TABLE OF CONTENTS TABLE OF CONTENTS i LIST OF IMAGES, DIAGRAM ii INTRODUCTION iii PART 1 OVERVIEW OF Artex Nam An Joint Stock Company 1 1 1 General information about Artex Nam An Joint Stock Company 1.
TABLE OF CONTENTS LIST OF IMAGES, DIAGRAM 1 INTRODUCTION According to the schedule of Faculty of English – Thuong Mai University, I have gratefully as an intern in import-export department of Artex Nam An Joint Stock Company After one month (from 28/12/2020 – 22/01/2021), under the valuable support and instruction of managers and colleagues in the company, I have been given a great opportunity to apply the knowledge obtained at university into practice, meanwhile collecting basic information to complete my internship report, including three parts: • Part 1: Overview of Artex Nam An Joint Stock Company • Part 2: Introduction about internship process in Artex Nam An Joint Stock Company • Part 3: Using English in business activities of Artex Nam An Joint Stock Company • Part 4: Propose the direction of the thesis topic I would like to express my gratitude toward teachers at Faculty of English – Thuong Mai University as well as my managers and co-workers in Artex Nam An Company for supporting and giving me some instructions to complete the internship report Because of my limitation of knowledge, skill and experience, the report could not avoid mistakes and faults I look forward to receiving comments and suggestions in order to perfect my internship report Hanoi, January 21, 2021 Student Phạm Bích Ngọc 2 PART 1: OVERVIEW OF ARTEX NAM AN JOINT STOCK COMPANY 1.1 General information about Artex Nam An Joint Stock Company 1.1.1 General introduction Company Name (in Vietnamese): Công Ty Cổ Phần Artex Nam An English trade name: ARTEX NAM AN JOINT STOCK COMPANY Tax code : 0106352139 Address of Ha Noi Office: No BT 1A, My Dinh Urban Area, My Dinh Ward, Nam Tu Liem District, Hanoi Legal representative: Nguyen Ho An Type of business : Joint Stock Operating day : October, 31th, 2013 Phone: 01263521522 Email : phongthumua@artexnaman.com Website: www.artexnaman.com Mission: Artex Nam An has chosen its mission: "Continuous creation to add value to society and community", and have been chasing that mission throughout the recently year 1.1.2 The process of foundation and development Artex Nam An Joint Stock Company was established in October 2013 with the main business line "specializing specializes in manufacturing and exporting handicraft items such as bowls, trays, jars, baskets, bags, Made from natural materials such as bamboo, rattan, bottles, rush Main export markets: Australia, USA, Germany, UK, Canada , The company has a team of professional staff with many years of experience in the field of import and export, Artex Nam An, JSC committed to output quality for products and strictly guaranteed both production and export and the company's products are FDA certified The company achieved many certifications such as: BSCI, ISO 9001: 2015, ISO 14001: 2015 Commitment all products provided are of high quality and aesthetics Up to now, Artex Nam An Joint Stock Company has branches The company has branches in Ha Noi, branches in Nam Dinh and branches in Ninh Binh The company has continuously developed over the years, contributed trillions of VND to the state budget and created jobs for thousands of workers Image 1.1: Logo of Artex Nam An Company The brand symbol of Artex Nam An Company is the globe symbolizing the sustainable development of the corporation reaching out to the globe The corporate symbol corresponds to elements expressing respect for the value of the culture, confirming the continuous movement and development of each individual, of Artex Nam An Company and the common development of customers, partners, shareholders and the community 1.1.3 Organizational structure General Director R&D department Assistantsecretary Financial Dep't Offices Producing Human resources Communication Import- export Diagram 1.1: Organizational structure chart of Artex Nam An Company 1.1.4 Function, role of each department • General director The general director is in charge of planning, giving general strategic direction Moreover, they are also responsible for the profit, development and growth direction of the business Maintaining the company's activities and ensuring achieve the company's current and future goals • Assistant-secretary department The role of this department is to be flexible The main role of the department is support the general director They receive documentary from the others department and summarize it for the general director Moreover, they have to some other activities such as set up the meeting, check and send mail, etc • Research & Development department The department has responsibles for research and develop a new product They have to determine product specifications, production costs and a production timeline After that, they must plan to make the product exist in the market and become popular • Offices They almost work in the offices and take responsibility for the work involve in paperwork • Financial department The financial department is to manage the company’s cash flow, prepare the company’s budgets and forecasts Furthermore, they also responsible for handling tax issues, writing financial reports and analysis The finance department provides company management with information necessary to make strategic decisions • Producing The producing department take responsible for the activities of factories They control the progress of product processing and packaging • Human resources department The role of the department is control and take care of staffs in the company They will hire the right people and putting them in the right positions for their abilities and skills Besides, they may provide the paperwork and a time frame for supervisors and managers to complete the evaluations with their staff • Communication department The functions of a communications department are managing the company’s website and social media, running promotions, representing the company in public settings and preparing executives to speak at events such as news conferences • Import- export department The import – export department has responsible for taxes, monitor the activities of shipments to secure the compliance of regulations, maintain customer, secure the efficiency of imports and exports The department provides import and export inspection and certification to have access to overseas export markets 1.1.5 Major business areas and product ranges • Major business - Rattan - Domestic Supply and Export - Crafts - Fine Art Rattan and Bamboo (Bags, Basket, Basket, ) • Main products - Vase of flowers - Bamboo lamps - Bamboo laundry basket - Decorative basket - Bamboo box - Cloud tray - Basket of water hyacinths - Cloud basket - Bamboo basket - Cloud bag PART 2: INTRODUCTION ABOUT INTERNSHIP PROCESS IN ARTEX NAM AN JOINT STOCK COMPANY 2.1 Assigned task during the internship During the internship process at Artex Nam An Company, I was an intern at Import-export department This is a challenge for me to experience the real working environment Specifically, I was responsible for following task: translating documents and receving order from customers, checking the mail The Import-export department is a part of the offices The main work of the department is involve in paperwork and documentary The Import-export department has the following duties: • Document shipments to ensure that they comply with customs rules and regulations • Advising to clients on matters like tariffs, insurance, and quotas • Categorizing shipments according to a tariff coding system • Tracking the location of the shipment • Controlling transportation, warehousing, or distribution • Providing import and export inspection and certification 2.1.1 Supporting the manager translate documents After I familiar with the job, I had to support the manager to translate some contracts, lists of goods, and other documents I translated English to Vietnamese documents and vice versa Because of the limited working time, the manager has given me some simple documents, usually about one or two pages Besides, I also had the opportunity for assisting in creating the order and writing the reply mail to the customer Luckily, because of learning the subject "Business Correspondence" in Thuong Mai university, I had completed the mission After that, I could handle the document, compose the mail and sent it to the staff in the company and the customer Sometime, I supported the foreign guests when they come to work with the company 2.1.2 Checking the mail From the first day, the manager introduced the basic work I have to in the Import-export department and about the company As an intern in this department, I have learned about the basic knowledge of the import-export field and how to keep in contact with customers With the support of the colleagues, I knew how to check the mail to get the requirement of the customer Moreover, I have given some tasks such as checking the mail of the simple order, tracking the time of the shipment When I worked at this department, I have to remember the name of the importexport food as well as the number orders and some loyal customers of the company 2.1.3 Receving order from customers During my internship at Artex Nam An, I was assigned the task of receiving orders from customers via mail, website, and phone Then I write mail, answer the phone to persuade them to buy the product Then quote, promote and invoice for customers 2.2 Difficulties and experienced lessons 2.2.1 Difficulties • Lack of knowledge about import and export One of the biggest difficulties during this internship is the lack of specialized knowledge and vocabulary related to the import and export sector Some documents use both terminology and acronyms It confuses me and doesn't understand the exact meaning of the word in order to complete the exercise perfectly It makes me able to convey the wrong meaning to clients and employees • Not much experience in translating Due to the limited working time, I have not had the opportunity to translate further to improve my skills My main job is to the paperwork so I not have the opportunity to learn English Furthermore, I have to compose a mail and send it to the client in the form Therefore, I rarely translate Vietnamese documents into English • Difficulty in communication This is my first chance to work in a professional environment so I don't know how to communicate with colleagues and the board of directors There is an unpredictable situation that I cannot resolve without experience and knowledge In this situation, I cannot ask a colleague because I am afraid that I will make a mistake Thanks to the support of Artex Nam An's management and staff, I am more and more confident and familiar with the working environment 2.2.2 The lessons From my experience at Artex Nam An., JCS, I have learned so many useful knowledge which helped me understand more about planning activities as well as to prepare this report Through this internship, I got a chance to have a very closely observation about the operation of the company and gained many other benefits • Useful knowledge During the internship, I gained more knowledge about import and export and more specialized vocabulary During the internship, I gained more knowledge about import and export and more specialized vocabulary because The internship brought to me the opportunity to use my English knowledge in working when I need to write email for asking quotation from suppliers, have conversation with partners to get more information of products • Soft and hard skills With the instruction of my leader, I can improve some essential skills: computer skill, writing skill, negotiate skill, searching skill All of them are useful for my future jobs I have learned a lot of ways to adapt and solve problems quickly and flexibly My communication skills have also improved more, especially my English speaking skills and public-speaking which is my weak-point Thanks to the guidance of my advisor and other employees in the company, I have had the background and job orientation after graduation Thanks to the communication and dealing activities with customers or teamwork during this internship, I gradually cultivated and trained my soft skills and I could not deny that both the results of professional studies and soft skills are the important factors that help me to have opportunities for future development In additon, I have learned more about the way to work independently and with group effectively, had hand-out experience in modern and active working environment 10 2.2.2.3 Chance to practice the learnt knowledge I have a chance to practice the knowledge I got through textbooks, lectures and notes I realize that the knowledge I have learnt in my university is fairly correlated with what I have done during internship such as the knowledge of managing international business operations Besides, I also learned something very interesting in import and export field which I have never discovered before 11 PART 3: THE USAGE OF ENGLISH IN ARTEX NAM AN JOINT STOCK COMPANY 3.1 The usage of english in Artex Nam An Joint Stock Company Nowadays, English became a global language The process of globalization is happening quickly and strongly, using English in enterprises become a top concern of managers If the companies not use English, the company will be at risk of falling behind their competitors The current situation of globalization is pushing a large number of domestic companies to expand their business forms and operations outside their national borders and gradually become multinational corporations Because the main activity of Artex Nam An is import and export, most employees know and understand English well The staff of the Import-export development is required to have proficient in English skills, business correspondence writing, contract drafting Most employees are graduated from universities and colleges so that they can communicate with the guests by the basic English speaking Currently, about 50% of the company’s staff can communicate in English fluently However, the English usage of staff between departments is also different In particular, only the Import-export Department has employees who are fluent in four language skills of English (listening, speaking, reading and writing); employees of another room just can read and write to promote customer services, customer development, seeking markets The staffs of the Human & Resource Department are weak in English while in this department, they have responsibility for recruiting new employees for the company This means that they can only recruit staff through degrees in English rather than direct interviews Besides, the staff of the Import-export Development usually working with paperwork in a long time than working directly with the customer They could become a lack of speaking and listening skills Cause they handle the document more than using it in practice, they will not set determination in improving their ability to be able to make the job effectively Some employees not try their best to improve their English, so this may affect the work efficiency of the whole company 12 3.2 The advantages and disadvantages from the ability to use English of employees 3.2.1 The advantages from the ability to use English of employees For company: A is an export company and has many foreign partners The fact that staff is good at English will easily exchange work between partners In addition, having English, the company will have opportunities to market and international partners For departments: English helps employees to meet work needs Whether the job is required or not, proficiency in English still gives you certain advantages Specifically, the instructions for using computer software, electronic equipment most of them are in English The staff's work will become smoother when you can read English Exchange in English with customers or colleagues, especially in the era of globalization today If you not know English, you will not be able to get the job done and have difficulty in your career even though your expertise is appreciated 3.2.2 The disadvantages from the ability to use English of employees As I mentioned above, the number of employees with good reading and writing skills is not high, leading to some difficulties in the working process because they are the ones who continuously deal with English documents as well as sending business correspondence such as emails to their customers For example, if a document officer is unable to know how to write an official email to a new partner informing that a shipment has cleared customs, that partner may feel dissatisfied as this is First deals and they are not in each other's pockets The main reason for this is that an informal email is only used when two partners are in each other's pockets and know each other well Regarding other departments, the number of staff with good English proficiency is small compared to the above departments Speaking skills also play an important role in all business transactions, especially for sales and marketing However, some employees in this department of Artex Nam An., JSC said not proficient Therefore, when meeting a foreign partner, some salespeople sometimes feel confused and unable to fully express the message and information they want to provide because of their basic English proficiency 13 In general, these difficulties have an adverse impact on the working productivity and effectiveness of all staff in the company in short run This could lead to the loss of profits in the long term if these problems are not be tackled 3.3 Some solutions to improve the use of English in the working environment at Artex Nam An joint stock company To adapt to the context of the globalization, the staff of the Artex Nam An Company should improve their English skills The company must focus on speaking and listening skills to enhance the negotiation with foreign guests There are some solutions to improve the use of English in the company: • Offer a short training course The company should have a short training course to improve the staff’s English skills Besides, the staff can improve their soft and communication skills The training course should concentrate on listening and speaking skills The company will reward an individual having excellent performance The company can send people with excellent English skills to research foreign markets This will promote the learning spirit of employees in the company • Create an English working environment The company can hold the event with the foreign guests who are loyal customers and have a tight relationship It helps the staff relax and improve their English speaking and listening skills naturally Furthermore, the company should hold a “small talk” about projects or lists of products in English • For the employee Each employee must raise awareness of improving and upgrade their English skills Improve and enhance the use of English in business is a necessary step, as a prerequisite for the development of companies in the current integration economy PART 4: PROPOSAL OF GRADUATION THESIS THEME A Study on stategies of English translation of student in English facility at Thuong Mai university 14 A Study on various grammatical errors in English writing of Staff in Artex Nam An Company 15 CONCLUSION While doing the internship as an intern at Artex Nam An Company, I had the opportunity to apply the knowledge obtained at university into reality and learn more about styles, attitudes, working environment, and valuable experiences that help me give out the clear direction for my future career Through my experiences obtained during the one-month internship and my background knowledge, I conducted this report in order to figure out some existing problems at the company I hope that it would contribute to the unit’s development in the upcoming time I would love to give my sincere thanks to our supervisors – Ms Linh and teachers at Faculty of English – Thuong Mai University, and all managers and colleagues at Artex Nam An joint stock company for helping me to complete this report Hanoi, January 21, 2021 Student Phạm Bích Ngọc 16 ... JOINT STOCK COMPANY 1.1 General information about Artex Nam An Joint Stock Company 1.1.1 General introduction Company Name (in Vietnamese): Công Ty Cổ Phần Artex Nam An English trade name: ARTEX NAM. .. of Artex Nam An Joint Stock Company • Part 2: Introduction about internship process in Artex Nam An Joint Stock Company • Part 3: Using English in business activities of Artex Nam An Joint Stock. .. of high quality and aesthetics Up to now, Artex Nam An Joint Stock Company has branches The company has branches in Ha Noi, branches in Nam Dinh and branches in Ninh Binh The company has continuously