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

ORGANIZE ALL THE INFORMATION TO BUILD A PLAN AND STRATEGY.

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

Email

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 3: EXECUTE

BUILD INFORMATION

REVISE SEND EXPLAIN

Step 4:Follow up

HAVE CONSTANT COMMUNICATION AND FOLLOW UP WITH EVERY PEOPLE INVOLVED.

Step 4: Follow up

Check up Supervisor

Send Information

Check up internal/externa

l

Revise information

Update information

Build communication

“

” THANK YOU

CREATED BY: ROSA MARÍA INGRID PALME DE LA TORRE

Extending Information“The how to guide”