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THUONGMAI UNIVERSITY FACULTY OF ENGLISH INTERNSHIP REPORT Company SIUKI HAIR VIET NAM EXPORT CO ,LTD Student Le Thi Huyen Thanh Student code 19D170248 Class K55N4 Supervisor Vu Thi Thu Trang HaNoi, 20[.]
THUONGMAI UNIVERSITY FACULTY OF ENGLISH INTERNSHIP REPORT Company SIUKI HAIR VIET NAM EXPORT CO.,LTD Student : Le Thi Huyen Thanh Student code : 19D170248 Class : K55N4 Supervisor : Vu Thi Thu Trang HaNoi, 2023 ACKNOWLEDGEMENT English is considered the official language of more than 50 countries around the world, thus, mastering English is a great stepping stone to build an open future in today’s integrated economy Job applicants who have good English skills besides their professional abilities have more opportunities to enter the labor market, especially when working in multinational corporations or foreign companies Business English major appear to meet the needs of today’s students to train economic knowledge and English skills which equip graduates in their career path During my study at the Faculty of English at Thuongmai university, I have acquired knowledge and skills of English language and economics in general, as well as learned how to use English in the working environment In order to turn that knowledge into practical activities, I realize the importance of a graduation internship at enterprises It will help our students get acquainted with reality, integrate with a more corporate environment from which they can apply learned knowledge in the working process, improve their qualifications as well as cultivate more practical knowledge With the desire to learn more about how to commerce and apply things learned at university, I chose the export enterprise named Siukihair Vietnam to my internship Siukihair Vietnam Export Co., Ltd is a leader in the field of manufacturing and exporting handicrafts to countries around the world This is a favorable environment for me to be able to apply the knowledge I have learned to the process of working during the internship at the company To complete this report, I would like to express my sincere thanks to the help and facilitation of the department of English, Thuongmai university for helping me gain knowledge of the basic theoretical basis of the industry to apply in practice Moreover, I would like to express my sincere and deep gratitude to Th.s Vu Thu Trang for guiding me so wholeheartedly that I could complete this summary report I would like to thank the supervisor ( Mr Nguyen Hoang Linh – Head of sales department) and my colleagues in the company for their support and guidance so that I can directly experience and learn many things i In the implementation process, despite efforts, due to limited time and qualifications, this report cannot avoid shortcomings I look forward to your contributions and additions to make this report more complete Thank you! ii CONTENTS ACKNOWLEDGEMENT .i LIST OF TABLES iv Executive summary v CHAPTER I: OVERVIEW OF SIUKIHAIR VIET NAM EXPORT COMPANY LIMITED I Brief introduction of the company .1 The process of formation and development of Siuki hair Viet Nam factory Organizational structure of the company 2 Departmental Diagram 2.2 Funtions of each department 2.2.1 Executive Board .2 2.2.2 Administration - Accounting Department 2.2.3 Marketing Department 2.2.4 Sales department 2.2.5 Storage- Logistics Department: .4 2.3 The company’s human resource structure II Details about the Sales department where the internship was taken I Tasks taken during the internship .9 II Difficulties and lessons at work 10 Difficulties 10 Lessons .11 CHAPTER REALITY OF USING ENGLISH AT SIUKIHAIR COMPANY 12 I Description of reality in using English at Siukihair company .12 II Proposing solutions to improve English ability .12 CHAPTER PROPOSING SUBJECTS OF GRADUATION .15 CONCLUSION .16 iii iv LIST OF TABLES Diagram 1.1 Organizational structure of Siukihair Vietnam export CO.,Ltd Table 1.1 Human resource structure by gender and department ( unit : person) .5 Table 1.2 Human resource structure by education level ( unit : person) Table 1.3 Human resource structure by age ( unit: person) .5 Table 2.1 Result of business performance of the company from 2020 to 2022 v Executive summary This internship report stresses on the work experience and my perspectives on the actual situation of using English during my internship as a sales representative in the sales department of Siukihair Vietnam company from December 1st, 2022 to February 10th, 2023 In this report, I mainly have incorporated my experience at Siukihair, especially tasks, difficulties and lessons through my internship In addition, I would describe the reality of using English in my department and propose solutions to improve the English skills of company staff vi CHAPTER I: OVERVIEW OF SIUKIHAIR VIET NAM EXPORT COMPANY LIMITED I Brief introduction of the company Siuki hair Viet Nam factory is one of the top companies of Vietnam which specializes in exporting hair materials to make wigs to countries in the world They gained lots of experience and achievements over the past years with hair business and research The company can understand the demands and expectations of their customers English name of the company: SIUKI HAIR VIET NAM EXPORT COMPANY LIMITED Vietnamese name of the company: SIUKI HAIR VIET NAM EXPORT CO.,LTD Address: Vinaconex building, 11 Khuat Duy Tien street, Thanh xuan, Ha Noi city, 10000, Vietnam Business license: 0109982918 Website: Siukihair.com Hotline / Whatsapp (Mr.Brian): +84 965 150 961 IG: @siukihair Email: siukihair@gmail.com The process of formation and development of Siuki hair Viet Nam factory Siukihair company was founded in 2012, quickly becoming a leader in the field of manufacturing hair which is material for wigs and exporting them worldwide When it comes to company’s achievements, the two co-founders Mr Nguyen Hoang Linh and Mr Do Van Hinh have worked together to develop products from a factory with only 20 workers to the commercial office with only six sales staff Thanks to the efforts in terms of researching market and international customers, along with improving the quality of products and services, Over 10 years of establishment and development, the company has become suppliers of thousands of customers and vendors worldwide Up to now, the company is one of the largest and reputable hair exporters in Vietnam having a good production facility as well as working environment, the company has been creating jobs for hundreds of local workers In addition, the enterprise has gradually completed the proper and professional working process The working environment and corporate culture are improved, attracting a lot of employees at the office With the motto “ Quality - time - service” , continuous efforts to improve quality, fast production progress and best service quality, the company continues to expand and develop many selling channels such as ecommerce platforms like Alibaba They are looking for new potential markets like Europe Having a specific business strategy, the company has initially had significant results Organizational structure of the company Departmental Diagram Board of directors Production team ( the factory ) Sales department Storage Logistics department Administration Accounting Department Marketing department Diagram 1.1 Organizational structure of Siukihair Vietnam export CO.,Ltd 2.2 Funtions of each department 2.2.1 Executive Board The Board of Directors of the company is the person who is legally responsible for the business activities of the enterprise, with the task of operating the business according to the vision, strategy and goals that the business aims to They develop and maintain production and business activities of the enterprise in all divisions and departments; decentralize positions and positions for employees according to their capacity and forte; manage, train and guide the staff so that each employee, each department operates effectively and efficiently Make decisions on business activities such as: planning and executing activities according to business strategies so that the business process can achieve good results and earn high profits Building and maintaining cooperative relationships with partners and customers so that the company can expand its scale and market, increase its prestige and affirm its brand 2.2.2 Administration - Accounting Department Accountants perform professional financial and accounting work at the company in accordance with the State's regulations such as management, statistics and accounting of financial related activities of the company Meanwhile, they inspect the implementation of business plans, financial revenue and expenditure plans, and check the preservation and use of assets, supplies and capital One of important mission is to track the movement of cash flow in the company from there to report to the company's management board, helping the executive board's decision-making activities become more effective, in line with the company's financial situation In addition, together with other departments, it creates a network of information for human resource and financial management 2.2.3 Marketing Department It helps to manage the company's marketing-related activities: defining the company's goals, customer segments, markets and brand positioning From there, set out marketing and advertising plans and strategies on the media to convey product and brand information to attract potential customers and promote customers' purchasing behavior, improve the effectiveness of products and services sales results Marketing staff participate in research on market trends, customer consumption trends, update information from sales reports, activity reports to draw evaluations, conclusions and promptly make marketing strategies suitable to meet the needs of customers as well as the market 2.2.4 Sales department This is the department that directly approaches customers with the task of introducing products and services to customers, finding potential customers to be able to generate revenue according to the set goals Sales department is divided into divisions in charge of selling on different platforms, namely Sales department (specializing in selling on social media channels: facebook,instagram, whatsapp and website) and e-commerce department (specializing in sales on social media channels like alibaba) Sales Department with tasks: Planning, strategy to approach, exploit customer needs Organize and carry out business activities such as: consulting, answering questions about product-related parameters, when customers have a need to buy, they will notify the cost and payment method, order shipping and placing orders for customers Handle post-sale order issues such as exchange, refund, etc Implement and comply with the plans according to the set business strategies to ensure that they are implemented in the right process and effectively E-commerce department with tasks: Monitor customer feedback on products and services to make changes to products, outreach strategies, etc to attract customers Handle problems arising from orders and other related issues Update daily and monthly reports to understand important indicators, evaluate good or bad so that there are adjustment plans, and coordinate with other business departments to come up with plans reasonable changes, improve business efficiency 2.2.5 Storage- Logistics Department: Merchandise management: coordinate, rotate, and ensure that the amount of inventory is in line with the company's production and business needs Always ensure the warehouse is arranged reasonably, convenient for inventory and import export goods Goods are well preserved, good warehouse security, avoiding loss Always update the correct inventory data to ensure a smooth sales process, always promptly handle defective products to notify the factory and support exchange and refund products for any reason related to the product Management of transportation and delivery: Choose the right shipping agent, ensure delivery according to the criteria of fast, complete and accurate delivery 2.3 The company’s human resource structure After more than 10 years of establishment and development, Siukihair company now has a team of high quality, creative and experienced personnel who are well-trained according to professional knowledge and expertise Factory Storage- Marketing Administratio Total Executive workers board Sales Logistics department department departme n and Accounting nt department Males 50 2 59 Female 200 29 2 234 Total 250 32 293 Table 1.1 Human resource structure by gender and department ( unit : person) ( Resource : Administration – Accounting department ) Education level High school College University Quantity 150 80 63 Table 1.2 Human resource structure by education level ( unit : person) ( Resource : Administration – Accounting department ) Age 18-20 20-25 >25 Quantity 30 80 183 Table 1.3 Human resource structure by age ( unit: person) ( Resource : Administration – Accounting department ) Reviewing from the tables, we can see that the human resources level of the company is mostly university level (people) and the working age is also very young, so the company's employees are evaluated as dynamic, creative, high professional personnel who make a great contribution in the development of the company Business field of the company Siukihair Company is a reputable company in the field of manufacturing and exporting hair in Vietnam The company conducts the business in the form of B2B such as a wholesaler, produces and distributes products to businesses which are hair or wig vendors The market which the company is operating and supplying goods is the African market, mainly Nigeria In addition, the company also has market share in other markets such as the US, the UK, Italy The main products that the company is dealing in are hair materials in various lengths, colors and quality frames to serve different needs of customers The company's sales channel is mainly through social networking platforms such as Instagram, Whatsapp, and the company's website In addition, Siukihair is expanding its business form to B2C ( Business to Client) through the Alibaba platform, targeting retail customers who are mainly in the European market With a diverse product catalog , good product quality as well as good service, Siuki is increasingly asserting its brand in the international hair market and promises to be chosen and trusted by many customers Business development orientation Improving product quality: The company continues to promote multi-channel sales of products to build the Siuki brand, occupy a large market share in this industry, and research other products to increase sales as well as expanding the enterprise's market share in the market Towards customer experience: The company always wants customers to have the best product experience by always enthusiastically consulting customers' questions, providing many preferential programs to customers and ready to support customers support whenever the customer needs it And aim to become the best customer service company Observing the business performance of the enterprise in the last years Table 2.1 Result of business performance of the company from 2020 to 2022 Year Targets Revenue from sales of goods The revenue deduction Net revenue from sales of goods Cost of good sold Gross revenue from sales Business administration expenses 2020 4.109.310.07 2021 10.363.796.46 2021/2020 2022/2021 172,88% 145,89% 509.205.911 1.101.704.858 2.968.009.487 216,36% 269,40% 3.600.104.16 1.417.225.77 2.182.878.39 1.080.031.25 Net profit from 1.102.847.14 operating activities 7.104.082.691 2022 7.202.853.400 7.395.786.973 200,07% 102,68% 2.835.492.806 3.106.230.529 200,07% 109,55% 4.367.360.594 4.289.556.444 200,07% 98,22% 1.800.713.350 2.070.820.353 166,73% 115,00% 2.566.647.244 2.218.736.092 232,73% 86,44% Other income 8.744.029 27.127.245 Other costs 32.059.500 646.347.280 1.085.076.653 2016,09% 167,88% 10 Other profits -23.315.471 -619.220.034 -1.040.700.438 2655,83% 168,07% 11 Total accounting 1.079.531.67 profit before taxes 44.376.215 310,24% 1.947.427.210 1.178.035.654 180,40% 389.485.442 163,59% 60,49% 12 CIT costs 215.906.335 235.607.131 180,40% 60,49% 13 After-tax profit 863.625.339 1.557.941.768 942.428.523 180,40% 60,49% (Source: Administration- Accounting department ) II Details about the Sales department where the internship was taken I am working in the Sales department which is one of the most important and indispensable parts of any company The department consists of sales teams and an Alibaba team The department is more and more developing and contributing a lot to the achievements of the company Sales department has functions and tasks in terms of promoting and distributing the products and services of the business to consumers as well as acting as an advisor to the Board of Directors and coordinates with other departments The department plays a vital role in developing the business strategies to increase sales numbers, profits, helping the company grow and develop stronger and stronger Undeniably, the department has particular missions First, it helps research and implement to reach the target market and customers, develop strategies for product introduction and market expansion to attract customer’s interest Sales representatives also need to plan and executive business activities as well as calculate and report on the cost of products and services, to have a basis for signing contracts with customers Besides, it is important to execute orders to ensure the necessary quantity of products and take measures to increase the source of goods to meet the needs of the market Moreover, Employees build and develop good relationships with existing customers and expand relationships with new customers Last but not least, the department would propose marketing strategies as well as solutions to improve business performance in each specific period CHAPTER INTRODUCTION ABOUT THE INTERNSHIP PROCESS AT THE SIUKIHAIR COMPANY I Tasks taken during the internship I have taken the internship from December st, 2022 to February 10th, 2023 at Siukihair Vietnam company Although the internship period at the company was not too long, I had the opportunity to interact and get acquainted with the actual working environment as well as learn and experience the assigned tasks under enthusiastic guidance of the director and colleagues in the company During this internship, I had a deep understanding of the working process in the field of sales, international customer service, especially the process of exporting goods to foreign countries Since then, I have partly applied my English skills and economic knowledge to practical work Specifically, during the first days in the internship at the company, I was acquainted with the departments in the company, as well as the personnel and colleagues Before getting into the practical tasks, I learned about the company's product overview, about the types of products with different characteristics, the company's main products, then got an overview as well as understood more about the product Along with that, I learned about the market and customers of the hair industry, which is about what the company’s target market is, who are our potential customers, and ways to find and approach customers In the meantime, I learned about the sales and payment process Learning general knowledge in advance helps me a lot in shaping my upcoming work and tasks In the next stage, I begin to perform the tasks of the job such as finding customers, contacting offers, introducing the company's products, quoting, and supporting customers when needed I built a social network account to post images and information of products, as well as a way for customers to directly reach me Next, I would take orders from customers, make invoices, receive payments, note things about customer orders and send orders to the factory During that process, I will directly monitor the customer's order, carefully check the quantity and quality of the product before shipping it to the customer Moreover, I still continue to take care of and support customers after purchasing, receive complaints as well as ask for feedback on products and then send them back to the factory This is a very important task to be able to maintain relationships with customers so that they can return to purchase with the best experience At Siukihair company, thanks to the enthusiastic guidance of the leader and colleagues, I have gradually adapted to the working environment and daily assigned tasks I actively research and analyze customer needs, potential new markets as well as cultivate sales, persuasion and negotiation skills In addition, I completely interact with customers who are native English speakers Hence, thanks to my English skills and my spirit of learning, I have successfully completed the assigned tasks and had the first customers, which helps me contribute to the company and achieve my goals at work II Difficulties and lessons at work Difficulties When it comes to tasks and efficiency in work, I believe nothing can start easily I encountered difficulties during my internship Finding and approaching foreign customers is not easy, even really difficult Since the market is highly competitive and customers have a wide choice of suppliers In addition, I myself am a trainee who does not have much experience in sales, communication skills, problem solving as well as the ability to negotiate and persuade Therefore, it took me a long time to learn from supervisors and colleagues, therefore building up my own customer system Although I am quite confident in my English proficiency, when I have contacted customers through talking and direct messaging, I have an obstacle in understanding customers who have Nigerian, Indian, or Russian accents which are quite hard to listen to Actually, this is English at work that I didn't have chances to practice when I was at university Language is a real barrier when it comes to international business 10 Lessons Thanks to those difficulties, I gradually learned lessons for myself I focus on observing how colleagues operate work, learning skills of communication, persuasion, and how to rapport with customers In addition, I learn and apply content creation skills, attracting more customers to approach me, thereby contributing to increasing the company's brand identity In terms of language and culture, I had the opportunity to learn more about English versions of different countries from Africa to America, and Europe as well as to learn about the culture, style of customers in each country Understanding customer’s culture and their particular characteristics is also a way for me to get closer to them Hence, it is possible to gradually improve communication skills, negotiation and problem solving skills As an intern, I have constantly tried to explore and develop myself in many aspects Working in the sales department has helped me apply the knowledge at university, and meanwhile, it has helped me learn more practical things, improve myself, and give me valuable experience in my career journey 11 CHAPTER REALITY OF USING ENGLISH AT SIUKIHAIR COMPANY I Description of reality in using English at Siukihair company As mentioned, Siuki company is an export enterprise When it comes to import and export, it is a trade with other countries English is the main language that acts as a bridge to facilitate transactions English is an indispensable element when working at the sales department The positions at the department are all related to international customers, so the staff's ability to read and understand fluent English communication is a must-have Good English in the import and export field will make it easier for employees to exchange and conduct commercial transactions In addition, if we master English in the import and export field, we will have an advantage to accumulate knowledge and expertise from abroad If we don’t, we have to face the risk of being taken advantage of for profit easily Therefore, in the sales department at Siukihair company, the staff use 100% English when communicating and working with customers through speaking, texting and writing emails However, during my internship here, I noticed a fact that many employees have good professional skills but are having difficulty with English skills, with limited pronunciation and improper grammar in speaking as well as writing, which sometimes causes misunderstandings I think that would exert negative impacts on performance as well as work efficiency II Proposing solutions to improve English ability Having good English skills and ability is a condition that helps businesses open up many business opportunities, and employees themselves can easily work as well as transact with foreign partners, increasing work efficiency Apart from improving professional skills regularly, businesses and individuals also need to focus on improving their English ability Below are my suggestions on solutions to improve English ability, especially English in terms of import and export 12 Learn through specialized curriculum and website One of the most authentic and reliable sources of English documents for import and export is specialized communication Studying through specialized textbooks will help us ensure complete and accurate knowledge However, the textbook will give us a huge amount of knowledge which is easily overwhelming We need to learn both vocabulary and deep thinking to understand and absorb knowledge In particular, we need to find the right professional textbooks Some specialized English textbooks for import and export we can refer to: International Trade Law (Peter Stone); Export-Import Theory Practices and Procedures (Taylor & Francis); Understanding Global Trade (Elhanan Helpman); International Trade Operations (Dr.Ram Singh),… Besides, we can learn from online websites Some English websites specialized in import and export you can refer to such as: GlobeTrade.com, GlobalTrade.net, Import Export International Business Help Center, USA Trade Online, The company conducting English training session The company can actively provide training session for employees in terms of English skills The board of directors can consider buying courses from the English centers to supplement knowledge and skills to perform effectively for the employees Tips to learn English specialized in import and export effectively Situational learning The peculiarity of English for import and export is associated with real situations Learning English by situation will help us memorize words and know how to handle situations with English more easily Listen & read as much as possible Listening and reading are two extremely important skills in the field of import and export Especially when we often have to work with foreign partners, work related to contracts Read and listen as much as possible to practice skills, reflexes to work effectively 13