Response to Topic F for ie Admissions - 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. 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?
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2. Prior to the meeting
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01
05
04 03
02
Know the intended
audience
Background, culture, primary spoken
language etc. would be vital
Clear Agenda
Be clear on the agenda to fully
comprehend the meeting and its
objectives
Mode of Meeting
Be clear about the medium to be
used – In person, Video or audio
Preparation
Take time to be well-prepared for
the meeting
Audience
Agenda
Meeting Mode
Preparation
Dark part
Importance
Grades of the key pointers
Checklist
Checklist encompassing all
requirements for the meeting, to
conduct the same and others
02
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3. How do I know my audience?
Use the power of Social
Media
Gain powerful insights about an
individual using the social media.
65%
55%
35%18%
12% 07%
A quick research on the intended audience – Connect with others in team to know if they know; check with the meeting owner (if possible).
Objective is to gather enough information about the audience as it plays a vital role especially when there is dependent work
Document the findings and add to
the repository for future
For people outside the
organization, often
company websites
help
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4. During the meeting
Meeting minutes
Granular details to be recorded
Detailed notes
Record the complete meeting
Expected timelines
Indicative timelines to be noted
Identify the stakeholders
Each action point tagged along
Meeting minutes play a vital role in preserving information discussed in the meeting. These define clear action points for various stakeholders
situated across. It also translates the required output with defined timelines for keeping a track.
55%
The most important step to
ensure discussion points, actions,
stakeholders, timelines and way
forward
30%
To ensure an audio copy of
the meeting is maintained
to avoid missing key
information
10%
Every action point must
have an indicative
timeline
5%
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5. Taking meeting notes
Short-hand Typing
Ensure person with such caliber
is part of the meetings,
whenever possible
Detailed transcriptions
Always believe in detailing.
Nothing is unimportant in the
meetings
Timelines
Voice notes
Record the complete meeting.
Will be extremely important to
ensure nothing is missed
Stakeholders
Identify and list all intended
stakeholders vis-à-vis the action
points
Map each action point with
expected timelines
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6. After the meeting
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Finalize the minutes of meeting
A detailed list of discussion, action, timelines
and stakeholders to be prepared
Impact Analysis
Against the actions, preliminary
analysis required on the impact on
all stakeholders
Mode of Communication
Email action tracker in local
languages, face-to-face, skype
(or any other VoIP), calls or
group messages on WhatsApp
Translate
For clients, suppliers, employees whose native
language is different, produce copies in local
language
Action Plan
Draft the complete action
points and Actionee
Communication Tracker
Prepare a tracker for
communication with stakeholders
on action points, timelines and
follow-up frequency

7. Action plan
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Success of the action plan always require a clear strategy and execution plan.
Shortcoming in such will have an overall impact.
Detailed action points
Answers to the questions What, Who, How and When to be put-forward
Time Zone
Always ensure to keep track of
possible delays because of the
change in time zones
Language of preference
Dispatch all required information
in local languages for the
stakeholders
Chain of Command
Identify and involve the action
owners instantly
Involve Senior Management
Always ensure to involve the
management of the stakeholders

8. Conveying the message
Calling
One-to-one, conference, skype,
video calls to the action owner for
ensuring the expectations are well
understood and received.
E-mail Correspondence
Well drafted and proof-read email
with clear action and timelines to
be sent. Clear follow-up dates and
read receipts should be attached.
One-on-one meeting
Wherever possible, this is the best
and advisable mode of
communication. Explain in person
the expectations.
Wherever possible, always communicate in the preferred language of the action owner. This avoids all mishaps because of language barrier.
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9. The Execution
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Based on the action tracker,
add the follow-up schedules
and maintain checks.
Follow-up tracker
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E-mail correspondence with all
action owners to receive updates.
Update the action tracker with
current status.
Email follow-up
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Create a group with action
owners for quick and casual
follow-up.
WhatsApp group
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May call the action owner
whose not reachable via
email because of any reason.
Call
05
Regular updates to the
management and action
owners.
Peresent Status
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Most important. Regular feedback
from action owners to avoid delays,
foreseen risks and challenges.
Feedback
06
Flag all risks frequently to the
management.
Risk
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10. Thank You
ie Admission