Chairperson Yoshiko Yoshino Engagement Protocol: Operational Manual

1. Scope and Prerequisites

This manual defines the standard operating procedures (SOP) for all official engagements involving Chairperson Yoshiko Yoshino. It applies to all internal staff, external partners, and media representatives interacting with the Chairperson in a professional capacity, particularly for events or communications tagged for Tier-1 priority, the China market, or business-critical initiatives.

Prerequisites:

• Authorization: All engagements must be pre-approved by the Office of the Chairperson (OOC).
• Briefing Dossier: A complete briefing document must be prepared and submitted to the OOC 72 hours prior to the engagement.
• Platform Access: For digital engagements, ensure access to the designated secure corporate communication platform (e.g., the internal Chinese-language portal).
• Cultural & Protocol Training: Personnel involved in engagements for the Chinese station or market must have completed the relevant cross-cultural business protocol training.

2. Preparation Phase

Thorough preparation is critical for a successful engagement. Follow this checklist.

1. Define Engagement Parameters:
   • Objective: Clearly state the goal (e.g., "Sign MOU with Partner X," "Deliver keynote at China Tech Forum").
   • Type: Specify if it is a media interview, internal all-hands, client meeting, or public speech.
   • Audience: Detail the primary demographic (e.g., "Chinese business leaders," "Global investors").
2. Compile the Briefing Dossier:

   Create a single PDF document structured as follows. A template can be accessed via the internal portal //templates/OOC/Briefing_Dossier_v3.2.docx.

   DOCUMENT STRUCTURE:
   1. Executive Summary (Max. 300 words)
   2. Attendee Profiles & Biographies
   3. Talking Points & Key Messages (Approved by Comms)
   4. Potential Q&A (Including sensitive topics)
   5. Logistical Run-of-Show (Timing, location, tech specs)
   6. Risk Assessment & Mitigation Plans

3. Logistical Coordination:
   • Confirm venue, travel, and accommodation (for in-person events).
   • Test all A/V equipment, streaming links, and translation services. For China-focused events, ensure dual-language support and low-latency streaming to the mainland.
   • Prepare the "Chairperson's Pack": Final agenda, dossier, water, company pin, and relevant presentation materials.

3. Operational Execution Steps

1. Pre-Engagement Briefing (T-60 Minutes):

   Conduct a final briefing with the Chairperson and core team. Review the key messages, Q&A, and protocol for introductions. Expected Outcome: Chairperson confirms understanding and alignment on all objectives.

2. On-Site/Online Protocol:
   • Greeting: The host or highest-ranking attendee from the other party greets the Chairperson first. A slight bow or handshake is acceptable unless local custom dictates otherwise.
   • Seating: The Chairperson is seated in the position of honor (typically central, facing the door or main audience).
   • Media & Recording: No unauthorized recording. Designated staff must manage all official photography/videography. See Figure 1 for standard seating arrangement for a roundtable discussion.

   Figure 1: Standard Roundtable Seating. Chairperson (CP) is positioned at the center, flanked by senior advisors (SA). Host representatives (H) sit directly opposite.
   [H] - [Empty] - [SA] - [CP] - [SA] - [Empty] - [H]

3. Communication Delivery:

   The Chairperson will deliver pre-approved messages. Support staff must monitor the engagement in real-time.

   • For speeches: Use the provided teleprompter or note cards.
   • For Q&A: A designated aide will screen and relay questions. If a sensitive/unapproved question arises, the aide will intervene with a pre-agreed phrase: "Thank you for that question. The Chairperson's focus today is on [redirect to approved topic]."
4. Conclusion and Follow-Up:

   The Chairperson will give closing remarks. The host presents any tokens of appreciation. Within 15 minutes of conclusion, escort the Chairperson from the venue or disconnect the virtual call. Expected Outcome: A smooth, professional conclusion with clear next steps verbally confirmed.

4. Common Issues & Troubleshooting