A business meeting is necessary in this case. This is mainly because the distribution process to the main clients will be affected which means that their operations will be affected as well. If the situation is not explained to them as a matter of urgency and before the disruption takes place, there is a possibility that they can lose faith in Sunshine Fruits. To avoid such a situation and ensure customer retention, it is better to act proactively rather than reactively. Therefore, a meeting is needed so as to explain the scenario to the major customers.
The people to be invited in the meeting are the supplies and logistical officers in the client organizations. The main reason as to why these people are required in the meeting is so that they can be briefed on the situation before hand and they get to understand it effectively. These people can also give an input as to how the situation can be handled. The best way in which the meeting can occur is through a face to face communication. This is effective as it can make the stakeholders see the seriousness of the matter, and their reactions can also be seen. It can also help to generate spontaneous reactions and suggestions, besides bringing the concerned parties together to brainstorm on how to handle the crisis. The meeting will be held at the boardroom in the Sunshine Fruits premises.
After the meeting, there are some issues that have to be handled. The first one is to make sure that if there are any recommendations made during the meeting, then these recommendations have to be acted upon soonest possible. There will also be close correspondence between the distribution manager at Sunshine Fruits and the logistical managers of the client organizations briefing them on the situations and when operations can resume again. A discount can be given on distribution after the storm, so as to make sure that the customers are not lured away. A meeting date for all the in attendance will be planned five days after the storm so as to pave a way forward on how business operations re to go on.
Given the recent weather reports, it is indicated that there will be a storm within our area of operation. The storm is expected to hit the area close to our main warehouse. Due to the expected dangers of the floods, the area will be evacuated. This means that our employees will not manage to come to work and there will be a hitch in the distribution process. The situation is expected to clam down in two days at the best and in five days at the worst. As the distribution manager for Sunshine Fruits, I figured that this would have a major impact on our operations. That is why I called for this meeting so that we can figure out the way forward on how to handle the situation. We all understand that this is a natural calamity that we have to deal with. However, it should not ruin the healthy business relationship that we have maintained for such a long time. I, therefore, call for your inputs on this matter so that we can try and figure out how to come out of this imminent situation without negatively affecting our business operations.