Summary - Structure, To Do List and Documentation

1. Sote ICT Practice Companies
Checklist

2. Practice Company Organizational Chart
CEO
Customer
Relations
Assistant Employees
Financial
Department
Assistant Employees
Human
Resources
Assistant Employees
Marketing
Department
Assistant Employees
Production
Department
Assistant Employees
Deputy CEO
General
Secretary

3. To Do List
No. ITEM DESCRIPTION OFFICIAL IN
CHARGE
1 Email Address Creation of company / individual emails and
send the emails to Sote ICT Center Admin/ Team
(soteict@gmail.com and gift@kasigau.org)
CEO/
Deputy CEO
2 Facebook page Creation of company Facebook page and send
the Facebook link to Sote ICT Admin/ Team
(soteict@gmail.com and gift@kasigau.org)
CEO
3 Term Plan/
Dates
Each company has to create a term plan with
deadlines of activities they would carry.
CEO/
Deputy CEO
4 Term Reports Each company has to write a term report of
what they have been doing in their company(
i.e. activities, achievement and/or difficulties)
and send it to the Sote ICT Admin/ Team
(soteict@gmail.com and gift@kasigau.org)
CEO/
Deputy CEO
5 Communication Each company has to write an email about
minutes/ short reports and/or updates and send
them to the Sote ICT Center Admin/ Team
(soteict@gmail.com and gift@kasigau.org at
least twice/week on what they did during the
week.
CEO/
Deputy CEO
6 Sote ICT
Facebook Page
Everybody in the company should visit and like
the Sote ICT page to see updates from other
schools, any posted competition or event and
also connect to other Practice Companies.
CEO/
Deputy
CEO/
Individuals
7 Establishing
partnerships
CEOs of each company should establish
partnership with products/ services related
Practice Firms to network, share ideas and
experience.
CEO/
Deputy CEO
8 Business Case
( transactions)
Each company has to do at least 1 (one)
Business Case process (transaction) with any
Practice Company from other schools under
Sote ICT project.
CEO/
Deputy CEO
and all the
department
managers

4. 9 Research
Competitions
and getting
information of
different
business
documents
online.
Each company should research for competitions
and more business document designs online
often so that to improve the general
documentation.
CEO/
Deputy CEO
and all
department
s Managers/
Assistants
10 Documentation Each Practice Company has to create and file
basic business document( Invoice, statement
flow, receipts, customer satisfaction form,
thanksgiving letters, customer complaint form,
brochure, purchase order, business cards,
employees’ contract, Employees’ attendance
list, organizational chart, production flow-chart,
price list, production records and letter head) in
required department files and also send some
copies of the same business documents to the
Sote ICT Center Admin/ Team
(soteict@gmail.com and gift@kasigau.org) for
corrections and reference.
Department
managers/
assistants
and
members
11 Company’s
Logo, Vision
and Goals
Each company has to design an official logo for
their company with/ (according to the)
company’s cooperate colours (e.g. safaricom
cooperate colours are green, white and red)
CEO/Deputy
CEO/general
secretary
and the
Marketing
department
12 Company’s
Power Point
presentation
Each company has to create a vivid and relevant
power point presentation about the company
activities, pictures of products, services,
organizational chart, when was started and
achievement.
CEO/
Deputy CEO
and
brainstorm
with all the
other
employees
13 Filing System Each Company has to keep/ save their business
documents both as hard copy in the required
department spring file and also as softcopy in a
CEO/
Deputy CEO
and all the

5. named folder ( “company name” ) in computer’s
local disk and not on the desktop.
department
managers
14 Number of
Companies and
Students.
Maximum number of Practice Company is three
(3) per school and the maximum number of
students per Practice Company is 20.
Patron and
Students
15 Departments Each company has to establish 5 departments
(i.e. Financial Department, Human Resources
Department, Customer Relations Department,
Production Department and Marketing
Department) plus the Secretariat which consist
of the CEO, Deputy CEO and General Secretary.
Patron and
the CEO/
Deputy CEO
Note: Work can be delegated to the deputy CEO, department managers,
assistant managers and members by the CEO.

6. Compulsory and Recommended Documentation
CEO and Deputy CEO
 Logo
 Motto
 Vision and Goals
General Secretary
 Letter Head
 Minutes
Customer Relations
 Thank You Note
 Customer Satisfaction Form
 Customer Complaint Form
 Follow-Up Emails
 Customer Feedback Survey
 Strategies of Improving Customer Service
Financial Department
 Invoice
 Receipt
 Financial Statements

7.  Quotation
 Salary Policy
 Balance Sheets
 Late Payment Letter
 Possible Financial Strategies
 Loan Application Review Form for Employees
Human Resources
 Employees’ Contracts
 Organizational Chart
 Attendance List
 Records for Salary Payments of the Employees
 Interview Guide for Recruiting New Staff in all the Departments
 Policies and Rules for the Company Staff
 Appointment Letter for the Applicants
 Welfare Policies for the Staff
Marketing Department
 Brochure
 Purchase Order
 Business cards
 Business plan
 Catalogs
 Customer Return Report
 Letter Announcing New Products and Services

8. Production Department
 Productions Records
 Production Flow Chart
 Price List
 Catalog of Equipment and Machineries
 Safety Guidelines while Working in the Company
 Licenses and Production Permits