Business kit manual training 20130416

Business Kit Manual Training
for Advisors
Prepared by:
Mohamad Fadhilullah @Bobby

Table of Contents
• Achievers Guide
• Part A: Setting the Scene
• Part B: Running a BEES Company
• Appendices
16-Apr-13 2Brunei Entrepreneurship Education Scheme

Achievers’ Guide
• Introduction to BEES
• Company Concepts
• Sequence of Events
• Shares
• Regular Meetings
• Liquidation

Introduction to BEES
• Purpose of BEES
• The role of BEES Advisers
• The Business Kit

Purpose of BEES
• Providing Practical Experience to learn
business
• Understand business process
• Principles of Business
• Self Discovery
• Teamwork
• Build Enterprising attitudes and mindsets

Roles of BEES Adviser
• Counsel and Guide
• NOT to Lead and Direct
• Allow Achievers to make mistakes
• NOT to solve it for them

The Business Kit
• Contains Forms and Documentation
• To ensure smooth running of BEES
• IT is a Guideline
IF it doesn’t FIT, improvise

Company Concepts (ACH 2)
• Legal Structure
– Sole Proprietor
– Partnership
– Cooperatives
– Sendirian Berhad / Private Limited

BEES Company Company
Structure (ACH4)
Shareholders
Board of
Directors
Managing
Director /
CEO
Secretary Finance Production
Sales and
Marketing
Human
Resource
Research and
Development

Sequence of Events
(ACH9 and B-15)
16-Apr-13 Brunei Entrepreneurship Education Scheme 10

• Initial meeting with advisers
– Formulate objectives
– Consider possible products and company
name
– Decide regular meeting time and location
– Discuss capitalization
– Issue share books
Week 1

• First General Meeting
– Decide on company name
– Select product(s)
– Elect Chairman/Managing Director and
remain executive directors
– Organize executives to carry out Market
Research
– Administration – complete company
registration documents and opening bank
account
Week 2

• Decide product prototype, production
plan, target market, pricing, agree salaries
• Administration – documents to be completed
and sent to BEES secretariat
• e.g. Memorandum and articles, company
registration, list of machinery or tools, advisers
record, tenancy agreement, etc
Week 3

• Business Plan
• Health and Safety at work
• Agenda for first board meeting to be
discussed
• Notice of board meeting is posted on
Notice board
• Sales of Shares
• Production Starts
Week 4

• First Board Meeting
• Copy of memorandum and articles of
association and certificate of incorporation
posted on notice board.
• Trading Commences
Week 5

• Opening Meeting
• Administration and production
• Shop Floor Work
• Closing meeting
Week 6 till Week 15

• Board Meetings
• Monthly management information
Monthly

• Board Meeting
• Date set for Winding Up
• Run Down of Stocks Planned
• Liquidation Procedure Initiated
Week 16

• Disposal of Fixed Assets
• Disposal of raw materials, stocks & work
in progress completed
• Stocks of Finished Goods Cleared
Week 17

• Reports to shareholders & final account
drawn up
• Liquidation report Issued
• Discussion of disposal of trading surplus (if
any)
Week 18

• Declaration of Dividends
• Allocation of dividends to share holders
• Taxes and Zakat Paid
• Reports & Accounts adopted and
circulated to members
• Letters of Appreciation
Week 19

• Bank Account close
• Final General Meeting
• BEES ends
Week 20

Shares
• Price of Shares is $2.00 each
• Max authorize capital is $1,000
• Each achiever must be a shareholder
• Maximum Shares per person is 25 Shares

Regular Routines
• Weekly Meetings
• Short opening and closing
– Opening – check and update plan, coordinate
admin and production
– Closing – to consider work completed and
compare with original plan
• Monthly meeting – to formally receive
progress.
• Half year board meeting

Possible Operational Problems
• Cash flow or lack of it
• Overtrading

To avoid problems
• Do not take on business that will stretch
resources
• Try and obtain credit from suppliers of raw
materials
• Establish the credit worthiness or
prospective customers
• “Just in Time” vs “Just in Case”
• Do not rely on one major customer

Liquidation
• Set Date
• Agreement
• Section directors draft
report
• Remaining Assets to
dispose
• Outstanding invoices &
customers
• Final payments of
salaries and commission
• Accountant produce Profit
& Loss
• BOD discuss bonus and
returns
• Close account
• Letters of appreciation to
advisers/teachers, assista
nce
• Review experience and
Lessons learnt

Final meeting
• Invite all participants and shareholders
• Review the experience gained
• Discuss the Many Lessons Learned

Part A: Setting the Scene
Guidelines for Achievers

Functions, Roles and
Responsibilities <a-8>

Board of Directors
<A-9>
• Set Targets, plans and timescales
• Agree staffing and resources
• Communication and Coordination
• Determines financial returns
– Remuneration to employees
– Dividends to shareholders
• Maximized profits, minimize costs
• Devise effective organizational structure

Managing Director/ Chairman
<A-10>
• Elected by the Board
• May be the same or separate
• MD ensures that investment of
shareholders
• Ensure resources are allocated effectively
• Bear the ultimate responsibility for
company activities

Company Secretary
<A-11>
• Memorandum and articles of association
• Legal compliance
• Keep company records
• Agenda and Meeting notices
• Formal minutes of meetings
• communication

Finance Director/ Accountant
<A-14>
• Record financial data
• Report financial information
• Budgeting and Control
• Costing, break even and pricing
• Workout Example <A-25>

Human Resource Director <A-
34>
• Keep Records of employees
• Recruiting and training staff
• Health, Safety, and Security
• Recognizing and Dealing with personal
factors

Production Director
<A-38>
• Organize to provide goods or services
• Product design and engineering
• Stock and inventory
• Quality control
• Training and Safety
• Industrial employee relations

Marketing Director
<a-36>
• Market Research
• Feedback on improvement for products
and services
• Discuss distribution methods
• Forecast sales
• Works with sales teams

Sales Director <A-41>
• Locate and sell to customers
• Plan and implement sales targets
• Sales training
• Stock control
• Promotion and advertising
• After sales service

Part B: Running the BEES
Company
• Initial Meeting
• First General Meeting
• Company notice board
• Agenda for first General meeting
• Share books
• Payment of Registration fee
• Business plan

Initial Meeting (informal)
• Advisers start the meeting
(assign a temporary secretary)
– Introduces BEES, themselves, their roles
– Ask achievers to introduce themselves, interests and
aspiration
– Decide the time and day for weekly meetings, location of
notice board
– Discuss role of business within economy
– Discuss organization roles and responsibilities
– Ask achievers to share their strengths and
weaknesses, role,
– Discuss business name, products and objectives,

First General Meeting
(Adviser) <Part B-2>
• Elect a chairman who will be appointed MD
– Not necessarily the most popular or the most willing
• Identify the most suitable person for their post
• All members may nominate themselves
• Contested positions may present themselves
before casting of votes
• Once all positions are filled, post it on company
notice board
• HANDOVER meeting to NEW CHAIRMAN

First General Meeting
(Achievers Chairman )
• Officially elect the Company secretary
• Officially appoint the executives
– Finance, production, marketing, sales, r&d, HR, e
tc
– Total and position is up to achievers
– Assistants to positions may be appointed
• Discuss
– Business Plan (market, products, operations)
– Shares

The Company Notice Board
<Part B-4>
• Discussed as early as possible
• Should be prominent, seen by all
interested parties
• Posted
– a copy of “Rules of Procedures at Meetings”
– A copy of completed “memorandum and
articles of association”

Share Books <Part B-5>
• Read rules and regulation in appendix 1
• WEAR achiever card when selling shares
• Secretary maintain record on form sec/5

Payment of company
registration fee
<Part B-6>
• Registration fee is $10 and payable to the
BEES secretariat upon submission of the
Articles of Association

Regular Routines <B-9>
• Weekly meetings
• Company Diary of events
• Opening meeting
• Production and administration
• Formal control and reporting mechanisms

Possible format of meetings
• Chairman calls meeting to order
• Secretary records the names of those present
• Secretary reads minutes of previous meetings. Chairman
asks those present to confirm they are true. Chairman signs.
• Chairman asks for other matters. Followed by immediate
discussion, and decision; or to be discussed later.
• Various BRIEF reports are presented or discussed. Chairman
invites Q n A.
• Chairman Enquires any other business which requires
attention
• Meeting adjourned

BRIEF Reports
• MD makes general statement
• Financial Report from Accountant
• Sales achievement from Sales and Marketing
Manager
• Production achievement from Production
Manager
• Other Reports
– Achiever attendance, motivation, safety, and
disputes

Half year board meeting
• Special board meeting
• May be done in may
• To deal with
– Resignation of all executives
– The election of new executives
• All are eligible for election to the various
executive positions.

Closing down the company
• Initial liquidation
• Intermediate procedures
• Closing liquidation procedures

Appendices
• Appendix 1 – Rules and Regulations
• Appendix 2 – Banking Procedures <not
discussed in-depth>
• Appendix 3 – Rules and Procedures
• Appendix 4 – BEES Convention
• Appendix 5 – The Business plan Template

• General
• Health & Safety
• Membership
• Board of Directors and Meetings
• General Meetings
• Financial
• Miscellaneous
• Banking procedures
Appendix 1 –
Rules and Regulations
<Part C>

• BEES Company are registered with BEEs
secretariat
• The MAA do Not have legal force, but must
be treated as formal documents, may be
amended by 2/3 votes
• Shares must be limited to friends and
acquaintances
• School work must always come first
General

• Advised to wear old and sensible clothes
for production purpose
• Insurance may be invalidated if found
negligient
• Know location of telephones and first aid
kits
• List any tools and equipment used in
manufacturing
• Not recommended to produce fresh food
stuffs or resell unbranded goods for
consumption
Health and Safety

• Limited to active participants
• Should be Between 13 and 16 yrs.
• Full-time students of the school
• Each achiever MUST own at least 1 share, but no
more than 25.
• Absence of 3 successive meetings shall
automatically forfeit membership and board
directorship
• Any member may be dismissed by 2/3 votes
• Each shareholder is entitled to 1 Vote
• Achievers with Minimum attendance of 80% are given
certificates.
Membership

• Quorum is ½ of board
• Board meetings shall be held monthly
• Special meetings may be called by chairman
or at least 3 directors
• Executives are elected during initiation and at
mid-term
• Decision of board are made by a majority
vote
• Chairman is tie breaker
Board of Directors and board
meetings

• Failure to repay share capital reverts to education
charity
• Salary can be paid by hourly, daily, or attendance rate
basis which is decided by board of directors
• Liquidation report must be drawn at the end of period
• Corporation tax and zakat is sent to bees
• Surpluses may be distributed as dividends
• Proportion of profit allocated to Dividends SHOULD
be limited to 25%.
Financial

• The word “Sdn Bhd” must not appear in
company name.
Instead use “a BEES Company”
• Regular meeting date and location must be
establish
• Business should not commence until registration is
completed
• Do not infringe any local laws
• If any equipment is hired, a reasonable charge
must be levied for its use
• If doubt exists, contact BEES secretariat
Miscellaneous

• Currently no procedures
• Teacher in Charge is the Bank
• Opening accounts
• Closing the Accounts
Appendix 2 –
Banking Procedures
<C-6>

• All business activities controlled by the the elected
Board
• Company Secretary must put a notice of meeting
5 days before it is to take place
• All meetings should take place during regular
scheduled hours <except for special meetings>
• Chairman is responsible of orderly conduct of
meetings,
• Secretary will record names of present and take
minutes
Appendix 3 – Rules of
Procedures of Meetings

• MUST include following items
– Minutes of last meeting
– Matters arising
– Reports of Directors
– Any other urgent Business
– Decision on matters shall be decided by
majority present, Chairman is the tie breaker
Agenda of Board Meetings <C-
8)

• Company Annual Report
– Reports form executive directors
– Final Profit and Loss Account, Balance Sheet and
Liquidation Report
• Lessons learnt
– What could have been done differently
– What would happen in the future
• Organization Chart
• Report submitted to BEES Secretariat
Appendix 4 – BEES
Convention

• Products and Service
• Market Research
• Market Strategy
• Organization
• Operations
• Financials
Appendix 5 –
Business Plan <C-12>

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