BRILHO LIMITED
P.O BOX ……………………..
NAIROBI, KENYA
MEETING MINUTES
OCTOBER 12, 2022.
OPENING
The regular meeting was called to order by company’s Director (Samuel Wamenju) on 12th
October 2022 at 12:00 noon. The meeting was held at Ellena Company’s headquarters in the
Director’s Office.
IN - ATTENDANCE.
1.
2.
3.
4.
Samuel Wamenju – director
Bilha Njoki
Joseph Gitau
Nancy Githuku
The meeting started with a word prayer conducted by Bilha and the members were recognized
by the Director.
AGENDA.
Conducting a gap analysis in order to identify the “gaps” that needs efforts optimization in the
company.
Gaps identified in the company
1. There is no a proper way of invoicing
i.
A conclusion was made that many invoices are not captured in our QuickBooks
system and that we need to come with a tracking way of ensuring that all in
orders are invoiced.
ii.
That there are duplicate invoices i.e. same order invoiced twice.
iii.
We don’t have restrictions on our QuickBooks system that means anyone is able
to access it. In this a password needs to be created.
iv.
It was noted that payments are not posted and that our systems that all our
invoices captured are not paid.
v.
We have not well interacted with our QuickBooks system so far. There is a need
to interact more with it more to ensure that we offer our clients with, accurate
vi.
invoices, delivery notes and sales receipt way forward after their payments are
posted.
It was noted that van selling sales are not invoiced.
2. Terms of payment
The customer credit policy needs a review that it is noted that some of our customers
don’t pay on the terms stated and what does the policy say?
3. Delivery Hitches.
There are late order deliveries to customers due to late production.
4. Challenge in new customers communication
There is a challenge in following up of payments from our new customers especially
from those contacted from the office. A Case was raised whereby a new customer from
western buys some products from the office, and wants to give out a cheque or cash.
It’s unfortunate as per now that there is no one to pick the cheque/ cash. This brings
another gap that there are few marketers
5. Salary advance policy.
It is noted that there is no a particular set time/date staff can take an advance. Is there a
policy if not, can it be created?
6. Sales control.
We don’t have a good record of track of our sales. Are our all our invoices captured and
are they paid?
As per now we don’t have an accurate report on our monthly sales.
7. Expenses Control
It is noted that that there is no expense control and that our expenses has exceeded our
sales.
8. Fuel policy
9. Job descriptions
There is need for our staff to have a job description as it came to our attention that
many don’t exactly know what they are expected to do.
10. Daily targets policy
It’s noted that there is Laxity and time mismanagement due to lack of daily targets.
ACTION ITEMS
The team was provided with a hand copy of roles and responsibilities of each department.
Everyone should go through it and come up with suggestions and ideas to be presented at the
next meeting in order to finalize.
AGENDA FOR THE NEXT MINUTES
1. To discuss the highlighted gaps in the company and come up with the solutions.
2. To discuss the roles and responsibilities of different departments in the company into details.
ADJOURNMENT
Having stated the gaps in the company, the meeting was adjourned at 2:00p.m with a word of
prayer by Joseph Gitau.
NEXT MEETING
Our next meeting is going to be held on Tuesday 25th October 2022 at 10.00a.m using the same
platform.
Minutes submitted by………………………………………………….
Approved by………………………………………………………………