Embed Size (px)
Citation preview
Oluwaseun Deborah PETERS
Global Master in Finance
Express yourself
Communication strategy and proposed plan
2
Oluwaseun Peters
Global Master in Finance
Applicant
IE Business School
Madrid, Spain
Tel: +2348026550266
+2347037979063
Statement of issue
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?
Statement of solution
A communication plan will be developed to properly communicate the instructions to all stakeholders. It will include: The nature and objectives of the instructions; A list of all stakeholders including names,
location, telephone numbers, e-mail address, language, time zone, etc;
A detailed minutes to the intended parties and a timelines;
The optimal communication channel; and A feedback mechanism.
The overall communication strategy process…
3
During the meeting with my superior, a detailed minutes will be taken to capture the instructions. This will include: decisions made during the meeting; details of parties involved including: names, position, allocated of tasks or responsibilities, etc actions required from meeting attendees; timelines for all the phases of the instructions; record of the meeting's procedure and outcome; and performance measurement metric and feedback process with superior.
The instructions received will be further broken down into tasks and disseminated using the most efficient communication channel for each stakeholder.
2. Determine the optimal communication channel
1. Understand the nature and objective of the
instruction
Note: the process is shown as being a linear process, both for illustrative purposes and to help structure the discussion. In practice, the process is iterative and many of these components will be carried out simultaneously
3. Continuous communication and monitoring
Feedback and
adjustments
Detailed understanding of the instruction objectives…
4
A team briefing or kick-off meeting will be held to ensure that all team members understand the objectives of the instructions. The following will also be noted: Detailed list of stakeholders, i.e. team members, clients, and suppliers; Details of the parties, including: names, location, telephone numbers, e-mail address, preferred language
of communication, time zone, etc; Preferred communication channel; Timelines and milestones; and Regular progress session (e.g. daily or twice weekly) depending on team preference.
This minutes taken during the meeting with my superior will be sent to all the parties involved alongside a detailed timeline. See overleaf for sample timeline.
2. Determine the optimal communication channel
1. Understand the nature and objective of the
instruction
Note: the process is shown as being a linear process, both for illustrative purposes and to help structure the discussion. In practice, the process is iterative and many of these components will be carried out simultaneously
3. Continuous communication and monitoring
Feedback and
adjustments
Adopt a flexible timeline throughout the process...
5
1 Kick-off meeting with client, suppliers and other teams■ Introduction of client management,
supplier’s management and project team■ Discussion of availability of client
management■ Establishment of timetable and
communication lines
2 Meeting with client and suppliers key departments■ Agree level of format and depth of
information■ Agree timeline for delivery of information
3 Finalise timeline and schedule■ Finalisation and distribution of timelines
and schedule
4 Q&A sessions with client, suppliers management and team members.
1
2
3
4
Commencement
Jun.
1
2
3
May
201X
Aug.Jul.
Kick-off meeting with client, suppliers and other teams
Meeting with client and suppliers key departments
Q&A sessions with client and suppliers management
Finalise timeline and schedule
20 May 15 Jul.15 Jun. 15 Aug30 Jun. 30 Jul.
Ongoing communication with relevant stakeholders throughout the process
4
Regular update of issues raised throughout the process
Monitoring and final discussions
Kick off ClosingStatus update and
feedback
Sample timeline
Determine the optimal communication channel…
6
Bearing in mind that the parties involved may need further clarification to better understand the instructions (as minutes of meeting and timeline sent may not be sufficient), an appropriate communication channel will be developed to suit the peculiarity of each stakeholder.
The stakeholders will be grouped into different clusters based on the criteria such as: language, time zone, etc. The communication channels will include: E-mail will be used to pass on instructions to all stakeholder irrespective of their location around the world. Face to face communication will be effective if each of the parties can physically present in the same
location. Teleconferencing and video conferencing will be adopted for those clients, suppliers and team members in
distant location.
2. Determine the optimal communication channel
1. Understand the nature and objective of the
instruction
Note: the process is shown as being a linear process, both for illustrative purposes and to help structure the discussion. In practice, the process is iterative and many of these components will be carried out simultaneously
3. Continuous communication and monitoring
Feedback and
adjustments
Encourage continuous communication and monitoring…
7
Communication is a continuous process rather than one-time exchange of facts and information. It is therefore important to incorporate constant communication mechanism in the process.
The continuous communication process will ensure that knowledge is shared, obstacles and issues are raised and addressed in a timely manner, and the expectations of all stakeholders are managed and properly met.
Also, a monitoring process will be established depending on the size and complexity of the team. This will ensure that potential problems are identified in a timely manner and corrective action taken, when necessary, to control the execution of the intended instructions.
The monitoring process will also provide feedback that may result in adjustment of initial instructions.
2. Determine the optimal communication channel
1. Understand the nature and objective of the
instruction
Note: the process is shown as being a linear process, both for illustrative purposes and to help structure the discussion. In practice, the process is iterative and many of these components will be carried out simultaneously
3. Continuous communication and monitoring
Feedback and
adjustments
Seek constant feedback and adjust instructions accordingly…
8
Getting feedback from the parties is important as it ensures that: Information disseminated are understood properly and appropriate; The communication channel used for the instruction is adequate and suitable; and Require adjustments are made to the instruction and/or strategy.
Consequently, a team will be set up to ensure that feedback is collected from all parties to ensure that the instruction disseminated were well understood; and
Feedback gathered will be incorporated into the instruction mechanism and necessary adjustments made to better modify the instruction for better outcome.
2. Determine the optimal communication channel
1. Understand the nature and objective of the
instruction
Note: the process is shown as being a linear process, both for illustrative purposes and to help structure the discussion. In practice, the process is iterative and many of these components will be carried out simultaneously
3. Continuous communication and monitoring
Feedback and
adjustments
9
Thank You
Oluwaseun Peters
