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 ?
Presentation by VivekVasireddy
Clearly understand/document the requirements
Determine key stake holders
Cross functional meetings
Identify and share information with suppliers & clients
Document information & close out
+ Understand & Document requirements
Clearly get answers to below mentioned questions
1. Project finish date
Create a project schedule, taking above 3 inputs into
The project is most likely going to be a failure if any of the
above 3 control factors go over the projections.
Document the requirements and get approval from your
superior to make sure that both of you are on the same page.
Project schedule :Time line
Break down project into individual sub-tasks.
Using a project management tool such as, MS project, assign
start and end dates for each of the sub-tasks.
This process will assist in managing project, without missing
deadlines, with ease.
Consult superior for agreement.
Identify key stakeholders
Come up with a list of all key stake holders & departments
that need to be made aware of the project.
Make sure to assign a person for each of the sub-tasks.
Assign responsibilities for each specific person using a RACI
sheet, example shown in next slide.
Communication & meetings --
Since project involves working with around the world and in
different time zones, it is imperative to select a communication
medium that is acceptable by all.
Although face to face meetings are the most productive,
teleconferencing has proved to be ideal & cost effective due to
As some information is required to be kept confidential to
safeguard interests of the organization, make sure to
communicate expectations to stakeholders internal to the
If project involves multiple meetings have a clear documentation
that tracks progress and maintain it in a shared database
accessible by all.
Suppliers & clients
Capture information that can be shared with external
supplier & clients.
Gather a list of key participants and call for individual &
separate meetings with both suppliers & clients.
List out any un-answered questions and follow up with stake
holders to get these answered.
Store all the information in a shared database that all the
stake holders can have access to.
Setup a project close out meeting with your superior/stake
holders and confirm if you have met all their expectations.
Identify & meet
Share information with
suppliers & clients
project close out