MINUTE OF THE DEPARTMENTAL MEETING HELD ON 5TH OF JANUARY, 2024

The meeting started at exactly 7:30am.

COMMENTS/RESOLUTIONS/OBSERVATIONS MADE ON THE LAST MEETING MINUTE:

1. The MD asked the Trainee Managers to reschedule the training of staff on Product Knowledge to quarterly
training starting from this January.
2. The MD asked Mr. Akinwale to ensure that the printed copy of the minute of the meeting is submitted
latest by the last day of the month.
3. The MD asked Mr. Nwaosah to submit the report on the training of the CSR on WhatsApp usage
immediately after the meeting and to train just one of the CSR personnel on WhatsApp usage while the
other is trained on email.
4. The MD the Procurement, Inventory and Operation units to work more on the redistribution of the entry
level laptops available in stock.
5. The MD asked Mr. Stephen Oghenekume to snap the said ongoing building project and send to Mr. Ajani.
To get the details of the owner of the building and the details of the agent in-charge for the management to
discuss with them directly, and to forward all the contacts of agents that have been contacted to the
management.
6. The MD added that Mr. Stephen Oghenekume should give weekly report on the search for a space every
Tuesday to the management via the Skype group which will be created for this purpose.
7. The MD asked Mr. Ajani to follow up on Mr. Nwaosah on informing HP advert team of our intention of
using video content form of advert henceforth.
8. The MD noted that the Account unit is still being expected to tidy up the accounts for AGM to be held.
9. Mr. Alabi noted that discussion is on going already with MFI on Kyocera products and the intention is to
select the products with price and feature advantage. He added that the branches will be informed as soon
as both parties arrived at a conclusion.

The motion for adoption of the minutes was moved by Mr. Olubajo and seconded by Mr. Akinwale at 8:08am.

OBSERVATIONS AND RESOLUTIONS ON DEPARTMENTAL REPORTS

CSR UNIT
OBERVATIONS AND RESOLUTIONS
1. The MD commended the CSR for a good job done concerning the report.
2. The MD asked the CSR to collate the list of customers emails and the phone numbers to which messages
were sent but the mail or SMS failed to deliver or from which an invalid details notification was received.
The list should be sent to each branch accordingly for them to verify the email address and the contact
numbers provided.
3. The MD asked Mr. Ajani to follow-up on the CSR for the above.
4. The MD asked the Procurement team to always make enquiry from Max Consults for every Designjet
request henceforth.

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5. The MD added that the CSR should hand over the Resellers follow-up task to the branches accordingly
henceforth.
6. The MD therefore instructed the managers to ensure that the Reseller’s follow-up report is submitted by the
end of the third week of the month henceforth.

MINNA BRANCH
OBERVATIONS AND RESOLUTIONS
1. The MD commended the improvement of the branch and urged the branch to sustain the performance
going forward.

JOS BRANCH
OBERVATIONS AND RESOLUTIONS
None.

LOKOJA BRANCH
OBERVATIONS AND RESOLUTIONS
1. Mr. MD urged the branch to do better in the current month.

PROCUREMENT UNIT
OBERVATIONS AND RESOLUTIONS
1. Mr. Adepitan asked if there is any order already placed.
2. Mr. Alabi responded that no order has been placed yet but the unit is working towards placing order as
soon as the current outstanding with the distributors is significantly reduced.
3. Mr. Adepitan further asked for what value is being projected as the minimum value to reduce the
outstanding to before placing order(s).
4. Mr. Olubajo responded that the projection is around 300,000 USD to 200,000 USD. He added that it is
hoped that Mitsumi’s outstanding will be cleared by February 2024 if the set target of paying 200,000
USD per month is met.
5. Mr. Oluremi suggested visiting some local suppliers/resellers to get their list of available products and
prices so that the products with price advantage which are not spread across the market can be procured
from such supplier/reseller and be distributed across the branches to sell fast.
6. Mr. Alabi responded that the Procurement unit is already trying its best in fixing the best prices for our
products, and promised to work on the local purchases for the moving products.
7. The MD noted that the currently available products that have not been moving need to be pushed in order
for the management to meet up with the projected payment plan.
8. Mr. Adepitan urged the branches to try their best in pushing all the slow and non-moving products such as
the EliteBooks in order to help in raising the needed fund.

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9. The MD noted that the Procurement unit must henceforth ensure that the products to be procured are
moving products.

ONLINE MARKETING UNIT

OBERVATIONS AND RESOLUTIONS
1. Mr. Adepitan commended the performance of the unit and urged the unit to keep giving its best.

KADUNA BRANCH
OBERVATIONS AND RESOLUTIONS
1. Mr. Adepitan urged the branch to focus on other product categories apart from printers to categories like
Copier, Projector e.t.c as it seems that there is high demand for copier currently.
2. The MD buttressed Mr. Adepitan’s comment.

KANO BRANCH
OBERVATIONS AND RESOLUTIONS
1. Mr. Adepitan noted and commended the improvement of the branch and urged the branch to keep
improving on what was done that paved way for the performance reported for the month under review.
2. The MD also commended the performance of the branch.
3. The MD asked Mr. Alabi to discuss with him on how HP Pavilion 14 x360 Core i5 model can be procured
locally.

INVENTORY UNIT
OBERVATIONS AND RESOLUTIONS
1. The MD asked Mr. Esezobor to henceforth fill the values for the 3-months stock comparison report.
2. The MD asked the Procurement team to work more on the prices of the products purchased locally for us to
always have the selling prices appropriately set based on the local prices in Naira.

OFFLINE MARKETING UNIT

OBERVATIONS AND RESOLUTIONS
1. Mr. Adepitan appreciated Mr. Alao for the immense personal effort he has always put into the business.
2. Mr. Oluremi buttressed Mr. Adepitan’s point and urged Mr. Alao to impact more knowledge on other
marketers.
3. The MD also commended Mr. Alao and added that if the organization should have like 5 of Mr. Alao in
Lagos, this will greatly change the status of the organization.
4. The MD asked the Inventory and Procurement to continue to help Mr. Alao with goods and prices to
enable him continue to do well.

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 WEB-ADMIN UNIT
OBERVATIONS AND RESOLUTIONS
1. Mr. Oluremi suggested that the unit should look into boosting the video adverts online for a better result.
2. The MD asked Mr. Nwaosah to henceforth create 2 videos for advert in a month.
3. The MD also asked Mr. Nwaosah to share idea with Mr. Adepitan and Mr. Oluremi on products not
moving which are available in stock like the ProBook and EliteBooks to be advertised.
4. The MD added that Mr. Nwaosah should give report on the above in the next 1 week.
5. The MD asked Mr. Nwaosah to do analysis of video advert boosting cost and submit to him.

HR UNIT
OBERVATIONS AND RESOLUTIONS
1. The MD asked the HR to work on the unit’s report against the next meeting in order to have a much better
report to be presented for the unit.

ACCOUNT DEPARTMENT

OBERVATIONS AND RESOLUTIONS

1. Mr. Olubajo asked Mr. Plangshak to visit FIRS office to confirm the needed documents for Annual Returns
certificate.
2. The MD added that Mr. Plangshak should liaise with Mr. Olubajo for any guidance or clarification
concerning the above and also to do same for PENCOM certificate.

GARACHI BRANCH
OBERVATIONS AND RESOLUTIONS
1. The MD expressed displeasure over the performance of the branch and asked the branch to sit up so as to
do better in the month of January 2024.

LAGOS ISLAND BRANCH

OBERVATIONS AND RESOLUTIONS
1. The MD advised that Mr. Uzochi should use the scenario that happened to Lagos Island with relation to the
printers sold by Mr. Alao to improve himself and reach out to more of end-users.
2. The MD encouraged all the branches to do more of online presence.
3. The MD noted that the management will continue to support the branch but the branch should begin to
work more on how to sell the available ProBooks and EliteBooks.

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 ENUGU BRANCH
OBERVATIONS AND RESOLUTIONS
1. The MD asked the Inventory work on restocking Enugu branch with copiers as soon as possible.
2. The MD added that the branch will be observed in January in order to confirm if the reported activities in
December 2023 were actually the reason for the reported poor sales performance.

IBADAN BRANCH
OBERVATIONS AND RESOLUTIONS
1. Mr. Adepitan urged the branch to try to expand its coverage within the locality for better awareness and an
enlarged customer network which will result in better sales.
2. The MD advised that the branch should push more of Projectors, Copier, Printer, ProBooks and
EliteBooks.

AUDIT DEPARTMENT

OBERVATIONS AND RESOLUTIONS

1. Mr. Plangshak suggested pushing the NeverStop printers for HP advert. He also suggested pushing the
Networking and Security products that have overstayed in the inventory too.
2. Mr. Ogbaje noted that the most of the Networking and Security products mentioned by Mr. Plangshak are
out-dated already which means that some of them will not be compatible with the recent level of
technology.
3. The MD asked the Inventory unit, the Operation unit and the Procurement unit to retrieve all the old
consumables and accessories for their prices to be reviewed.
4. The MD added that the 3 units mentioned above should also work on retrieving all the non-moving
compatible toner cartridges so that they can be returned to the suppliers.
5. The MD asked the Procurement team to separate the ones that are still selling among the old consumables
and accessories to be retrieved for decision to be taken on them.
6. The MD noted that the report on point 5 should be submitted latest in 2-weeks’ time.
7. The MD commended Mr. Plangshak for the good job done and urged him to keep up the good work as this
would help to sanitize the inventory gradually and also help the branches to sell.

OLU-KOLESHO BRANCH
OBERVATIONS AND RESOLUTIONS
1. The MD commended the slight improvement recorded by the branch and tasked the branch to continue
improving by competing with the other branches in the same category as well as by increasing sales of
printers.

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 PORT HARCOURT BRANCH
OBERVATIONS AND RESOLUTIONS
1. Mr. Adepitan urged the branches to do more on getting end-users just as PHC branch does on monthly
basis. He added that this will keep the branches in business consistently.
2. The MD commended the performance of the branch and hoped for much better performance in the new
month.

ICT UNIT
OBERVATIONS AND RESOLUTIONS
1. The MD asked Mr. Akinwale to keep pushing MIPL team until the Profit and Loss issues are resolved
completely.

SHOPPING MALL BRANCH

OBERVATIONS AND RESOLUTIONS
1. The MD appreciated Mr. Adepitan and the entire Abuja team for always surprising him with their
performance most especially during the current period when there are a lot of challenges affecting sales
generally. He therefore urged them to keep it up.

OSHITELU BRANCH
OBERVATIONS AND RESOLUTIONS
1. Mr. Adepitan suggested that the management and the branch need to go back to the drawing board to re-
strategize so as to enable the branch to do well and keep doing better.
2. The MD appreciated the branch and encouraged the branch to keep doing their best while the management
also tries its best concerning the availability of fast-moving goods at good prices.

OPERATION UNIT
OBERVATIONS AND RESOLUTIONS
1. Mr. Olubajo noted that the branches should henceforth notify the management not later than a month time
before the expiry of their office space rent.
2. Mr. Ajani buttressed Mr. Olubajo’s comment and urged the branches to henceforth try to manage their
respective landlord or agent concerning the renewal of their rents.
3. The MD asked Mr. Ajani to henceforth present each maintenance and expenses report in a tabular form for
easy view and comparison.

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 A.O.B
1. Mr. Ogbudu reported the issue about a laptop that has a different screen resolution detail published on HP
website and in the nomenclature from what is the actual resolution of the laptop.
2. Mr. Ogbudu also reported about the faulty truck parked in a plaza, that the owner of the plaza is now
disturbing for the removal of the truck.
3. Mr. Ajani asked Mr. Ogbudu to someone who would fix the faulty truck and relate the process with the
Head Office.
4. The MD asked Mr. Okereke to correct the nomenclature of the laptop reported by Mr. Ogbudu and report
the error to HP as well.
5. The MD added that the Procurement team will be billed heavily the next time such misinformation issue
comes up.
6. The MD added that the Procurement team should henceforth check every PC, Printer, Projector and Copier
to be sure that the correct details are represented in the nomenclature created.
7. The MD advised that Mr. Ogbudu should look for an alternative pending the time that the truck is fixed or
plead with the owner of the plaza where the truck is parked for more time.
8. Mr. Adepitan reported that about 80% of the HP 150a and 150nw printers supplied have imaging drum
issue and they have been taken to the Service Centre.
9. The MD asked Mr. Ajani to take up the HP 150a and 150nw printer issue reported by Mr. Adepitan with
the HP team for prompt action and update should be given to the MD soonest.
10. Mr. Oluremi expressed gratitude to God Almighty for bringing every member of staff and the
management into the year 2024. He prayed for the organization and every individual. He also appreciated
every manager and staff for their contribution towards the growth and continuity of the organization.
11. Mr. Alabi urged the branches to ensure that they preview and adjust their presentation slide respectively
before submission.
12. The MD asked Mr. Ajani to assign and inform Mr. Samuel Koyenhan about taking charge of every slide
for meetings henceforth.
13. The MD appreciated everyone for their effort, support and contributions in year 2023.
14. The MD noted that the management has learnt from the current challenge and will be able handle
similar challenges as well as procurement issues in a better way henceforth.
15. The MD prayed that the organization will bounce back and regain its leading position in ICT business in
the year 2024.

Motion for adjournment was moved by Mr. Adepitan and it was seconded by Mr. Ogbaje.
The meeting ended at 1:24pm and The Grace was shared by everyone.