Constructive conversations

There was a time it was believed that the head of an organization takes decisions and others have to implement it.

Now it is acceptable that fair discussions with all interested parties and proper elucidation gives better results.

Even doctors feel that the patients should be advised of the correct position, so that they would co-operate for a fast recovery. In family matters also fair discussions with all members are fruitful.

For example if there is a proposal to purchase a new car or TV even it is better to explain to all members about the necessity, cost, benefit accrue etc. early and they will support at the time difficulties are faced.

There are four types of conversations.

a. Initiative conversations

b. Understand conversations

d. Performance conversations

e. Closure and evaluation conversations

Now consider a case where an organization has decided to shift its present premises or purchase a new premises.

The CEO (Chief Executive Officer)calls for a board meeting (or partners meeting as the case may be) and explain the following.

1.1 The necessity for such decision it may be voluntary or due to compulsion of law say take over of premises by the government, cancellation of the tenancy agreement and court order

1.2 All supporting documents such as feasibility reports, lawyers report expert opinion sensitivity analysis etc.

1.3 Circumstances if any under which this decision has been taken even with adverse cost-benefit analysis report.

1.4 Major commitments

1.5 Additional steps to be taken to improve the position

2. Working director in turn will have discussions with senior executives

3. Discussions should be held by the board with interested parties – contractors, bankers, lawyers, principals of agency agreements, major shareholders etc.

4. Discussions should be held with employees. This is very important. They may have fears about their future. (Possible retrenchments, reduction in profits and bonus etc.)

With all these steps an understanding conversation is complete. Now we have to move to a performance conversation.

a. Shareholders meeting may be held to obtain approval or as a matter of courtesy.

b. Lawyers should be advised to finalize the legal documents.

c. Respective party should be advised about the allocation of work for a example contractor should be advised – date of commencement, date of completion, monitoring of work and availability on report on work in progress.

If necessary a performance guarantee has to be furnished by the contractors. Similarly employees who are involved in this project also should be advised and proper supervision is necessary.

Progress of report should be checked by a team of experts preferably from outside.

Once the work is completed to the satisfaction of the board, a meeting has to be called for acceptance of work done and the settlement of all liabilities.

Now a suitable date for commencement of business has to be fixed. All employees should be invited to participate in the ceremony and the CEO should explain the correct position and thank all concerned.

Regular meetings have to be held later for evaluation of the work done.

- S R Balachandran

Council Member,

The National Chamber of Commerce of Sri Lanka