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. 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?
Amit Kumar Sharma

2. Communication Workflow …1
Meeting
Invite
Apply Q&A approach and develop
meeting minutes
Run understanding with the
Superior & develop detailed
meeting minutes
Impromptu Meeting No
Yes
The meeting could be a planned one, with an invite shared in advance. In such case, I will spend
time researching about the topic before the discussion and will utilize the meeting hour(s)
running my understanding and capturing additional information from my superior.
In other case, I’ll apply the fundamental 5Ws and 1H approach to understand the context. The
discussion will be followed with Minutes of the Meetings.

3. Communication Workflow …2
Elaborate the meeting minutes into artifact such as
understanding document or presentation
Set-up a short call/discussion to review the artifact with
superior and take approval
Invite all stakeholders to a WebEx/Screen-share meeting
and provide a walk-through of the content
As the points from the meeting discussion must be shared with stakeholders, it is necessary to
convert the minutes into artifacts such as knowledge documents or presentations.
The artifact will capture the business scope in detail and post approval from superior will be
shared with stakeholders as part of meeting invite.
During the meeting invite stakeholders will be provided a walk-through of the document.

4. Communication Workflow …2
Follow-up sessions to clarify the open points
As the stakeholders are spread across the world, multiple
walk-through sessions may be required to meet the time
zone.
Provide time to stakeholders to revisit the content and
request for feedback and queries
Occasionally, stakeholders like to reach out to colleagues to gain a different perspective about the
content; hence follow-up discussions after a while help to develop better understanding amongst
everyone.
During the discussion, open points can be clarified and additional information can be shared. An
agreement can be reached to own the responsibilities.
*Minutes of the meetings sample slide included
Minutes of the meetings* to all stakeholders to share the
outcome of the discussion

5. Share RACI* matrix with the stakeholders
A regular follow-up session with the stakeholders to
capture the progress and address concerns
Communication Workflow …2
End
After the follow-up discussion, a RACI matrix will be shared with stakeholders to document the
responsibilities and ownership. It is essential to agree on individual delivery timeline, so that the
inter-dependency is addressed.
Regular follow-up sessions can be planned to discuss points which may come-up of the execution
of the tasks.
*Sample RACI matrix included
Expected timeline will be informed and individual delivery
schedule will be agreed to address dependency

6. RACI – RESPONSIBLE, ACCOUNTABLE CONSULTED, INFORMED
Task Sponsor Project
Manager
SDLC Team Operations Business
Analyst
Business
Identify Problem or
Opportunity
R A R C C R
Risk Identification R C R C R I
Feasibility study C R R C R I
Recommend Solution R I R C R R
Approve Business
Analysis Deliverables
R I I R R I
Analyze
Requirements
C I I C R I
Communicate
Requirements and
Design
R A C I R I
Assess solution
Performance
A A C I I I
In the below sample scenario of an information technology project, it is assumed that after an in-
depth discussion on a new requirement with all stakeholders, responsibilities are defined for a
planned delivery.

7. Sample of Minutes of Meetings
Objective: To develop a solution for account opening of customers through mobile application
Date : 29/May/2017, 11:00 AM CET, SharePoint path for the directory: https://ilovesports.com
Attendees:
– Rafael Nadal
– Roger Federer
– Andy Murray
– Amit Sharma
– Sachin Tendulkar
Apologies:
– Serena Williams
– Andrea Agassi
Points from the meeting:
• The knowledge document must be shared with respective team members for feedback – Action item on
team leaders
• Team leaders must come back with possible release timeline and cost estimation on 20th June’17 - Action
item on team leaders
• Supporting documents must be shared with stakeholder – Action item on Amit
• To coordinate with hardware vendor on delivery status
• A follow-up session on 20th June’17

8. Communication Platform
To make most out of the meetings and at the same time reduce carbon footprints, it is
recommended to use technology to conduct meetings. Following platforms can help
one to efficiently conduct a meeting, particularly with stakeholders spread across the
world:
WebEx to share screen for a demonstration
Video conference for face to face interaction
Telephone bridge for group interaction
OCS - Platform to have chat over internet with colleagues
Email to share minutes of the discussion
SharePoint to share document with teams

9. Thanks