Adeladius Makwega
President’s Office, Records and Archives Department
Sometimes, a major decision begins with a simple idea. A single question can open a discussion, the discussion can bring forward different perspectives, and those perspectives can help shape a decision that serves the interests of an institution and supports the effective implementation of Government responsibilities.
In a meeting, not everyone who speaks necessarily has the final answer, but every contribution can be part of the process of finding the right solution. One person puts forward an idea, another adds a perspective, someone raises a question, and another responds. Step by step, the issue becomes clearer, and decisions are collectively developed.
It is against this background that the Director of the Founders of the Nation and Leaders’ Library Department, under the President’s Office, Records and Archives Department, Mr. Salum Kyando, has emphasised the importance of employees actively participating in executive meetings by sharing ideas, contributing to discussions and responding to issues raised.
Mr. Kyando made the remarks on September 7, 2026, while chairing an executive meeting of the President’s Office, Records and Archives Department, which discussed the implementation of various departmental responsibilities.
He said executive meetings should serve as platforms for open and constructive discussions, where every participant is given an opportunity to express views, contribute to issues under discussion and listen to different perspectives before a decision is reached.
“An issue is presented and discussed in depth, with everyone giving their views on the matter before the meeting, and then we make decisions,” said Mr. Kyando.
From this perspective, employees’ participation in meetings goes beyond simply expressing opinions. It is part of the process of building an institution capable of making informed decisions based on the experience, knowledge and diverse perspectives of its employees.
The meeting brought together Heads of Departments and Units, as well as three members of the Secretariat responsible for the agenda, and lasted approximately three hours. During the meeting, various matters relating to the implementation of the Department’s responsibilities were discussed.
In public institutions, such meetings play an important role in strengthening accountability and cooperation among employees. They provide an opportunity to identify challenges, exchange ideas and jointly determine appropriate measures for implementation.
As the Office continues to carry out its operational responsibilities, it also has the important mandate of protecting and preserving the nation’s history through records and archives maintained for the benefit of the present and future generations.
Among the responsibilities of the President’s Office, Records and Archives Department is to conduct appraisal of closed records in order to identify those of enduring value for permanent preservation and those without continuing value for disposal in accordance with the law.
The Department is also responsible for preserving records through modern technologies to facilitate access while safeguarding original copies. In addition, it collects, preserves and maintains records and materials relating to the Founders of the Nation, with the aim of preserving and sustaining their ideas, values and philosophies for the present and future generations.
This responsibility makes the Department an important institution in safeguarding the nation’s history, as the records and archives preserved today will help future generations understand the country’s journey, the foundations upon which it was built and the decisions made at different stages of its development.
The Department also continues to sensitise the public on the importance of understanding and utilising the services it provides. This initiative aims to ensure that the nation’s records become a valuable resource for citizens, researchers, institutions and other stakeholders seeking knowledge and conducting research.
Ultimately, the importance of an executive meeting is not measured by the number of people seated around the table or the amount of time spent in the meeting room. Rather, its value is reflected in the quality of the issues raised, the depth of discussions and the decisions reached.
Strong institutions are built by people who listen to one another, have the courage to share ideas, respect different perspectives and are capable of transforming issues into decisions—and decisions into action.
Every decision made today presents an opportunity to build a stronger and better institution for tomorrow.
“Executive Meetings: A Platform for Building Effective Decisions.”
Email: makwadeladius@gmail.com
Tel: 0717649257
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