Presentation for IE MBA admission - Topic: 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?
Abdul Moeed Tariq
https://sg.linkedin.com/in/abdulmoeedtariq

2. I’ll apply a five step framework for effective & actionable information sharing after the meeting
Some of the challenges to share information post meeting
- Diverse output expectations from the stake holders
- Variety in stake holders e.g. Internal, external etc
- Cultural differences among meeting attendees
- No Interest in work accountability by attendees
- Meeting messages not very clear because of logistic issues during the meeting e.g. poor bandwidth,
voice disruption, poor mediation etc
- Differences in language (speaking language, as well as organization’s taxonomies)
Identify stakeholders
Define communication
channel
Prepare communication
pack
Distribute
communication pack
Follow up
- Meeting instructions not very intuitive
- Difference in time zones
- Meeting instructions descriptive rather actionable
- Key stakeholders not present in the meeting

3. Identify
stakeholders
Define Commms
Channel
Prepare
Communication
Pack
Distribute
Communication
Pack
Follow up
Effective & Actionable information sharing after the meetings
I’ll classify stakeholder in three categories (a) Meeting attendees (b) People who didn’t attend the meeting
but have actions post meeting (c) People who didn’t attend the meeting and have no action items e.g.
senior executives; each of the recipient in these categories will be placed in matrix against different factors
Meeting Attendees
People who didn't attend the
meeting but have actions post
meeting
People who didn't attend the
meeting and have no Action
Items e.g. Senior executives
Internal/External Stakeholder
maturity (intellectual/
technical)
Stakeholder
position & influence
a
b
c

4. Identify
stakeholders
Define Commms
Channel
Prepare
Communication
Pack
Distribute
Communication
Pack
Follow up
Effective & Actionable information sharing after the meetings
Communication channels used in corporates in today’s age
- Email
- Phone
- Desktop Messengers
- Phone Messengers
- PM/Meeting tools
- Social websites
- Video conferencing
- Websites/drives
(1) Follow the corporate standard of preferred communication channel for mass distribution of
meeting instruction
(2) Decide the most effective communication channel for personalized follow up/closure/reminder
etc – this will be vary based on each of the stakeholder, the stakeholder map in the ‘identify
stakeholder’ step will help to identify the channel for each of the recipient

5. Identify
stakeholders
Define Commms
Channel
Prepare
Communication
Pack
Distribute
Communication
Pack
Follow up
Effective & Actionable information sharing after the meetings
Based on the earlier two steps prepare communication pack; the communication pack could be text
document, spreadsheet, presentation, voice/video recording, plain email etc, or the combination of all
The corporate standard of using the standard communication pack may have to be followed
- Any corporate centric sensitive information will be kept as a separate add on to the internal
communication
- Communication pack will have descriptive as well as actionable items
- Actions with owners (names) defined
- Dates clearly mentioned (cater for the time zones if need may be)
- For descriptive items state the names who stated that
- Each of the text item to be written in a pyramid style; most useful information kept in start, so that
every one gets the gist, and if one is interested in details one can read the rest
- In case the communication pack is going as an email attachment or a link; I’ll state a five point summary
for executives (really useful once reading emails from mobile devices)
- Will add in supplementary information to make the message more clear e.g. video recordings, white board
snaps etc

6. Identify
stakeholders
Define Commms
Channel
Prepare
Communication
Pack
Distribute
Communication
Pack
Follow up
Effective & Actionable information sharing after the meetings
- Use the corporate standard to distribute/share the meeting minutes
- Include all the stakeholders as defined in the earlier steps
- Give a hard date to the recipients to come back with any modifications/changes etc

7. Identify
stakeholders
Define Commms
Channel
Prepare
Communication
Pack
Distribute
Communication
Pack
Follow up
Effective & Actionable information sharing after the meetings
- Follow up with the Action owners to understand whether the message has been understood; also confirm
on the action & date
- Not a Project Management task, rather a meeting management
- Based on the matrix defined in the Identify stakeholder step; different channels may be used for follow
ups e.g. a one on one meeting with a senior executive, a phone call to peer, an SMS to subordinate etc

8. Thanks