The document outlines steps to ensure instructions from a meeting with superiors are properly communicated to subordinates, suppliers, and clients located around the world. It recommends: 1) Preparing documents and getting approval from superiors; 2) Arranging a team including associates, managers, and intermediaries; 3) Contacting IT to open a virtual data room for document sharing; and 4) Communicating through phone calls, emails, and meetings and getting feedback to confirm all relevant parties received the instructions. The goal is to use teamwork to effectively distribute the information worldwide.

1. You have just participated in an important meeting with your superior.
How will ensure that every part of the instructions you received will
properly reach all subordinates, suppliers and clients, located in different
parts of the world?
Prepared by Hasan Hilmi Samancioglu
December 2016

2. HIGHLIGHTS
 Prepare action plan
 Prepare excel sheets, showing historical financials and future projections
 Identify the road map and the KPI’s
 During the meeting you should carefully record minutes of the meeting
 Instructions should be carefully organized and well understood
 Take approval from the superiors that the documents are appropriate, ready to share
 Identify the contact list
 Open virtual data room that all relevant parties can access
 Manage a broader range of document sharing processes
 Arrange a team consisting of associates, managers and intermediaries responsible to follow up
 Managers and intermediaries are crucial to reach all relevant parties located in different parts of the World
 Jointly take decisions with the team
 Arrange phone and conference calls, meetings
 Send e-mails
 Make sure that you have contacted all the relevant parties, accessing VDR
ACTION PLAN
DATA ROOM
DOCUMENTS
TEAM
COMMUNICATION
MEETING
WITH
SUPERIORS
INSTRUCTIONS
2
3
4
6
5
1

3. THE MEETING NOTES AND THE INSTRUCTIONS " There’s no shortage of remarkable ideas, what’s missing is
the will to execute them. " – Seth Godin
American author, entrepreneur,
marketer, and public speaker.
Upload all the
documents with
detailed
explanations
Get periodic
reports from
the team and
the VDR
PREPARATION
 I am working as General Secretary of the board in the current company. I am responsible to follow up that all the
instructions are properly reached
 First prepare a template
 Bring your computer with you
 Record minutes of the meetings in detail
 Organize and distribute documents you prepared to the members
 Make sure to take approval from all seniors for the documents
PREPARATION
Meeting
ORGANIZE COMMUNICATION TOOLS
ENSURING ALL THE
INSTRUCTONS PROPERLY
REACHED
Record and
prepare the
meeting notes
and the
instructions
Prepare the
documents, Get
approval from
the seniors,
Arrange a team
including
associates,
managers and
intermediaries
Jointly take
decisions with
the team,
identify the road
map, prepare
action plan
Contact with IT
department to
open a virtual
data room
Communicate
with all relevant
parties
DOCUMENTATION
Milestones

4. PREPARATION "Alone we can do so little, together we can do so
much." -Helen Keller
American author, political
activist, and lecturer.
 Managers are the key internal elemants of the company whereas
intermediaries are the key external elements of the company
 They are crucial for companies’ distribution channels
 We can establish right mix with their directions
 Implementation and following up the instructions will be much easier
 You can be sure that you reached all the related parties with their
presence
TEAM WORK KEY BENEFITS, MANAGERS AND INTERMEDIARES
 Teamwork means making your work easier
 The whole process of the work will be more efficient
 Allows you to get the work done faster with shared
responsibilities
 Including managers and intermediaries will make you
easier to contact and follow up
 From team discussions you can generate inspiration
and ideas
 It will help to enhance communication skills
Milestones
Upload all the
documents with
detailed
explanations
Get periodic
reports from
the team and
the VDR
PREPARATION
Meeting
ORGANIZE COMMUNICATION TOOLS
ENSURING ALL THE
INSTRUCTONS PROPERLY
REACHED
Record and
prepare the
meeting notes
and the
instructions
Prepare the
documents, Get
approval from
the seniors,
Arrange a team
including
associates,
managers and
intermediaries
Jointly take
decisions with
the team,
identify the road
map, prepare
action plan
Contact with IT
department to
open a virtual
data room
Communicate
with all relevant
parties
DOCUMENTATION

5. DATA
" Data helps solve problems. "
-Anne Wojcicki
American entrepreneur
VIRTUAL DATA ROOM
 The process can require providing a lot of financial data
 Allows you to store all of the information needed as a full package
 Enables to know exactly who has accessed the data room and what they have viewed or
downloaded, when and how many times
 People can generate questions and you can answer them online
Milestones
Upload all the
documents with
detailed
explanations
Get periodic
reports from
the team and
the VDR
PREPARATION
Meeting
ORGANIZE COMMUNICATION TOOLS
ENSURING ALL THE
INSTRUCTONS PROPERLY
REACHED
Record and
prepare the
meeting notes
and the
instructions
Prepare the
documents, Get
approval from
the seniors,
Arrange a team
including
associates,
managers and
intermediaries
Jointly take
decisions with
the team,
identify the road
map, prepare
action plan
Contact with IT
department to
open a virtual
data room
Communicate
with all relevant
parties
DOCUMENTATION

6. FINAL STEP
" Intelligence, knowledge or experience are important and might get you a job, but
strong communication skills are what will get you promoted. " -Mireille Guiliano
French-American author.
Milestones
COMMUNICATE AND GET FEEDBACK
 Communicate with all the related parties
 Phone and conference calls
 Sending confirmation e-mails
 Face to face meetings
 Regularly publish summary of the process, reporting on the activities
 Get feedback that you have reached all the relevant parties
Thus having a teamwork will ensure us that every part of the instructions will be properly reached to all the subordinates, suppliers and clients,
located in different parts of the world.
Upload all the
documents with
detailed
explanations
Get periodic
reports from
the team and
the VDR
PREPARATION
Meeting
ORGANIZE COMMUNICATION TOOLS
ENSURING ALL THE
INSTRUCTONS PROPERLY
REACHED
Record and
prepare the
meeting notes
and the
instructions
Prepare the
documents, Get
approval from
the seniors,
Arrange a team
including
associates,
managers and
intermediaries
Jointly take
decisions with
the team,
identify the road
map, prepare
action plan
Contact with IT
department to
open a virtual
data room
Communicate
with all relevant
parties
DOCUMENTATION

7. Contact Details:
Hasan Hilmi Samancioglu
hhsamancioglu@gmail.com