Presentation on topic f
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The document outlines a comprehensive approach to effective meeting management, including pre-meeting preparations, in-meeting documentation, and post-meeting follow-up strategies. Key elements include understanding the audience, maintaining detailed meeting minutes, and ensuring clear communication through preferred channels and languages. Follow-up actions and stakeholder involvement are emphasized to promote accountability and ensure timely execution of action items.
Presentation on topic f
- 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? 01
- 2. Prior to the meeting 02 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 02
- 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 03
- 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% 04
- 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 05
- 6. After the meeting 06 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 07 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. 08
- 9. The Execution 01 Based on the action tracker, add the follow-up schedules and maintain checks. Follow-up tracker 02 E-mail correspondence with all action owners to receive updates. Update the action tracker with current status. Email follow-up 03 Create a group with action owners for quick and casual follow-up. WhatsApp group 04 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 07 Most important. Regular feedback from action owners to avoid delays, foreseen risks and challenges. Feedback 06 Flag all risks frequently to the management. Risk 09