MAKERERE UNIVERSITY BUSINESS SCHOOL

PROGRAME: BUSINESS ADMINISTRATION

COURSE UNIT: BUSINESS COMMUNICATION SKILLS

COURSE CODE: MGTI105.

GROUP NAME 27

SEMESTER: TWO

DATE: 22ND/03/2017

GROUP MEMBERS

NAME REG NO STUDENTS

LUGAYAVU DAVID 16/U/14855/EVE 216007558
KISAME JACKIE C 16/U/14549/EVE 216009211
NAMUKASA ANITA 16/U/16576/EVE 216003352
NAJJEMBA JOSPHINE 16/U/15909/EVE 216010968
HASAHYA SANDRA VIVIAN 16/U/13851/EVE 216013893
BAMPIIGA RASTO 16/U/13494/EVE 216011377
AISU STEPHEN 16/U/19171/EVE 216021020
ECHABU LAWRENCE 16/U/19367/EVE 216021040
MUTONYI PHIONAH 16/U/19743/EVE 216021070
KAKUNGULULU FAIZOL 16/U/14063/EVE 216016246

TECHNOBRAIN

Technobrain Uganda is a government owned organization Statistics forth (4th) floor. It started in

the early 2002.

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Their website is www.technobrainbpo.ac.ug.

Technobrain is the leading information Technology (IT) solutions provider and it has expressed

its plans to become the leading IT company and software application provider for the African

Continent. This was revealed by its directors Saj Abraham and Gachomo in a report in African

Business review.

It was initially focused on developing operations in East Africa: however it has expanded its

reach and now operates in South Africa, Zambia. Mozambique. Ethiopia. and Malawi among

Several others,

Mission:

To be recognized as a respected Global IT firm, that is highly valued by its clients, employees

and partners.

Vision:
Identifying and implementing technologies that are most relevant to the requirements of our
clients.
Empower our clients by building their capacity to use the technology implemented.
Building a strong consultant team and creating a constructive work environment.
Continuously investing in our people to become leaders in technology.
Slogan (African Proverb)

If you want to move mountains tomorrow, you must start by lifting stones today.

Among the activities carried out by Technobrain include;

Offering innovative software solutions for government, Non- government organizations and
large private organizations in Africa.

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 Carrying out sales for instance Technobrain is currently advertising and carrying out sales for
DSTV.
Branding
Providing Information Communications Technology (ICT) solutions.
Networking so to say, Technobrain is currently networking online for betway (betting online)
to increase their customer base.
Processing Microsoft Certificates.
Carrying out surveys For example surveying and making reports for organizations like
Uganda Bureau of Statistics.
Reasons for choosing Technobrain

It has a wide source of information since its based in different parts of the world

The technological advancement in our country Uganda and the world at large inspired us to

go in for an IT firm.

Why Technobrain is the best practice for our Topic (business meetings)?

Being students of entrepreneurship, we had to go in for a firm that is so innovative, this is can

be evidenced by different companies such as betway Uganda, DSTV and organizations such

as Uganda Bureau of Statistics going to Technobrain to seek innovative and creative ideas

from Technobrain on how to improve their services to their customers.

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COMMITTEE MEMBERS ROLE IN THE MEETINGS

Committee members include:

The chair person

The participants

The secretary

1. CHAIR PERSON

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 A chairperson is the person who has been appointed as the highest ranking officer of the meeting,

The chairperson of the meeting presides over the meeting to ensure that participants are

following the conversations of the meeting.

Below are the roles of the chair person when Technobrain holds a meeting:

Controlling the meeting, that is to say, setting the starting time and ending time and

ensuring that it is strictly followed.

All remarks are addressed through the chair person.

The chair person makes sure that members do not interrupt each other.

The chair person makes sure that members aim at reaching a consensus. A consensus

refers to a a group discussion where everyones opinions are heard and understood.

The chair person carries out disciplinary measures in case of any misconduct of a

participant.

The chair person also organizes members to take a vote if the consensus is not reached.

The chair person involves all members present in the meeting and not permitting one or

two people to dominate the meeting

Summarizing after the meeting is also done by the chair person. This is done to indicate

progress or lack of.

Concluding one point and leading to the next is also a duty of the chair person during a

meeting at Technobrain.

The chair person highlights important points in a meeting.

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 Clarifying any misunderstanding during a meeting is also a role of a chair person.

Due to team work that prevails at Technobrain, the chair person also assists the secretary

if necessary.

The chair person also makes sure that the majority win the vote clue to the democracy

that exists within Technobrain.

It is also the role of the chair person: ensure that all members accept the majority

decision.

The chair person also has the right to call off the meeting and reschedule it. This normally

happens incase of any inconveniences before or during the meeting.

2. PARTICIPANTS

While it is the role of the chair person to run the meeting, the participation of all members is

fundamental to the success of the meeting.

During a meeting at Technobrain, the participants also have a say. This includes:

Participants undertake any necessary participation prior the meeting.

They have to arrive on time, that is to say. at least fifteen (15) minutes before the meeting.

Participants who fail to comply are given a penalty.

Since Technobrain is worldwide, participants keep an open mind during the meeting because the

organization serves a wide range of people.

It is the duty of participants to listen to the opinions of others. It is also acceptable to debate

about them.

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Since it is a meeting, participants have to participate. This is because it is not a church hearing (it

is not a preaching where the preacher is not questionable).

Participants should also avoid dominating the proceedings. Meetings are held to have views from

different employees, so it is not a one mans participation.

It is also a role of participants to avoid conflicting situations during a meeting.

Participants also avoid side conversations such as gossips which destruct others. If a matter is

raised and someone is disagreeing, he/she has to bring it out openly.

Participants also ask questions to clarify understanding. If something is not clear, it is the role of

participants to ask questions for clarity.

Participants note down any action agreed upon. Note-taking is a powerful aid to communication,

it is a way of summarizing and retaining the key points from what you have heard and

understood.

After the meeting techno brain employees(participants undertake any action agreed upon and

brief others as appropriate)

3. SECRETARY:

A secretary is that person who acts as a guardian process of a meeting. Usually the person who

takes the arrangements for the meetings ad keeps formal records of the groups process and

decisions.

As a committee member of the meeting, the secretary also has the roles to take and these include;

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 The secretary e:s to the venue early and checks whether everything is okay, that is to say.

The secretary at Technobrain gets to the venue of the meeting thirty (30) minutes before.

The secretary sends notifications to everyone about the meeting. Notifications can either

be through the internet via emails, whatsapp or any other social media since it is an IT based

company.

The secretary makes sure that knows who is expected to attend the meeting. This is

because the secretary sends out notifications to different members and also gets feedback

before the meeting.

The Agenda of the meeting is set by the secretary. At Techno brain, it is the duty of the

secretary to know what comes first and last during the meeting.

Before the meeting sets off, the secretary reads out the minutes of the previous meeting.

This is done to ensure clarity about what was discussed before and make efforts to put them

into practice.

It is at times the role of the secretary at Technobrain to give thought of who sits where.

For instance the directors, general manager, team leaders, employees, name it.

The secretary also makes sure that has plenty of spare copies of papers for those who

have not brought a copy. As usual, it is a nature of most people to forget so it is the role of the

secretary to make provisions for them.

The secretary also ensures that meetings are effectively organized and minuted.

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 Maintaining effective records and administration. A secretary has to keep records of the

company, say minutes of the meeting and they must be confidential.

Upholding the legal requirements of governing documents (where relevant) for example

the company law. At times there are situations that need legal evidence during the meeting,

so it is the secretarys role to carry them.

Keeping up-to-date contact details, that is to say, names, addresses and telephone

numbers for the management committee and where relevant ordinary members of the

organization. This is because at times the secretary has to make some inquiries before and

after the meeting.

Filing minutes and reports. This is very important for evidence and also measuring

success of the company,

Compiling lists of names and addresses that are useful to the organization including those

of appropriate officials of voluntary organizations. This is because Techno brain deals with a

number of people both within the country and abroad.

Keeping a record of the organizations activities. Among these activities include, keeping

the clients documents and so many other records.

Keeping a diary of the future activities. These may include, the financial plan, the action

plan, name it.

Taking minutes of the meeting and sending them out to the general manager or team

leader(s) before the end of the day. Below is a sample of the minutes taken by the secretary

after the meeting at Technobrain.

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TECHNOBRAIN UGANDA MONTHLY MEETING HELD ON 30TH SEPTEMBER 2016

AT 10:00AM IN THE BOARD ROOM.

AGENDA

Opening prayer

Communication from the chair person

Reading of previous minutes

Matter arising

Any other business

Closing prayer

MEMBERS PRESENT

Mr. QUDDUD MARTIN CHAIR PERSON

MR.RAHEEM HUSSEIN

Ms. NAKYAZI CAROLNE - SECRETARY.

MR. SAJ RIZVA

MEMBERS ABSENT WITH Apology

Ms. NALIJMANSI CHRISTNE.

MR. OARCOMC SA.

Min 1/09/2016 Opening prayer

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The opening prayer was led by Mr. Quddus Martin who appreciated God for the success he hi

given us a: Technobrain and also asked him to guide us during the meeting.

Min 2/09/2016 Communication from the chair person

The chair person expressed his pleasure to the members who turned up for the meeting and

encouraged them to keep it up. He further read out the agenda to the participants and called them

upon to keep order and time when raising their issues.

The chair person was also so delighted by the hard work of the participants which has driven the

company to prosperity.

Min 3/09/2016 Reading of previous minutes

The secretary read out the minutes of the previous meeting that was held on 28th of

August 2016 and all participants agreed with her.

Mm 4/09/2016 Matters arising

A participant suggested that there should be a reduction in the working hours of thirty (30)

minutes. This implied that instead of leaving work at 5:30pm, we should leave at 5:00pm.

Min 5/09/2016 Any Other Business (A.O.B)

A member was congratulated upon making 30th birth day.

Min 6/0912016 Closing prayer.

The closing prayer was led by Mr. Saj Rizvan who gave glory to God for his guidance during the

meeting and also asked him for the protection to the Company so as to stay ahead of its

competitors.

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Signed by, Approved by,

Ms. NAKYANZI CAROLINE, MR. QUDDUS MARTIN1

SECRETARY. CHAIR PERSON.

The illustration below indicates the appearance of the Technobrain board room where meetings

are commonly held.

The following are some of the terms commonly used during meetings at Technobrain;

1. TECHNOLOGY IN MEETINGS.

As previously introduced, Technobrain is an IT based company. This implies that committee

members in most cases use technology during meetings such as Skype where different people

discuss issues about the company online through the use of the internet and the computer or their

personal gadgets such as laptops.

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2. ABSTAIN.

This is where a member refrains from voting either in favour of or against the motion. To refrain

is to stop yourself from doing something. Mr. Martin Quddus who is one of the employees of

Technobrain explained to us (group 12 members) that it is okay for one or two members not to

for for or against a motion raised during a meeting.

3. VIDEO CONFERENCING.

At Technobrain, video conferencing is also among the terms used during a meeting. Video

conferencing involves using multiple webcams by multi users and an internet connection

therefore allowing a meeting takes place over long distances and cutting out the need to travel.

This has greatly helped the company to operate from different parts of the world,

The above is an illustration of video conferencing.

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4. LAPTOPS.

Due to the technology in meetings at Technobrain, laptops are also used as portable computers

and give members in the meeting access to file when needed. Laptops do not need any cable to

power them due to their rechargeable battery.

5. PROJECTORS

Some issues in the meeting might be practical and need presentations, the projectors allow

members in a meeting to present powerpoint presentations, graphs and statistics allowing other

members to clearly see and understand what the presenter is trying to say. All this was told to us

by Mr. Raheem Hussein the head of the ICT department.

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6. PROJECTOR SCREENS

Using of projector screens gives clear and professional presentations. The projector screens work

with the projector. Without the projector screens, the projector cannot be 100% effective.

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7. ADDRESS THE CHAIR

During a meeting at Technobrain to speak, he/she must go through the chair person for example

Main. madam. Mr. Chairman.

8. ADJOUR1MENT

Since everyone at Tehnobrain is given an opportunity to express their views during a meeting. at

times the meeting rmght run ou: of time. This makes it necessary for the chair person to adjourn

the meeting until a later ate. Adjournment is also among the terms commonly used during

meetings at Technobran.

9. AMENDMENT.

Amendment as one of the term used during meeting at Technobrain refers to the change of a

proposed motion by addition, deletion or modification of words. An amendment must be

proposed, seconded and voted upon in the usual way due to the democracy that prevails in the

company.

10. BALLOT

Before attending to us and telling us (group 12 members) the information we needed from them

about meetings, the Technobrain staff told us that the information is confidential and must not

leak. So this comes to also explain a ballot as written vote with provision for preserving secrecy

of each individuals vote.

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11. CASTING A VOTE

This refers to an additional vote usually held by the chair person to enable a decision to be made

if the votes when counted easi1y FOR and AGAINST a motion are of the same number, that

is to say, if both si.es have ten (10:10) votes.

12. MAJORITY

This refers to the greater number of members who either vote FOR or AGAINST a motion.

This is also a term commonly used in meetings at Technobrain.

13. POINT OF ORDER.

A query raised by a member regarding the procedure of the meeting or a query relating to the

standing orders or constitution for example absence of a quorum.

(A quorum is the minimum number of members of a deliberative assembly necessary to conduct

the business / affairs of that group / meeting.) This mostly happens where members in a meeting

go astray therefore forcing the chair person to demand for order in a meeting.

Compiled by,

GROUP 27 MEMBERS.

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