetings
Part 1
Hold meetings, either in person or via video conferencing, with all
major suppliers to present the information on the change and provide
a venue for questions, comments and discussions.
• Inform the suppliers that follow-up communication will be provided
upon the conclusion of the meeting.

11. Phase 6 – Supplier Meetings
Part 2
Email all suppliers with a summary of what was discussed, and provide
the following information:
• Link to a Google Drive folder containing all of the supplier-related
information, guidance documents, forms, standard operating
procedures (SOPs), tools, etc.
Inform all suppliers that further communication will be provided in the
near future and that the opportunity to further discuss issues in more
detail will be provided in the coming weeks.

12. Phase 7 – Client Meetings
Part 1
Hold meetings, either in person or via video conferencing, with all
major clients to present the information on the change and provide a
venue for questions, comments and discussions.
• Inform the clients that follow-up communication will be provided
upon the conclusion of the meeting.

13. Phase 7 – Client Meetings
Part 2
Email all clients with a summary of what was discussed, and provide
the following information:
• Link to a Google Drive folder containing all of the client-related
information, guidance documents, forms, standard operating
procedures (SOPs), tools, etc.
Inform all suppliers that further communication will be provided in the
near future and that the opportunity to further discuss issues in more
detail will be provided in the coming weeks.

14. Phase 8 – Staff Training
Part 1
Schedule a series of staff training for all sectors of the company’s
operations. These trainings will be done by sector and will include all
staff, both in HQ and in the field simultaneously.
Note: The schedule of training will be done in a top-down approach
to instruct heads of office and sector chiefs first, so that they can
better manage the change.

15. Phase 8 – Staff Training
Part 2
Send all sector heads a follow-up email informing them that:
• You stand-by to assist them with all of their questions, comments and
concerns related to this upcoming change.
• They should communicate with their subordinates on all questions,
comments and concern to avoid duplications and increase the
efficiency and effectiveness of this upcoming change.
• They will be the focal points for all supplier/client-related issues.

16. Phase 9 – Final Communications
Part 1
Email all company staff to remind them of date of change, their role on
the roll-out of this change and how communication between staff,
suppliers and clients should be directed in case of problems.

17. Phase 9 – Final Communications
Part 2
Write supplier and client specific emails reminding them of the date of
change and their focal point in communications pertaining to any
questions and/or comments.