1. F . Y o u h a v e j u s t p a r t i c i p a t e d i n a n i m p o r t a n t m e e t i n g w i t h
y o u r s u p e r i o r . H o w w i l l y o u e n s u r e t h a t e v e r y p a r t o f t h e
i n s t r u c t i o n s y o u r e c e i v e d w i l l p r o p e r l y r e a c h a l l
s u b o r d i n a t e s , s u p p l i e r s a n d c l i e n t s , l o c a t e d i n d i f f e r e n t p a r t s
o f t h e w o r l d ?
Siddhant Agarwal
IE MIM Application - 2014

2. Effective meetings require participation at multiple
levels
• Know the agenda of the
meeting before entering it
• Prepare a list of key
stakeholders in the meeting
• Arrange to record the
meeting for reference later
Pre-meeting
• Make proper minutes for the most
significant parts of the meeting
• Discuss with superior at the end as
to how much information is to be
communicated to other relevant
parties at this point in time
During
Meeting • Prepare the data to be communicated to
different parties
• Go through the recording again to check
if you have missed something
• Come up with a communication plan to
ensure timely and efficient delivery of
information to all concerned
Post Meeting

3. Customer -
Europe
Subordinate
- Guwahati
Supplier -
Dubai
Customer -
America
Self -
New Delhi
Identifying Message Recipients is the first step

4. Depending on the type of information, decide
mode of communication
Email Townhall Conference Newsletter
Social
Media

5. ! I f t h e r e i s a n i n s i g n i f i c a n t e f f e c t o f t h e m e e t i n g f o r a
c u s t o m e r , a n e m a i l n o t i f y i n g t h e m o f t h e r e l e v a n t i n f o r m a t i o n
i s s u f f i c i e n t
! I f , o n t h e o t h e r h a n d , t h e m e e t i n g s i g n i f i c a n t l y a f f e c t s t h e
c u s t o m e r o r t h e m a t t e r i s u r g e n t , c o n t a c t t h e c u s t o m e r b y
e m a i l a s w e l l a s o v e r a n a u d i o o r v i d e o c a l l .
! M a k e s u r e t h e r e l e v a n t s a l e s t e a m i s c o p i e d o n t h e e m a i l a n d
p a r t o f t h e c o n f e r e n c e c a l l .
! H i g h l i g h t t h e k e y t a k e a w a y s , i m p a c t o f t h e m e e t i n g a c t i o n s o n
t h e c l i e n t s a n d a n y e x p e c t a t i o n s w e h a v e f r o m t h e m
Communicating with
Customer
Siddhant
Sales
Manager
Customer –
Europe
Siddhant
Sales
Manager
Customer -
America
Email
Email&Phone/Skype

6. ! C o n t a c t P r o c u r e m e n t M a n a g e r a n d b r i n g h i m / h e r u p t o s p e e d
w i t h t h e s i t u a t i o n a n d p a s s o n t h e r e l e v a n t i n f o r m a t i o n f r o m
t h e m e e t i n g
! D i s c u s s o n w h a t a n d h o w m u c h i n f o r m a t i o n i s t o b e s h a r e d
! A g a i n , d e p e n d i n g o n t h e u r g e n c y o r r e q u i r e m e n t , c a l l t h e
s u p p l i e r t o d i s c u s s t h e c h a n g e s a n d g e t t h i n g s r e c t i f i e d
Communicating with
Suppliers
Siddhant
Procurement
Manager
Supplier –
Dubai
Email/Phone

7. ! H i g h l i g h t t o s u b o r d i n a t e s t h e a c t i o n s w e w a n t t h e m t o t a k e
! C o n t a c t r e s p e c t i v e d e p a r t m e n t h e a d s a n d a p p r i s e t h e m o f t h e
s i t u a t i o n
! E m a i l a l l s u b o r d i n a t e s t h e i r r e s p e c t i v e t a s k s a n d c o p y
d e p a r t m e n t h e a d s t o e n s u r e t i m e l y a n d p r o p e r e x e c u t i o n
! M a k e s u r e t h e y c o n f i r m r e c e i p t o f e m a i l w i t h i n a t i m e f r a m e t o
e n s u r e d e l i v e r y o f i n f o r m a t i o n
! I n c l u d e a n y k e y c h a n g e s i n a w e e k l y o r m o n t h l y c a l l a n d
n e w s l e t t e r
Communicating with
Subordinates
Siddhant
Subordinate
A
Subordinate
B
Subordinate
C
Department
Head
Email

8. ! R e q u e s t f e e d b a c k f r o m a l l p a r t i e s t o e n s u r e t h e y a r e o n t h e
s a m e p a g e & e x e c u t i o n o f p l a n s a r e i n p r o c e s s
! P r o v i d e u p d a t e s t o s u p e r i o r r e g a r d i n g t h e p r o g r e s s m a d e
! R e g u l a r f o l l o w u p s t o e l i m i n a t e a n y i s s u e s t h a t m a y a r i s e
Consistent follow-up post the communication
ensures the messages are imbibed well

9. THANK YOU