FECT ADMIN

 Admin Meeting – 27.11.2020. Time – 4.30 – 5.25PM Attendance - LZ, TH, FS Absent - RZ -        Organize the office documents in the relevant places since staff are not attending there are particularly things out of order, we had a form of Legal work- so that needs to be arranged (RZ, ZJ, TH to attend to this) ·          Started legal things to get done. ·          Organize the legal cupboard (arrange the files)   Legal -        RTI Letters to be revised and posted as soon as possible ·          ETF response came last week (Date ?) -        Come up with plans on how to organize the Legal cupboards, should we buy another cupboard or filing cabinet? -        Exclude forwarding mails to AH in emails as she shall be unavailable for 3 weeks Collaboration Boards -        Update the Trello boards of Admin/HR/Legal/Re-org as decided in the past meetings (FS,RZ) -        IT Trello Boards - IT master task list, Instruments, Communication to be updated by TH  Generate materials for Notice Board +

  Attendance - LZ,TH,RZ,ZJ - Organize the office documents in the relevant places since staff are not attending there are particularly things out of order, we had a form of Legal work- so that needs to be arranged (RZ, ZJ, TH to attend to this)   Legal - RTI Letters to be revised and posted as soon as possible - Come up with plans on how to organize the Legal cupboards, should we buy another cupboard or filing cabinet? - Exclude forwarding mails to AH in emails as she shall be unavailable for 3 weeks Collaboration Boards - Update the Trello boards of Admin/HR/Legal/Re-org as decided in the past meetings (FS,RZ) - IT Trello Boards - IT master task list, Instruments, Communication to be updated by TH Generate materials for Notice Board + Reference files -Take prints of the updated Staff contact list, purchase contacts, service contacts, google calendar, Health, IT and work from Home Guidelines, Akurana & Digana guidelines, Updated rules & regulation guidelines, Updated Handbooks,

  Participants - LZ, RZ, TH, FS Time – 3.30 - 6.20 Agenda            - Trello Board (Admin/ HR/ Legal / ZY cases )   1.         Went through FS monthly report – Follow up needed 2.         Went through the Legal Trello board below changes made -            Already added tasks changed as SMART tasks -            Added due dates -            Added members -            Added labels (How Important and Urgency)   3.         ZY Cases -            Identified the revised tasks. -            Identify the Information cards & move it to the information board.   4.         HR -            Identified the questionable cards. -            TH/FS – Review all the cards that you are in and created and check whether they are SMART. -            Improve the Trello use - RZ   5.         Admin -            Identify Learning Resources for Trello for all Staff   6.         Checked the attendance summary sheet prepared by RZ.   Note - NEED TO IMPROVE ABOVE MENTIONED TASKS BEFORE THE NEXT MEETING

  What is in this guide? Why should organizations have a good filing system Important things to know about filing How to set up a filing system   Why should organizations have a good filing system Filing means keeping documents in a safe place and being able to find them easily and quickly. Documents that are cared for will not easily tear, get lost or dirty. A filing system is the central record-keeping system for an organization. It helps you to be organized, systematic, efficient and transparent. It also helps all people who should be able to access information to do so easily. It is always a pleasure when someone looks for something and is able to find it without difficulties. In our organizations we work in groups. We receive and send out documents on different subjects. We need to keep these documents for future reference. If these documents are not cared for, we cannot account for all our organizational activities. Everyone who needs to use documents should know where to get the

Participants - LZ, RZ, TH, AH, FS, ZJ Time - 2.00 – 3.25 Agenda -            Admin Blog -            OSF – Documents uploaded by TH & ZJ -            Trello Board – Admin & HR OSF Page -            LZ explained how to edit wiki page, how to add image/links -            Need to provide description in the wiki page – FS / 08.11.2020 -            Organized all the uploaded documents - FS / 08.11.2020   Trello Board -            Admin Trello Board 1.         Better use of Wi-Fi packages ·           There is SLTgo - how many persons can put that App - so they can use the Digana office Package. ·           Should we downgrade the Digana office package and the Akurana? ·           Monitor the usage - AM / ZJ - and adjust accordingly 2.         Review Remaining Admin Trello Boards ·           Decided  to maintain o     Admin – FS o     HR - RZ/FS ? o     Orgs - DS / FECT / TCG / Trust – o     VSO - FECT / TC o     Legal – RZ o     Finance – RZ o     Re-Org – LZ 3.         NAITA Registr

ADMIN ZOOM MEETING - 02.11.2020 Participants - LZ, RZ, TH, AH, FS, ZJ Time - 4.00 - 5.30 Agenda - Trello Board (Admin/ HR/ Legal / ZY cases / TC set up / VSO - FECT and TC in Akurana / DS/ Strategic Planning ) - SWOT Analysis - Blog & Other Knowledge management Went through the Trello boards. It' not maintained for more than one month. - In the FECT Admin Trello Board - Admin - Re-Org 2020 Card - Strategic Plan Ver 29 - Add when/who created - TH Took the percentage how we think Category                                                                  RZ            TH             FS Office Management                                                 20            10             15 HR                                                                            15             20             20 Physical Inventory                                                    15              5              10 Library