Вы находитесь на странице: 1из 63

Business Kit Manual Training for Advisors

Table of Contents
Achievers Guide Part A: Setting the Scene Part B: Running a BEES Company Appendices

16-Apr-13

Brunei Entrepreneurship Education Scheme

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

16-Apr-13

Brunei Entrepreneurship Education Scheme

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

16-Apr-13

Brunei Entrepreneurship Education Scheme

Purpose of BEES
Providing Practical Experience to learn business Understand business process Principles of Business Self Discovery Teamwork Build Enterprising attitudes and mindsets
16-Apr-13 Brunei Entrepreneurship Education Scheme 5

Roles of BEES Adviser


Counsel and Guide NOT to Lead and Direct Allow Achievers to make mistakes NOT to solve it for them

16-Apr-13

Brunei Entrepreneurship Education Scheme

The Business Kit


Contains Forms and Documentation To ensure smooth running of BEES IF it doesnt FIT, improvise

16-Apr-13

Brunei Entrepreneurship Education Scheme

Company Concepts (ACH 2)


Legal Structure
Sole Proprietor Partnership Cooperatives Sendirian Berhad / Private Limited

16-Apr-13

Brunei Entrepreneurship Education Scheme

BEES Company Company Structure (ACH4)


Shareholders

Board of Directors

Managing Director / CEO

Secretary

Finance

Production

Sales and Marketing

Human Resource

Research and Development

16-Apr-13

Brunei Entrepreneurship Education Scheme

Sequence of Events (ACH9 and B-15)

16-Apr-13

Brunei Entrepreneurship Education Scheme

10

Week 1
Initial meeting with advisers
Formulate objectives Consider possible products and company name Decide regular meeting tie and location Discuss capitalisation Issue share books

16-Apr-13

Brunei Entrepreneurship Education Scheme

11

Week 2
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
16-Apr-13 Brunei Entrepreneurship Education Scheme 12

Week 3
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

16-Apr-13

Brunei Entrepreneurship Education Scheme

13

Week 4
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
16-Apr-13 Brunei Entrepreneurship Education Scheme 14

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

16-Apr-13

Brunei Entrepreneurship Education Scheme

15

Week 6 till Week 15


Opening Meeting Administration and production Shop Floor Work Closing meeting

16-Apr-13

Brunei Entrepreneurship Education Scheme

16

Monthly
Board Meetings Monthly management information

16-Apr-13

Brunei Entrepreneurship Education Scheme

17

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

16-Apr-13

Brunei Entrepreneurship Education Scheme

18

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

16-Apr-13

Brunei Entrepreneurship Education Scheme

19

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

16-Apr-13

Brunei Entrepreneurship Education Scheme

20

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

16-Apr-13

Brunei Entrepreneurship Education Scheme

21

Week 20
Bank Account close Final General Meeting BEES ends

16-Apr-13

Brunei Entrepreneurship Education Scheme

22

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

16-Apr-13

Brunei Entrepreneurship Education Scheme

23

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


16-Apr-13 Brunei Entrepreneurship Education Scheme 24

Possible Operational Problems


Cash flow or lack of it Overtrading

16-Apr-13

Brunei Entrepreneurship Education Scheme

25

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
16-Apr-13 Brunei Entrepreneurship Education Scheme 26

Liquidation
Set Date Agreement Section directors draft report Remaining Assets to dispose Outstanding invoices & customers Final payments of salaries and commission Accountant produce Profit
16-Apr-13 Brunei Entrepreneurship Education Scheme 27

& Loss BOD discuss bonus and returns Close account Letters of appreciation to advisers/teachers, assistance Review experience and Lessons learnt

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

16-Apr-13

Brunei Entrepreneurship Education Scheme

28

Part A: Setting the Scene


Guidelines for Achievers

Functions, Roles and Responsibilities <a-8>

16-Apr-13

Brunei Entrepreneurship Education Scheme

30

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

16-Apr-13

Brunei Entrepreneurship Education Scheme

31

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

16-Apr-13

Brunei Entrepreneurship Education Scheme

32

Company Secretary <A-11>


Memorandum and articles of association Legal compliance Keep company records Agenda and Meeting notices Formal minutes of meetings communication

16-Apr-13

Brunei Entrepreneurship Education Scheme

33

Finance Director/ Accountant <A-14>


Record financial data Report financial information Budgeting and Control Costing, break even and pricing Workout Example <A-25>

16-Apr-13

Brunei Entrepreneurship Education Scheme

34

Human Resource Director <A34>


Keep Records of employees Recruiting and training staff Health, Safety, and Security Recognizing and Dealing with personal factors

16-Apr-13

Brunei Entrepreneurship Education Scheme

35

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

16-Apr-13

Brunei Entrepreneurship Education Scheme

36

Marketing Director <a-36>


Market Research Feedback on improvement for products and services Discuss distribution methods Forecast sales Works with sales teams

16-Apr-13

Brunei Entrepreneurship Education Scheme

37

Sales Director <A-41>


Locate and sell to customers Plan and implement sales targets Sales training Stock control Promotion and advertising After sales service

16-Apr-13

Brunei Entrepreneurship Education Scheme

38

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
Brunei Entrepreneurship Education Scheme 39

16-Apr-13

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,

16-Apr-13

Brunei Entrepreneurship Education Scheme

40

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

16-Apr-13

Brunei Entrepreneurship Education Scheme

41

First General Meeting (Achievers Chairman )


Officially elect the Company secretary Officially appoint the executives
Finance, production, marketing, sales, r&d, HR, etc Total and position is up to achievers Assistants to positions may be appointed

Discuss
Business Plan (market, products, operations) Shares

16-Apr-13

Brunei Entrepreneurship Education Scheme

42

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

16-Apr-13

Brunei Entrepreneurship Education Scheme

43

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

16-Apr-13

Brunei Entrepreneurship Education Scheme

44

Registration fee is $10 and payable to the BEES secretariat upon submission of the Articles of Association

Payment of company registration fee <Part B-6>

16-Apr-13

Brunei Entrepreneurship Education Scheme

45

Regular Routines <B-9>


Weekly meetings Company Diary of events Opening meeting Production and administration Formal control and reporting mechanisms

16-Apr-13

Brunei Entrepreneurship Education Scheme

46

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

16-Apr-13

Brunei Entrepreneurship Education Scheme

47

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
16-Apr-13 Brunei Entrepreneurship Education Scheme 48

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.

16-Apr-13

Brunei Entrepreneurship Education Scheme

49

Closing down the company


Initial liquidation Intermediate procedures Closing liquidation procedures

16-Apr-13

Brunei Entrepreneurship Education Scheme

50

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

16-Apr-13

Brunei Entrepreneurship Education Scheme

51

General Health & Safety Membership Board of Directors and Meetings General Meetings Financial Miscellaneous Banking procedures
Brunei Entrepreneurship Education Scheme

Appendix 1 Rules and Regulations <Part C>

16-Apr-13

52

General
BEES Company are registered with BEEs secretariat The MAA do Not have legal force, but must be treated as formal documents, they may be amended by 2/3 votes Shares must be limited to friends and acquaintances School work must always come first
16-Apr-13 Brunei Entrepreneurship Education Scheme 53

Health and Safety


Advised to wear old and sensible clothes for production purpose Insurance may be invalidated if neglected 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

16-Apr-13

Brunei Entrepreneurship Education Scheme

54

Membership
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 maybe dismissed by 2/3 votes Each shareholder is entitled to 1 Vote Achievers Minimum attendance of 80% are given certificates.

16-Apr-13

Brunei Entrepreneurship Education Scheme

55

Board of Directors and board meetings


Quorum is 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

16-Apr-13

Brunei Entrepreneurship Education Scheme

56

Financial
Failure to repay share capital reverts to education charity Salary can be paid by hourly, daily, or attendance rate basis which is decided by bod 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%.

16-Apr-13

Brunei Entrepreneurship Education Scheme

57

Miscellaneous
The word Sdn Bhd must not appear in company name 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

16-Apr-13

Brunei Entrepreneurship Education Scheme

58

Currently no procedures Teacher in Charge is the Bank Opening accounts Closing the Accounts

Appendix 2 Banking Procedures <C-6>

16-Apr-13

Brunei Entrepreneurship Education Scheme

59

Appendix 3 Rules of Procedures of Meetings


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
16-Apr-13 Brunei Entrepreneurship Education Scheme 60

Agenda of Board Meetings <C8)


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

16-Apr-13

Brunei Entrepreneurship Education Scheme

61

Appendix 4 BEES Convention


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


16-Apr-13 Brunei Entrepreneurship Education Scheme 62

Appendix 5 Business Plan <C-12>


Products and Service Market Research Market Strategy Organization Operations Financials

16-Apr-13

Brunei Entrepreneurship Education Scheme

63