8T7 REFLECTION REPORT final

REFLECTION REPORT BACHELOR OF BUSINESS ADMINISTRATION AND EBUSINESS MANAGEMENT Topic: Understanding the situation of business management at Edutrain Global Joint stock Company Student: Name DECLARATION I certify my authorship of the report entitled “Understanding the situation of business management at Edutrain Global Joint stock Company” This paper is the result of my own work and effort, and that it has not been submitted anywhere for any award Where other sources of information have been used, they have been acknowledged I have recieved the author’s acceptance with those materials copyrighted Signature……………………………… Date: …./…./2020 …… PERFACE Business is one of the key activities determining the existence and development of an enterprise In today's integration time, to survive and compete, businesses must constantly change, adapt and improve operational efficiency In many industries, the education - training business sector is considered to provide many development opportunities for businesses In the future, the investment in education - training is expected to grow rapidly to meet the increasing demands of society The internship at Edutrain Global Joint Stock Company showed that the company was particularly interested in sales activities However, business activities at the company still have some shortcomings in the process of determining the sales targets, allocation sales resources, limitations on qualifications and ways to contact customers of employees The company has not developed a specific KPI system to evaluate sales staff as well as the company does not pay much attention to scientific and technological advances in sales administration activities Understanding the situation helps the company to see the weaknesses, overcoming these weaknesses will help sales activities at the company become more effective For these reasons, the author chooses the topic "Understanding the situation of business management at Edutrain Global Joint stock Company" The topic revolves around the current situation of sales activities at Edutrain Global Joint Stock Company, through the situation, we can see the strengths and weaknesses of the sales department and propose some personal solutions and recommendations about the problem TABLE CONTENTS DECLARATION PERFACE LIST OF THE FIGURES AND TABLES EXECUTIVE SUMARY CHAPTER 1: INTRODUCTION ABOUT EDUTRAIN GLOBAL JSC 1.1 General information 1.2 Culture 1.3 Organizational structure CHAPTER 2: Understanding the situation of business management at Edutrain Global Joint stock Company 10 2.1 Overview of the sales department at the company 10 2.2 Develop sales goals 11 2.3 Monitoring and evaluating sales performance 12 2.4 Comment on sales management activities at Edutrain Global., JSC 13 2.4.1 Advantages 13 2.4.2 Disadvantages 14 CHAPTER 3: Comparison of critical on theory and the experience during the practice trainning 16 3.1 Listening Skill 16 3.2 Document Control 18 CONCLUSION 19 REFERENCE 20 LIST OF THE FIGURES AND TABLES Figure Figure 1: Organizational structure Figure 2: Sales Department’s organizational structure Table 1: Descriptive statistics on sales department personnel 11 Table 2: Sales goals at the company 12 Table EXECUTIVE SUMARY Today, with the trend of integration, business is not only encapsulated in the country but also has cooperation with many different countries And English becomes the medium of communication throughout the world, so a business that requires candidates with good English is understandable This is an important key to comprehend, learn from experience and if you have good English, this will be one of the important keys to help rise and reach your career Internship at offices and offices is a time when students get acquainted with the new environment, new people and new jobs The relationship is expanded, when the ability to express themselves through the position and have a good dedication will certainly pay off Many students are retained to work at the company, becoming an official employee after the end of that internship And when you have had time to practice in the internship, students, and now that official staff, will develop more smoothly, and opportunities for advancement are also more It can be said that the time for university practice is quite short, only a few months, but it is extremely important to help students improve skills and competencies but also open up job opportunities after graduation My internship at Edutrain Global joint stock Company has great significance and importance to me After nearly two months of practicing here, I have grasped the process of formation, development and operation process of the company I had the opportunity to practice and gradually improve my English translation practice skills I also had the opportunity to apply what I learned to my job This will be of great help to me after I graduate CHAPTER 1: INTRODUCTION ABOUT EDUTRAIN GLOBAL JSC 1.1 General information Full Name: Edutrain Global Joint-stock Company English name: Edutrain Global JSC Established date: 25/11/2019 Tax code: 0316037408 Headquarters: 134/1 Cach mang thang 8, Ward 10, District 3, Ho Chi Minh City Mail: contactus.edutrainglobal@gmail.com Facebook: https://www.facebook.com/edutrainglobal/ Web: www.edutrainglobal.com Logo: 1.2 Culture Culture of "No Boss No Staff" Everyone is as important as everyone, everyone has the right to speak, contribute ideas to the organization, contribute to the construction and development of the company Made for passion, not for hire Do your favorite job or field wholeheartedly Glad to be dedicated to the organization Perfect yourself, not just finish your work Working to learn from each other good things, experience from colleagues or subordinates, cultivate the knowledge base for themselves, it is very necessary for each person in life and at work Acknowledged achievements and honors, opportunities for advancement in work Be discovered and perfect own abilities Employees will receive weekly skills training to improve themselves better in life and at work At Edutrain Global, success is based on teamwork, not independent and personal work Pasal desires to create excellent work groups, each team member takes ownership of their work, accomplishes well, contributes their opinions and ideas to the team, takes responsibility and is committed to working together to achieve the organization's overall goals 1.3 Organizational structure Figure Organizational structure (Source: Administration - Human Resources Department) • Director: Managing and operating all activities of the company and take responsibility before the law for the company's activities - Be responsible for planning, implementing, monitoring, and evaluating the results of the company's tasks - Manage teachers, officials, employees of the company in accordance with the law - Granting certificates certifying student's learning results according to the competence prescribed by law • Academic staff Department: Responsible for enrollment, organizing classes, planning specific teaching assignments for each class • Administration - Human Resources Department: Arrange, allocate labor appropriately, set up the company's personnel plan, build salary, fine, insurance regime, etc • Sales Department: Marketing and information research, understanding the insights of customers, setting up market records, surveying behaviors of potential customers, market segmentation, identifying goals, brand positioning, construction, and implementation of marketing strategy plans • Teachers: Those who are recruited rigorously, meet the company's standards, and are the ones who teach students directly CHAPTER 2: Understanding the situation of business management at Edutrain Global Joint stock Company 2.1 Overview of the sales department at the company Edutrain Global’s sales department is responsible for customer service, consultancy support This department directly meets customers of the company and conducts business transactions on behalf of the company The sales department has the following organizational structure: Figure Sales Department’s organizational structure Source: Sales department Department Head has the responsibility to control all activities of the department, plan, allocate resources for implementation of the department’s plan Deputy Department Head: Support to control the activities in the department, allocate the staff in the department and report directly to the Department Head Staffs: Directly meet customers, support customers wishing report the work to the deputy sales department head Sales department in the company is the department with the largest number of personnel, this is also the department responsible for meeting, consulting customers and bringing revenue to businesses Table 1: Descriptive statistics on sales department personnel Experience / Age Under 25 years old From 25 to 35 Over 35 years old years old Under year From to years 10 From to years Over years Total personnel 23 (Source: Sales Department) The company's sales department has a total of 23 employees, including employees under the age of 25, accounting for 21.7%, employees from 25 to 35 years old, accounting for 39.15% and employees over 35 years old accounts for 39.15%, so the employees working in the sales department are mostly old employees (the main employees are over 25 years old) About experience: Among 23 employees working in the company's sales department in 2018, the sales department has employees with less than year of experience, accounting for 17.4%, 11 employees have to years of experience, accounting for 47.8%; employees with years experience, accounting for 21.7%, employees with years experience, accounting for 13% As a result, employees of the company's sales department mainly have from to years of experience In addition to the experienced employees of the company's sales department, they also hire new and inexperienced employees Inexperienced staff will be trained 2.2 Develop sales goals The Board of Directors of the company has summarized the business situation at the company, thereby setting the targets to be achieved and setting specific sales targets by years for the sales department The sales targets are set based on opinions from the Board of Directors based on the business situation including: revenue, profit over the years, fluctuations of the market and based on current resources at the company: In which, Edutrain Global’s sales target is set out in the following table: Table 2: Sales goals at the company Unit: Million VND 11 Target/ year 2020 2021 2022 Net revenue (Million VND) 900 1000 1100 Profit before tax (Million VND) 250 350 450 Number of returning customers 80% 90% 90% (%) Source: Sales Department The company sets a target for 2020 with revenue of 900 million dong, accounting profit before tax of 250 million and the number of returning customers to the company is 80% In 2021, the company sets the target for net revenue of billion dong from the sales department with 350 million dong of accounting profit before tax and 90 percent of returning customers; by 2022, the company sets a target for net revenue of 1.1 billion dong; Accounting profit before tax is 450 million VND; The number of returning customers is 90% In order for all sales department's staffs to be able to understand the goals of the department, the head of the department is responsible for conveying information about the department's goals to each employee Each employee not only understands the sales goals of the department but the head of the department and the deputy head also rely on the goals of the whole department to allocate specific targets for each staff in the department Usually the targets will be distributed evenly to staffs of the department to ensure fair competition and to fairly assess their staffs After having a goal for the sales department, the head of the department will proactively propose specific sales plans and methods The business plan is proposed by the head of the department and then submitted to the board of directors for approval Depending on the specific circumstances of each specific period, the head of department will give solutions to adapt to the changes as well as specific business plans to adapt 2.3 Monitoring and evaluating sales performance Controller and evaluator: 12 Currently the head of the department and the deputy head, who directly manage the sales staffs, will control and evaluate the subordinates However, the process of evaluating sales staffs in the company is done emotionally The company has not developed a KPI set to evaluate sales staffs The evaluation is mainly done based on the revenue that the each of the staffs brings, meanwhile the attitude of the sales staffs at work is neglected and less evaluated Criterion to evaluate sales staffs of the company The evaluation of the performance of sales staffs in the company is determined by the results that employees bring Units for measuring sales staffs results include: - Sales in cash: The deputy head of department will summarize the sales results of sales staff monthly and notify the sales staffs of the level of completion of their work Depending on the specific time, the sales targets for staffs will change monthly - Sales for new customers: In order to expand business, Edutrain Global JSC is quite interested in new customers The company always encourages its sales staffs to find new customers and sell to new customers Sales for new customers are also one of the important criteria that the company sets out to evaluate its staffs - Selling expenses: In addition to the targets of sales, the company is also quite interested in selling expenses, the company now allows selling expenses to range only from to 10% of the sales revenue Sales staffs also need to pay attention to selling expenses if they are wishing to achieve the company's targets 2.4 Comment on sales management activities at Edutrain Global., JSC 2.4.1 Advantages The company emphasizes the functions and tasks of the sales department for the overall development of the business This is essential to have a great impact on the development of the company in the future The company has built a standard sales process for employees in the sales department With the sales process, new employees easily integrate with the work, and 13 managers are also easier to track the progress of the work, evaluate the performance of employees in the room business The sales process outlines each specific step: Searching for customer information, proactively contacting customers, consulting, paying, storing customer information This is a quite complete process, still suitable for the company at the present time The company also has policies to prevent risks and close orders Collaborate between traditional sales channels and online sales channels to get the job done The company has a large sales team, in which the proportion of employees with university or college degrees accounts for a high proportion, with experienced employees The company is very interested in the status of business operations, the allocation of business human resources, setting specific criteria to evaluate the effectiveness of the sales department as well as the employees operating in the room The managers and deputy managers of the company regularly follow the activities of subordinate employees to promptly detect employees' mistakes, capture the working situation of subordinate employees to make suitable strategies 2.4.2 Disadvantages Although defining the sales goals for the sales department, the sales goals are not specific Especially depending on the size of the project, depending on the time when the sales goals set out in the beginning may not be appropriate Currently, the company has not made timely adjustments to business objectives and strategies The company pays little attention to the application of technological advances to sales as well as sales management Currently, the management of sales staff at the company as well as maintaining relationships with customers in the company are being done manually without the intervention of technology software Today, technology software is considered one of the advantages to help improve the competitiveness of businesses, not paying attention to sales software will make the company lose certain competitive advantages market 14 Currently, the company allocates its sales force to customers Salespeople in a company can usually only provide strong sales advice to clients they are entrusted with For those customers who are not in charge, the sales staff are often not confident enough to advise and sell The success of a sales person depends a lot on the emotions of the employees in the company Especially new sales people in the company when they not have enough experience and necessary skills, which makes them feel awkward in consulting and customer support At the same time, some salespeople may not be able to control their emotions during their sales process The company does not have a KPI system to evaluate salespeople, the evaluation of employees is mainly based on sales revenue and profit At the same time, when conducting the assessment, the sales manager of the company's sales department also made an emotional assessment This has led to some salespeople being dissatisfied with the reviews of their superiors 15 CHAPTER 3: Comparison of critical on theory and the experience during the practice trainning 3.1 Listening Skill The meeting is one of the most important company's activities The reason is that meeting with partners and customers will help us understand better the issues faced by both parties and come up with ideas together to make it easier to cooperate Participating in regular meetings between partners, customers is an essential and important job in the process of implementing a project During the meeting, the parties will come together to agree on the things in the cooperation as well as the things that are not well understood about the project Organizing meetings will help the project run smoothly and consensus from both sides Before the meeting begins, I will be informed by the manager and supervisor of the meeting for two to three days in advance The first thing is that I will arrange to book the place where the meeting takes place The second thing is preparing equipment as well as ordering coffee Sometimes there will be long meetings and a light tea party is needed So if the meeting time is long, I need to organize a tea party with tea, coffee and some light confectionery for partners I was a duty on getting the Meeting room always in ready status for Project Meetings and issuing Minute of Meeting (MOM) for reporting to Project Manager regularly After a meeting, I have to hand-in the Minute of meeting for my manager This is one of the most important mission I need to complete A standard format of the MOM shall be used to record meeting minutes and required actions Minutes shall be prepared after the meeting issued for review and thereafter incorporate comments Draft minutes to be prepared within two business days of the meeting and find form available with one business day of receiving comments after executes by all parties the minutes shall be distributed to all attendees and others as Draft minutes to be prepared within two business days of the meeting and find form available with one business day of receiving 16 comments after executes by all parties the minutes shall be distributed to all attendees and others as determined by the Project Manager In order to complete this task, I have to learn a lot of skills Firstly, communication skill is one of the necessary skill I should apply Thanks to the teachers at the school always create conditions for me to participate in extracurricular activities and team-work activities, my communication skills have a good foundation In the meeting, there were many people including the staff in the department, the staff from the partner’s company and the customer That's why I need to behave properly, politely, and in harmony with everyone Not only that, I need to learn the style of people around me and get advice from supervisors To catch up the content of the meetings, I needed to apply the knowledge from Listening (1,2,3,4) I have learned at university because usually, they all spoke English in the meeting I apply the Listening skill to grasp the main ideas whenever a major presenter spoke Besides, Public Speaking & Negotiation was another necessary skill, which helped me to share my own ideas everywhen have a chance During the meeting occur, I am responsible for taking note the content of the meeting and after that, I will compile the completely minute of that meeting This mission requires me to be quick to adapt to the atmosphere of the meeting I must always concentrate on being able to promptly record the information in the meeting Writing and memorizing skills are very important to meet this task well In the first time, I had a lot of difficulties in listening to the partners who said during the meeting because the majority of foreigners came from countries like Malaysia or India so their voices were difficult to keep up While studying at school and through self-study, I often hear conversations with the accent come from America or England So listening to voices from countries where English is not a mother language is extremely difficult for me But my colleagues always help me if I have any problems The content I have recorded I will edit it and send it to my supervisor to consider whether I miss any content or make any mistake In addition, they will comment on the content for me The next thing I did is to amend the notes that I have 17 written them in complete form according to the form I received before Finally, I sent it back to the supervisor The manager will judge whether I did well through the content I have recorded and assess whether I am focused on the meeting or not Besides, my manager also asked some questions about the meeting and asked how I felt after the meeting From my opinions, the manager will give me more suitable advice to help me improve my skills better 3.2 Document Control Document Control is a document management profession whose purpose is to enforce controlled processes and practices for the creation, review, modification, issuance, distribution and accessibility of documents The important thing is to ensure that the assigned papers are always neat and orderly I was often tasked with organizing project documents The supervisor gave me a list of names of employees who needed to be issued a VISA to prepare for their overseas trip and paperwork but were very messy My job was to arrange them by name on the assigned list and check whether the staff has enough papers and who has papers but isn’t on the list that I need to add them right the way After the arrangement is completed, I will write down any staff who are not enough or have no clear documents and return it to my supervisor Sometimes the supervisor gave me documents to scan I was assigned a supervisor's bill and my job was to arrange the bills in the order of the months of the year and separate the bills and scan each sheet then sent to the supervisor's computer system each own folder The document control work requires me to be quick, careful and know how to arrange the task to quickly complete the task Sometimes the paperwork is so much that I can't avoid making a mistake Sometimes I forgot some of an employee's papers or scanned the documents At such times, the supervisor will check and message me the items I have left behind so that I can add more From the small errors, I will remember and draw experience to not make that mistake the next time 18 CONCLUSION The placement is the transition between the learning environment and the practical social environment, give me the opportunity to interact with the reality of connecting theories learned in the school to the real environment This placement is one of the challenges for me This program has trained my ability to unique think and work The content of the program has helped me selfassertive and used the knowledge that I have learned in a scientifically and creative way in life Completing the internship is the first step which is the premise for the next internship and the premise for the journey into my life This preparation will give me more confidence when I go to work at the agency and the company and illustrated to the reception of my capacity Through this placement, it helped me become better aware of my later work as well as clearer definitions of the profession that motivate me to learn better Working on the ability to face work problems and solve problems effectively It should be said the manager of the Sale Department has given me very suitable tasks that require good English and other skills related to my major at University 19 REFERENCE James M.Comer (1991), Sales Management, Publisher, Allyn and Bacon, 1991 Administration - Human Resources Department Sales Department 20 21 22