You are the director of a business development consultancy. Your team is required to represent data in the next board meeting on sale trends in the country. How would I write an email request for...
You are the director of a business development consultancy. Your team is required to represent data in the next board meeting on sale trends in the country.
How would I write an email request for action to my team asking them to compile information to be discussed at the next board meeting if my team is broken up into different units that each deal with a different section of analyses of sales data?
When you write this e-mail, you want to have in mind the type of process your sales team will use to compile and present the sales trends data to the board. To this end, you want to decide in advance:
- which type of document you will use to compile the data
- the dates you will need sales data for to make sure everyone presents data from the same period of time
- when this data is due
The answer to each of these questions is up to you, but you might use a document such as Google forms. This is an ideal type of template because it creates spreadsheets for free, and it's easy to use. In addition, people can share the form electronically and use it to collaborate. Everyone can add to the form without having to e-mail it back and forth, so everyone will be working with one document. This would facilitate communication among different units on your team and make sure that each unit can contribute its own data to the spreadsheet. When you decide on the dates you will need sales data for, you just want to make sure they are the same range for each unit. You can add this range to the top of the spreadsheet so that it's clear to all units on your team.
As you work on this assignment, you need to think carefully about how to ensure that:
- All relevant data is presented
- The elements of the presentation are consistent with each other
- There is no repetition or redundancy
This means that your first task is to create a standard format or template to be used by all team members and sent as an attachment. This should specify such things as colors, fonts, and spacing, which will ensure the presentation will have a seamless visual effect rather than look like a random mess.
Next, you should carefully specify in the email which team is responsible for creating which individual slides, handouts, spreadsheets, and graphs. That will ensure all the proper information is represented with minimal overlap.
Finally, as you will need to analyze the data to prepare an executive summary, you should clearly set a deadline several days before the meeting to allow time to work on your own contribution and to request revisions if the materials prepared by one or more teams are not usable.