OMV (Yemen Block S2)

Exploration GmbH

OMV-YE
Code of Co-operation
Dubai, June 11, 2011

@
Move & More.

CONTENT TABLE
f 1.) Meeting Procedure
f 2.) e-mail Procedure
f 3.) Telephone Procedure

2|OMV-Yemen Exploration GmbH, June, 2011

1.) Meeting Procedure

f The initiator of a meeting shall send out the invitation at least 2 business

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days prior to the meeting, unless otherwise agreed with the attendees.
Every invitation shall contain date, time (local time of venue), topic and a
clear results-focused agenda.
The organizer of a meeting has to make sure that all the necessary
equipment (IT, beamer, smartboard, Telecom, etc) is available and has
been tested prior to the meeting.
Dont forget about the supply of beverages (water, fruits)
Every meeting has to be minuted by the originator at least 7 days after the
meeting took place.
Always take cultural sensitivities, personal sensitivities, language ability,
health & safety issues into consideration.
The organizer of a meeting has to remind participants of pre-meeting
activities in time.
In the case of agreed action points with clear responsibilities, a follow-up
meeting has to be scheduled.

3|OMV-Yemen Exploration GmbH, June, 2011

2.) e-mail Procedure

f Every e-mail shall be answered within 48 hours of business days,

even if not with full answer. If you are not able to answer on the
subject, you shall at least reply until when you will be able to
answer. In case of holiday, businesstrip or rotational leave, make
sure your out of office-auto response is activated.
f Activate Exclamation Marks (e-mail function menu)!!! To set an
e-mail on high-priority is allowed in urgent cases only. It shall
always accompany a request of action addressing a certain
person/department or to highlight an urgent need. NOT for
informative e-mails. A high-priority e-mail has to be answered
within 24 hours.
f In case of no answer the topic must be followed up by phone
call.

4|OMV-Yemen Exploration GmbH, June, 2011

2.) e-mail Procedure

f To, Cc, Bcc:
f To: Only address people directly if the content is of their main

concern or their action is required. (f.ex.: minutes of meetings

only TO attendees)
f Cc: People who are not directly involved in an action and the
e-mail is just for information only for them shall only be
copied on the e-mail. (f.ex.: minutes of meetings only Cc to
people in the distribution list who did not attend the meeting)
f Bcc: This option is never to be used at all in business related
correspondence.
f Objectivity: Always stay focused on the topic and the facts
especially in written messages. Always remember: It is more
important what the receiver receives, than what the sender
wanted to point out.

5|OMV-Yemen Exploration GmbH, June, 2011

2.) e-mail Procedure

f Short and focused:

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Always keep e-mails short and precise focused on a subjectcut

the long story short. Limit your mail to maximum one page.
Avoid group replies: Always avoid to use the reply all function.
Confirmation of opening: Do not use the confirmation of
opening function. There is actually no benefit in this function for
our daily business.
Inter-personal problems: Never use e-mails to address interpersonal problems. Pick up the phone and have a dialogue.
Always re-read the mail before sending, to check again the
content and the spelling.

6|OMV-Yemen Exploration GmbH, June, 2011

3.) Telephone Procedure

f Any agreed decision made in a telephone conference shall be

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minuted and distributed as in a conventional meeting

mentioning the topic, date & time (local time of the originator)
and attendees. This means that teleconferences are to be treated
as a professional meeting.
Limit the attendance list with less than 8 persons for
teleconferences.
At the very beginning of a teleconference, every attendee has to
clearly identify himself. In the minutes, it shall be mentioned who
took part remotely and who was together in one room.
Minimise disruptions (cellphones on silent mode, close the door,
etc.)
Limit the duration to max. 45min

7|OMV-Yemen Exploration GmbH, June, 2011