IE MBA applicationMarco Cignitti Grossi

Question “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?

After you have

participated in an

important meeting

with your superior…

…it might be hard

managing and

delivering all the

instructions to the

subordinates worldwide.

Don’t forget

anything

Sometimes you do not know how to deal

with…and you may feel overwhelmed…

…but do not worry about that, in order to

brightly complete all of your tasks you just need

to follow some simple steps!

That’s sounds great!I am all ears!

Let’s list the steps related with meeting time:

• Be prepared for itBEFORE

the meeting

• Make sure to understand all the instructions and write notes

DURINGthe meeting

• Define an action plan

• Start executing and reporting

AFTERthe meeting

• Preparing for the meeting means have a clear idea of:

• Topics that will be discussed

• Main critical points for each issue

• Objectives of the meeting

• Participants

• Be prepared for itBEFORE

the meeting

Tip: create a simple template to highlight these information

and organize notes during the meeting.

• Writing effective notes is essential to have an overall

view of the project and to highlight any doubt that

needs to be clarified.

• Make sure to understand all the instructions and write notes

DURINGthe meeting

Tip: don’t be shy of asking questions, this is the

correct place for them!

• Decisions made

• Actions required

• Responsible for every action

• Dead lines

• Now that you have a clear idea

of your superior’s instructions, it is

time to transform meeting notes

into actions!

• Define an action planAFTER

the meeting

• Firstly, it is essential to identify the

correct departments and

subordinates that must be involved

into the process.

• Define an action planAFTER

the meeting

CEO

SALES BUYER PRODUCTION

HR

Tip: it might be helpful looking at the

organizational chart of the company!

• Secondly, through the use of

the meeting notes, you should

prepare a document

containing all the superior’s

instructions.

• Define an action planAFTER

the meeting

For each task must be clarified

roles, responsibilities, objectives,

milestones and dead lines.

Tip: while writing the

document, remember

that the instructions must

be easily

understandable by all

the subordinates

regardless of any

cultural or geographical

barrier!

• Define an action planAFTER

the meeting

• Thirdly, you can send the instructions

to the selected subordinates

worldwide and schedule a meeting

with them.

• Execution and reporting AFTER

the meeting

The aim of the conference is to share

thoughts, analysis and information,

looking for the best strategy in each

country.

Tip: in order to avoid serious misunderstanding, it is essential to

clarify how the new instructions will affect the stakeholders and

the image of the company.

• Execution and reporting AFTER

the meeting

• Finally, it is fundamental to find an agreement upon an

effective reporting process, which will help you checking the

progress in every area:

• All the subordinates are asked to send you periodical analysis and

data about the current status of the project.

• These feedbacks will help you making sure that the instructions have

properly reach each recipient.

• Execution and reporting AFTER

the meeting

At the end…

…do not forget to visit

personally your subordinates...

…and to give the final report

to the superior!

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Thank you for considering

my application!

Marco Cignitti Grossi