Minutes of Meeting

Middle Level

Date: November 27, 2023

Time: 1:00 PM
Location: Conference Hall #3
Attendees:
1. Muhammad Khurram Iqbal, Senior Engineer Highway
2. Mian Saleem, Senior Associate Engineer
3. Karim Qureshi, Chief Architect
4. Ihsan Ullah, Site Civil Engineer
5. Muhammad Asad, Site Civil Engineer
6. Rana Daniyal, Advisor (Project Based)
7. Muhammad Hameed (Field Engineer)
8. Abu-Bakr Umair Malik, Project Manager
9. Mujahid Akbar, Civil Engineer
10. Rameez Khan, Senior Engineer
11. Jamal Us Saqlain, Highway Engineer
12. Muhammad Adnan, Senior Design Engineer
13. Rehan Ahmad, Planning Engineer
14. Nadia Pervaiz, Front Desk Assistance
15. Junior Teams and other Team Members

Call of Order:
Mr. Muhammad Khurram Iqbal called to order the regular meeting of NLC at 1:00 pm on
November 20, 2023, in the conference hall HQ. The meeting commenced with introductions
and opening remarks by Mr. Mian Saleem, Addressing the importance of implementing and
considering the recent issue raised by NESPAK.

Agenda Points:
1. Discussion of the new policy
2. Enhanced Communication Protocols
3. Contingency Planning for Personnel Changes
4. Sales Representative Verification and Identification Procedures
Discussion:
1) Discussion For New policy:

A detailed review of the complaint submitted by NESPAK was conducted, highlighting the key
points and concerns raised by Mr. Abu-Bakr Umair Malik, the project manager at NESPAK.
The New policies proposed were Enhanced communication Protocols, Contingency Planning for
Personnel Changes, Sales Representative Verification and Identification Procedures and
feedback mechanisms with continuous improvement to be implemented immediately.
The primary objective for implementing the new policies was to achieve a better connection
within the company and cohesion in work. NESPAK always aims for smooth operations and
management.

Proposed Action:
A new policy for timely updates to personnel information is being developed by a cross-
functional workgroup. They have three weeks to complete the draught and make sure it complies
with company objectives. It is important that all staff members are informed of these changes.
The purpose of this policy is to simplify the organization's internal processes for updating
employee data.

2) Enhanced Communication Protocol:

The major issue faced by the company was a lack of proper communication between the
company and the Sales Representative and vice versa. In this meeting, it was discussed that there
is a need to establish improved communication protocols within teams and departments to ensure
swift dissemination of critical information, such as personnel changes, to relevant departments.
To determine the methods to maintain confidentiality while efficiently sharing necessary updates
across the firm.

Proposed Action:
A cross-departmental team has been formed to craft a new policy focusing on swiftly updating
personnel information. In less than three weeks, they hope to complete the policy draft and get it
approved by a review committee to make sure it meets the organization's goals. Notifying every
employee of these upcoming changes and emphasizing their importance in enabling more
seamless updates of personnel information throughout the company is a top responsibility.
 3) Contingency Planning for Personnel Changes:

The management discussed that there is a need to develop a contingency plan to mitigate
operational disruption caused by unexpected personnel changes, such as having backup
personnel or alternative delivery methods readily available. Another important point was
proposed that there should be a strategy to ensure continuity in operations without compromising
on security or efficiency. The data needs to be updated from time to time to ensure reliable data
and to avoid issues in the future.

Proposed Action:
A task team made up of specialists in operations, logistics, and human resources will examine
possible scenarios in which changes to the workforce could impact vital operations. For every
situation, they will create detailed backup plans that will ensure seamless operations even in the
event of unforeseen changes. These strategies will be tested to determine their efficacy, and
adjustments will be made based on the results. Employees will undergo training to become
acquainted with these procedures, guaranteeing readiness for unanticipated staff changes and
continuous operations.

4) Sales Representative Verification and Identification Procedures:

The meeting emphasized verifying the Sales Representative thoroughly before the delivery
process. There must be physical confirmation and communication with the Sales Representative
which will ensure smooth processing and timely dealing with any issue if any, Mr. Khurram also
promised a better system with efficient software which will make the updating of data easy. The
meeting assigned individual duties to team members for specific tasks so that the work is divided
equally, and a channel is established through which a cycle would continue before sending out
any delivery.
Proposed Action:
A group will set up expedited processes for sales agents to verify their identities, guaranteeing
safe identification without jeopardizing individual privacy. This entails developing precise
verification procedures while respecting confidentiality. The intention is to test these new
protocols, evaluate their efficacy, and then roll them out over the entire company. The goal of
this activity is to improve security without compromising individual privacy.
 5) Feedback Mechanisms and Continuous Improvement:
Establish channels for collecting feedback from employees at various levels regarding the
effectiveness of new policies or actions implemented.

Proposed Action:
A program to set up effective feedback channels for ongoing development will be started. This
entails developing easily available channels for staff members to express ideas, criticisms, and
insights. Periodic evaluations will be carried out to evaluate input and apply required
modifications, guaranteeing ongoing improvement of procedures and functions. By using
efficient feedback systems, this initiative seeks to promote an improvement- and responsiveness-
oriented culture within the company.

New Agendas:

1. Feedback Mechanism and Continuous Improvements

A department meeting,feedback and maintenance for delivery and Sales Representative support
was developed after this meeting which helped Sales Representatives ensure proper
communication with the company and the highway engineer Mr. Jamal Us Saqlain. This
department was the bridge between the Sales Representative and the site management team.

2. Develop and Implement Updated Personnel Information Policy:

A special team was assigned to draft a comprehensive policy outlining the procedures for timely
updates of personnel information, including protocols for employees to report any personal
changes and assign a deadline for the policy draft and subsequent implementation after necessary
review and approvals.
 3. Plan and execute diversity and inclusion training:
A committee was assigned to curate and develop training modules focusing on workplace
diversity, inclusion, and sensitivity. Set a schedule for the training sessions and communicate the
plan to all levels of employees, ensuring participation and engagement.

4. Revise Communication Protocols and Dissemination Channels:

A team was assigned to review and revise communication protocols and the systems with
efficient software were allocated to the department of feedback and maintenance for smooth data
management and to establish an efficient channel for disseminating critical information,
especially regarding personnel changes.
5. Change of Employee Position:
Discussion was held on the transition of the employee's role from an external sales representative
to an internal duty considering their recent change of identity. Address the need for a supportive
and inclusive workplace, ensuring that the employee's professional capabilities align with the
internal role. Consider any required adjustments to job responsibilities, workspace
accommodations, and communication strategies to facilitate a smooth transition. Additionally,
explore potential training programs to educate team members on diversity, inclusion, and
respectful workplace practices.

Meeting Summary:
The meeting centered around reviewing the complaint filed by NESPAK concerning the
unexpected change in the sales representative's identity and its repercussions on operations. Key
agenda points encompassed an analysis of current protocols, formulation of new policies, and
outlining actionable steps to prevent similar incidents in the future. An evaluation of existing
protocols was held, and changes were brought by implementing new strategies. The meeting
successfully developed a comprehensive policy for timely personnel information updates and
teams were assigned to diversity and inclusion training modules. The meeting concluded with a
clear roadmap for policy enhancements, training initiatives, and technological explorations
aimed at mitigating similar incidents and ensuring operational resilience in the face of
unexpected personnel changes.
Adjournments:
The meeting was adjourned at 1:00 AM by Mr. Muhammad Khurram Iqbal. The next meeting
will be held on November 22, 2023, at 10:00 AM with the middle management.

Prepared By:
Rana Daniyal – Advisor (Project Based)
November 20th, 2023