Ya.co - Project Implementation Plan

Project Organization Summary Each Individual in this business has specific roles and responsibilities to manage. It is recognised however, that in order to function as an effective team these roles are flexible, and individual’s can contribute to different areas of the business than those assigned. Thus, it is hoped that this will create an effective working environment where an individual’s specific knowledge and group collaboration combine to obtain the best outcomes for YA.co. Most importantly each individual has a shared responsibility in the business’s success.

Directors and Officers Managing and Manufacturing Director Christine Leung The Managing Director (MD) is in charge of designing, developing and implementing the strategic plan for YA.co in the most cost effective and time efficient manner. The MD is responsible for both the day-to-day running of the company and developing business plans for the long term future of the organization. A secondary role of the MD is to manage company meetings and ensure that smooth debate and general order is maintained. Thus, the MD has a general coordination role of the different aspects of the business. The Manufacturing Director oversees the production of the product and the development of a production plan. This includes aspects such as, product design, product testing, supply chain management and so on. All general and manufacturing related queries should be directed to Christine Leung.

Company Secretary (Chief Administration Officer) Elizabeth Coleman The Company Secretary (CS) ensures that YA.co complies with relevant legislation and regulation, and keeps board members informed of their legal responsibilities. The CS is YA.co’s named representative on legal documents, and it is their responsibility to ensure that the company and its directors operate within the law. It is also their responsibility to register and communicate with shareholders, to ensure that dividends are paid and to maintain company records, such as lists of directors and shareholders, and annual accounts. Any queries regarding the following should be directed to Elizabeth Coleman: Minutes; Meeting Times, Locations and Agendas; General YAA Forms, Shareholder Records; Any other Official Company Contracts, Documentation and/or Formal Correspondence.

Environmental Director/Information Technology Manager Ray Newman The Environmental Director (ED) is responsible for the environmental aspect of YA.co. This incorporates the following; developing and implementing an

environmental management plan; investigating environmentally friendly materials, suppliers and manufacturing processes; and identify cost savings associated with eco-efficiency. The IT Manager is in charge primarily of YA.co’s website but also any other IT related aspects of the business. Any queries that require an identification of the environmental impacts, or whether a course of action complies with YA.co’s environmental management plan should be directed to Ray Newman. In addition as IT Manager any questions or suggestions regarding the administration and design of the YA.co website may be directed to Ray Newman.

Co-Finance Director Wayne (Yewen) Li The Finance Director (FD) is primarily responsible for managing the financial risks of YA.co. The FD is also responsible for financial planning and recordkeeping, as well as financial reporting to higher management. This role is likely to become more specified as the Co-Directors assume different tasks. Any queries regarding YA.co’s finance should be directed to Wayne Li.

Co-Finance Director Ken (Bao Dinh) Truong The Finance Director (FD) is primarily responsible for managing the financial risks of YA.co. The FD is also responsible for financial planning and record-keeping, as well as financial reporting to higher management. This role is likely to become more specified as the Co-Directors assume set tasks. Any queries regarding YA.co’s finance should be directed to Ken Truong.

Human Resources Director Aaron Sparshott The Human Resources Director (HRD) is responsible for all of the functions that deal with the needs and activities of YA.co employees including these areas of responsibility. This includes motivate and retain current staff; hire new staff; administer attendance and payroll; establish and maintain confidential personnel records; assist in conflict resolution; organise training and development of staff, and monitor the performance of all of YA.co’s employees. Contact Aaron Sparshott if you are unsure who to contact, have a problem with another employee, applying for leave or regarding training.

Marketing Director Jenny (Shengjie) Peng The Marketing Director is responsible for supervising the design and implementation of a market plan and strategies. The following are areas of responsibility for the Marketing Director of YA.co; design and supervise market

research; plan and implement promotions; produce media releases and ensure that all marketing initiatives include recognition of sponsors and YAA. Any queries regarding YA.co’s marketing plan or activities should be directed to Jenny Peng.

Sales Director Binh Nguyen The Sales Director is responsible for managing and co-ordinating all sales activities of YA.co. Other responsibilities as follows; ensure the efficient running of the sales department by maximising performance of sales personnel through recruitment, training and motivation; recommend and advise the senior management on all matters of policy relating to sales; establish and maintain accurate records of orders, stock in storage and held by sales people, and sales and commissions due. Any queries regarding YA.co’s sales plan or activities should be directed to Binh Nguyen.

Managers Advertising Manager Kelly Le

Market Research Manager Oliva Chen

Production Manager/Assistant Company Secretary Tracy Nipperess

Core Procedures Communications Plan The primary method of communication amongst business associates shall be email, with the use of Facebook as a secondary option. Email was selected as the primary choice as it was determined to be the most convenient method for the group to communicate. The following strategy has been developed in regard to email communication; 1. Primary email should be checked at least once a day. 2. Acknowledgement from the receiver is required within 48hrs of the email being sent. This can be either through email or verbal conversation. Facebook should be used in situations that affect the business as a whole or require group discussion. As such; 1. YA.co group page should be checked at least every second day for announcements. Phones are used in situations where the individual has either not complied with the rules above or is absent from a meeting.

Meeting Procedures A set meeting shall be held every Thursday at 5pm. All other meetings shall be organised by the Managing Director, Company Secretary or another Director assigned to organising the meeting for that week. A meeting’s agenda should be planned in advance by the Managing Director and Company Secretary in collaboration with the other Directors. This provides a base structure to the meetings so YA.co’s primary objectives can be accomplished. The Company Secretary’s responsibility is recording detailed minutes and summarising key points of meeting. Subsequently, uploading these minutes to Google Docs and sent as an attachment via email. This allows a written record of team progress to be kept for future reference. In the event that the Company Secretary is not present at a meeting the Assistant Company Secretary shall take over the role of recording minutes. Acceptable reasons for not attending a meeting organised by the Managing Director or Company Secretary are sickness or another valid reason communicated to the group prior to the meeting. In the event that an employee cannot attend a meeting they shall either; •

leave a message with the full details regarding future absence from a meeting on the Facebook discussion board entitled leave. (Note: Communication via facebook is only valid 12hrs before meeting)

•

contact the Managing Director or Company Secretary via phone if less than 12hours until the arranged meeting.

Conflict Resolution Procedures The group recognises that conflict can occur while undertaking a team project. To manage conflict a number of strategies have been developed to ensure that any conflict is constructive and is not detrimental to group performance. 1. Individuals shall negotiate problems between themselves. a. Each individual shall communicate their idea and position clearly to the other and discuss the problem. b. Develop and investigate a number of possible constructive options. c. Reach an agreement on one of the options. If this step fails the process will proceed to the next step. 2. Opposing individuals shall undergo mediation with the entire team to try and develop a positive outcome for all concerned. If this step fails the process will proceed to the next step. 3. Finally, after analysing all options the group will vote on an option and the option with the most votes shall be used. This step requires that all team members vote for an option.