extending information/instructions
TRANSCRIPT
Extending Information“The how to guide”CREATED BY: ROSA MARÍA INGRID PALME DE LA TORRE
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?
Step 1: Information
RECEIVE, COLLABORATE AND CONSULT ALL THE INFORMATION/INSTRUCTIONS YOU NEED FROM YOUR SUPERIOR TO UNDERSTAND HOW TO EXTEND IT TO OTHERS.
Step 1: Information*
Superior
Why
How
When
Where
Who
What
Ask the next questions to understand all the information needed:
• Why: Why do you need to extend the information?
• Who: To whom do you need to extend the information?
• When: When do you need to extend the information? Does it need a follow up?
• Where: Where do you need to extend the information? • How: How will you extend the information?
• What: What information will you extend? *information or instructions
Step 2: Organize (2.1 Why)
Information Management Why
Objective Mission Vision Values
Define the Objective of extending the information. What do you want to accomplish?
Define the Mission of extending the information. What do you offer?
Define the Vision of extending the information. Where do you want to go?
Define the Values of extending the information. How do you want to accomplish it?
Step 2: Organize (2.2 Who & Where)
Information Management
Internal (Employees)
Local
Abroad
External (Client/Supplier)
Local
Abroad
Divide the information for internal and/or external use. If external , divide the information for Client or Supplier use.
Understand where the information is going to. If its aboard, consult with the legal department and HR to understand if there is any additional requirements to add/ask. Also see the language setting.
Step 2: Organize (2.3 What & When)
Information Management
What When
What type of information is given out or solicited internally/externally. Do you need to provide/ask for information, graphs, plan proposal, etc…?
When will you extend the information? Do you need to build a project planner? Do you need due dates? Etc…
Step 2: Organize (2.4 How)
Information Management
How
In what way are you going to extend the information?
Communication
Letter
Phone
Video Confere
nce
Meeting
Presentation
Step 3:Execute
REVISE ALL THE INFORMATION YOU HAVE, IN THE MEANS YOU NEED TO COMMUNICATE IT, WITH YOUR SUPERIOR, LEGAL DEPARTMENT AND HR DEPARTMENT. ONCE APPROVE, EXECUTE IT AND EXPLAIN TO THE RECEIVER!
Step 4: Follow up
Check up Supervisor
Send Information
Check up internal/externa
l
Revise information
Update information
Build communication