Q (f) information sharing
- 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? University IE Prepared by: Fadi Ghanem Date: 20/8/2013
- 2. Overcoming barriers to communication Banish Prejudice Never make a judgment before knowing the facts about a situation. Acknowledge that you are usually working with incomplete data Fight Stereotype Dont assume that all members of a group share the same characteristics. Control your feelings Try to present your arguments rationally rather than emotionally, and accept that other people may have strong feelings about a subject Watch the language Recognize that language has different levels of meaning. People will respond differently to the same words, especially when words are general or vague Consider Culture Be aware that different backgrounds, education and experience give people different expectations
- 3. Meeting With Superiors Pre Meeting Collecting data from internal stakeholders (inventory Dept. ,Accounting Dept , Real estate Dept .) Preparing facts, figures, achievements and challenges Meeting Validating points of discussion Prioritizing & Highlighting points agreed by level of importance Checking about margin of flexibility allowed during negotiation with suppliers Confirming resources/tools that shall be used during execution Agreeing on deadline and budget ceiling Post Meeting Summarizing and sending the minutes of meeting by E-mail Attaching a presentation highlighting execution plans, sources needed , target expected and the impact on organization , suppliers and clients
- 4. Subordinates 1st Step Face to Face Meeting or Via Skype Discussing the points and decisions that were shared during the meeting with the superiors Emphasizing on the importance of proper implementation and positive impact on business Mentioning the level of importance of their input and dedication Sharing the short and long term goals that will be achieved on corporate level after their successful execution Questions & Answers 2nd Step Via Mail Delivering a detailed presentation to the team highlighting major challenges decisions &goals to be achieved Asking for action plans to be prepared and submitted prior the brain storming session Meeting confirmation with date & Time 3rd Step Brain Storming Session with subordinates Quick review on the main presentation Over viewing the action plans prepared by the team, Brainstorming existing and new ideas , prioritizing challenges & Goals Creating workshops ,setting clear objectives, goals & time frames Monitoring outcome and gathering feedback to ensure alignment with business objectives and targets
- 5. Suppliers 1st Step Via Phone Outlining the Subject and points to be discussed during face to face meeting Sharing meeting agenda including points that would reflect positive impact on the business Identifying suppliers points of discussion Confirming meeting date and time 2nd Step Face to Face Meeting (Pre meeting )Building a solid case to support points to agree upon with suppliers Tackling major challenges and impacts through a PP presentation Sharing facts and figures Listening to suppliers feedback and comments Reaching to an agreement that leads to a win win situation 3rd Step Via Mail Sending a detailed minute of meeting Highlighting the major agreements Emphasizing on the time frame for deliverables Agreeing on a follow up session Via Skype Attaching the presentation for source purpose
- 6. Clients/ Target Market Marketing tools Strategic tools to attract the adequate target audience SMS BTL ATL Social Media/Company Website Events/PR Promote offers Build brand awareness Improve customer loyalty ATL (Billboards, Magazines , radio ) BTL ( Promotions , Coupons ) Promote the brand using Twitter , facebook Update timely the website with news feed Identify achieved objectives Set future growth plans Maintain and thank loyal clients Attract new clients