Topic 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. IE Application:‘Expressing myself’
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Roshni Laddha

2. Content
Problem statement
Approach
Factors affecting the communication method
Process flowchartIV
III
II
I 3
5
7
9
ConclusionV 11
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3. Problem statementI
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4. You have just participated in an important meeting with yoursuperior. How will you ensure that every partof the instructions you
received willproperly reach all subordinates, suppliers andclients, located in different partsof the world?
Problem statement
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5. ApproachII
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6. • An important meeting implies that decisions have been taken. In this case, instructions have been given
• Mostdecisions lead tochange from the present situation andchange can cause fear, tension or ambiguity
• Therefore, while sharinginstructions regardinga decision, it is essential toaddress the concerns andapprehensions of those
whowill be affected by it –directly orindirectly
• Effective implementation andmonitoring is important forany set of instructions
Information sharing on decisions should address people’s concerns and apprehensions and
lead to clear path of implementation
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7. Factors affecting the communication methodIII
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8. • The communication method would depend on
- scale oftheconsequenceofthedecision/instruction.Thiswouldcover thespreadacrossgeographies
- scopeofhowmanyandwhoall(Subordinates,SuppliersandClients)itwill affect
• For all the three stakeholders, concerns andtheir expectations can varyfor asingly common decision orchange
 Subordinates– Theyaredirectlyresponsibletoimplementthechangeandbeaffectedon day-to-daybasis
 Suppliers– Theyarebusinesspartnersandlongtermviewonrelationsandbusinesscan beaprimaryfocus
 Clients– Theycould beindividualcustomersorcompanies.Itsimportanttoaddresstheirqueriesandlistentowhattheyneedfrom
theproductsorservices
• The way of information flow andthe desired outcome fromeach ofthem will be different
• Aflowchart wouldhelp in explaining the method tobe adopted in all possible scenarios
‘Scale’ and ‘Scope’ would help decide the effective communication method
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9. Process FlowchartIV
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10. Flowchart addresses all the possible scenarios of information flow
Decision/
Instruction
Does it
affectall ?
Who
doesit
affect?
1.E-mail toexplain theWhy/How/What
2.Teammeetings cascading atlevelsby
@Geography
@Business
@Categoryor Role
@People managerlevel
3.Open Q & A forum
4.E-mail alias/Hotline
5.Trainings
1.E-mail tosubordinates who interact with
clients, cascade in teammeetings
2.Training/Guidelines/Workshop to
subordinates on how to communicate with
clients
3.Update totheclients through E-mail, website
updates,newsletter
4.Responsible subordinates toschedule
meetings with suppliers toexplain theeffectsof
thedecision
1.E-mail tosubordinates who interact with
suppliers, cascade in teammeetings
2.Training/Guidelines/Workshop to
subordinates on how to interact with suppliers
3.E-mail tosuppliers to explain about the
decision
4.Responsible subordinates toschedule
meetings with suppliers toexplain theeffectsof
thedecision
Subordinates
SuppliersClients
1.Definedmarketingand legal
strategy
2.Pressrelease
3.Websiteupdate
Update KPIs and align Goals according to the
business goals
Periodical review
No
Yes
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Seekfeedback, learnfrom experiences

11. ConclusionV
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12. • Method ofinformation flow differs keeping the targetgroupin focus andthe rolethey play in broader context
• Translating the decision intomeasurable KPIswouldresult in effective implementation andaidmonitoring
• If only a specific group of stakeholder is affected, depending on the scale, scope and importance of it, it could still be prudent
tohave a marketing plan and/or Web updates toensure the brandandbusiness arenot affected diversely
Conclusion
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