Page 614 - Subyek Teknik Mesin - Forsthoffers Best Practice Handbook for Rotating Machinery by William E Forsthoffer

Be st Practice 1 2.6
Be st Practice 1 2.7 Implementation and Communication Best Practices

Best
Best Practice 12.6Practice 12.6
Follow these guidelines for email recipients e who to send or comments involved. Not including all of the proper
to, copy and blind copy: recipients can result in additional emails being required for
Reply only to the sender. corrections and/or for additional action.
Copy those noted in received email.
Copy additional personnel who will be involved with details Benchmarks
contained in the reply. I have followed this best practice since the mid-1990s to ensure that all
Blind copy anyone who will be involved with this issue in the future. of the personnel connected with the issue at hand are notified.

Lessons Learned
Including email recipients not directly concerned with the
issue will delay action due to the additional questions and/

Best Practice 12.7

Follow these proven guidelines to produce effective attendance of all required parties (proper discipline and
meeting agendas: experience) are ineffective and result in additional
Define the meeting subject to accurately state the contents of the meetings.
meeting. Noted below are some examples of poorly planned meetings (have
Define the meeting objective in clear concise terms. you been to one?):
Define the participants required from participating parties (vendor, Agenda not issued.
rd
contractor, 3 party consultant, etc.). Agenda issued a few days before or on the day of the meeting and
Outline detailed contents of the meeting including sections for each not received by all parties.
separate topic. Meeting objective not stated.
Issue the agenda to all concerned parties no later than two weeks All the required participants not in attendance.
before the scheduled meeting.
Observing the above guidelines will ensure a meeting of optimum Benchmarks
effectiveness.
I have followed this best practice since the late 1960s, when I was first
responsible for setting up technical meetings. This approach has
Lessons Learned resulted in effective meetings that have produced desired results in the
Experience shows that meetings conducted without a minimum of time and a respect for the management of the meeting
detailed agenda sent well in advance and without the shared by all participants.

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