INTERNSHIP REPORT Nhat phat production and trading company limited

ACKNOWLEDGEMENT Working in Nhat Phat Production and Trading Co., Ltd was interesting During the one-month internship, I received a lot of useful advice and assistance from the brothers and sisters in the company Firstly, I would be particularly grateful to all those who supported me during my practice at Nhat Phat Production and Trading Co., Ltd I would like to express a special gratitude to the director Mr Nguyen Anh Tuan for the invaluable knowledge to complete my training and this report Secondly, I also thank to staff working at Nhat Phat Production and Trading Co., Ltd for their enthusiastic and unconditional help in my fulfillment of this practice Last but not least, I would also like to express my profound thanks to our teachers in the Department of Business English and ThS.Nguyễn Thị Thanh Huyền for guiding me during our internship Sincerely thank! i TABLE OF CONTENT ii PART 1: GENERAL INTRODUCTION ABOUT INTERNSHIP COMPANY 1.1 Information about Nhat Phat Production and Trading Company Limited 1.1.1 History of establishment and development of Nhat Phat Production and Trading Company Limited Company name: Nhat Phat Production and Trading Company Limited Established year: 2014 Main market: domestic and international (Britain, United States, Germany, Japan, China, Korea, etc.) Number of employees: about 40 people Address: 57, LK6C Viet Kieu Chau Au Village, Mo Lao Ward, Ha Dong District, Ha Noi Email: https://npdent.com.vn/ Tax code: 0106465855 Phone: 043 993 8338 Logo: Image 1: Logo of Nhat Phat Production and Trading Co., Ltd (Source: https://www.facebook.com/npdentvn/) Image 2: The office of the company (source: https://www.facebook.com/npdentvn/) Mission: become a pioneer in the application and introduction of advanced digital dental technologies in the world to the Vietnamese dental industry Achievements: the prestige brand awards 2017, 2018, 2019 & Golden Sponsor for VIDEC Nhat Phat Production and Trading Company Limited was established by Mr Nguyen Anh Tuan on February 25th, 2014 specializing in manufacture, import and distribution of digital dentistry which are state-of-the-art technologies using digital or computer-based components and providing innovative solutions to traditional dental problems The usage of digital dentistry can help carry out dental procedures more efficient than using mechanical or electrical tools In addition, the company serves in the field of repairing and installing of equipment, retailing medicine and medical instruments and offer shipment in the nationwide The business cooperates with some companies from Britain, Germany, USA, Japan, Korea, China, and becomes a prestigious sale representative aiming at bringing customers superior quality products In the recent years, as people’s living standard has been higher, they have been more concerned about their health To meet increasingly high demand, the company non-stop innovates equipment and imports advanced digital dentistry equipment The company is focusing on the following segments: Production, import and distribution of digital medical, dental, orthopedic and rehabilitation equipment and devices (main segment) Fixing prefabricated metal products Repair of machinery and equipment Repair of electronic equipment and electric appliances Installation of machinery and industrial equipment Retailing medicine and sanitary equipment products With the major field of getting involved in distributing digital dental equipment, the company supplied a lot of products for many hospitals and dental clinics in provinces and cities across the country In order to ensure the high quality of equipment, the company not only implements self-production, but it also imports cutting-edge devices from some businesses of other nations The factory has a total area of about 5,000 m2 producing and installing parts of medical devices The company became the silver sponsor of the largest VIDEC 2019 Conference on Teeth and Face nationwide The company made impressive image and introduced the latest products and advanced technology solutions applied in the dental industry with customers Image 3: the image of company in VIDEC Conference (Source: https://www.facebook.com/npdentvn/) The enterprise successfully organized two short-term training programs taking place on days - December 29 - January 1, 2019 Two events comprise of the application of comprehensive 3d printing technology and the advanced training program for technical employees about aesthetics zirconia Image 4: Training program about aesthetics zirconia (Source: https://www.facebook.com/npdentvn/) 1.1.2 Management structure and organization of the company The managerial and organizational structure of Nhat Phat Production and Trading Company Limited comprises different departments which have a close association between each other CEO Import and Export department Financial accounting department Human Resource department Marketing department Technical department Diagram 1: Organizational chart of Nhat Phat Production and Trading Company Limited The enterprise operates based on functional structure The organizational structure model has many advantages and limitations Advantages: This kind of structure helps make quick decision, because the group members can easily communicate Moreover, it is easy to manage and have coordination between the departments together Disadvantages: Although the organizational structure has advantages, there are still certain disadvantages Functional departments may be distracted by departmental goals, rather than organizational goals Department work might be given higher priority than the project work However, the company has improved its organizational structure by giving initiatives, organizing teamwork activities and supervising closely 1.1.3 Business lines and areas of the company Nhat Phat Production and Trading Company Limited provides digital dental technology including a wide variety of tools and techniques that incorporate digital or computer-controlled technology to make dentistry easier, faster, more accurate, and more comfortable for patients Main products of Nhat Phat Production and Trading Company Limited are digital dental devices which consist of: lab products, CAD/CAM (Computer-Aided Design/Computer-Aided Manufacturing), 3D Printers, and Clinic Products - Dental supplies: masks and gloves, tooth cleaning polishes, rinses, floss, adhesives, syringes, applicators, cotton rolls, barrier films, disposable apparel, wax and etc - Digital dental equipment: 3D dental scanner, 3D dental printer, CNC cutting machine for dental, dental Zirconia machine, Electric and surgical/implant handpieces, Shade matching, Diagnodent and etc The company purchases and sells a large quantity of digital dental device and makes a healthy profit annually Some images of digital dental equipment imported from overseas partners (Source: https://npdent.com.vn/): Image 5: Shinning 3D scanner Image 6: ASIA PRO 50 & PRO 75 Printer Image 7: Plus Mill MG5D 002 Image 8: Origin EX-3100 1.1.4 Some key business results of (2016 -2018) Nhat Phat Production and Trading Company Limited 2016 2017 2018 Compare 2016 Compare &2017 2017&2018 (amount of money) (amount of Net sales 5.450.092.102 5.874.748.919 6.472.151.050 424.656.817 money) 597.402.086 Total cost 2.339.013.223 2.599.396.700 2.850.910.824 260.383.477 251.514.124 Profit 3.111.078.879 3.275.352.219 3.621.240.181 164.273.340 345.887.962 2.488.863.103 2.620.281.775 2.896.992.145 131.418.672 276.710.370 before tax Profit after tax (Unit: VND) (Source: Finance and accounting department of the company) Table 1: Business results of Nhat Phat Production and Trading CO., LTD (2016-2018) According to the company's 3-year revenue report (2016-2018), the company has been constantly innovating and developing new business forms, importing advanced products from international businesses so its profits have increased In addition, the company has been appealing customers with many sales strategies, offering, stimulating and meeting consumer tastes Therefore, the company made significant clear profits in the past years The table showed that revenue in 2017 was higher than revenue in 2016 by 424.656.817 VND and net revenue in 2018 continued going up, reaching 6.472.151.050 VND This proved that the business situation over the period of years is quite good which results in good business result There was not much fluctuation in the total cost The total cost of 2018 increased slightly to 2.850.910.824 VND There was a significant increase in profit The profit in 2016 was 2.488.863.103 VND and it was up to 2.620.281.775 VND in 2017 Compared to the profit of the company in 2017, the profit in 2018 increased by 276.710.370 VND That also showed that the enterprise’s managers have got appropriate strategies which helped increase profitability consistently 1.2 Information about the internship department The internship department plays a critical role in the operation of the company It is called the department of import and export Staff who works in this department has responsibility for managing shipments to and from foreign countries; working with customs agents, warehouse staff, shipping companies, and clients; providing information, document translation for management; keeping in touch with foreign partners through email An intern in this department together with other employees also develops contingency plans; gives answers to questions from the clients; prepares necessary documents; ensures inputs and outputs of the company and helps with shipping, receiving, and record keeping for international transactions PART 2: INTRODUCTION TO THE INTERNSHIP PROCESS AT THE COMPANY 2.1 Tasks performed during the internship 2.1.1 Internship content  Internship time: Starts on December 30th, 2019 and ends on February 5th, 2020  Working time: - Morning shift: From 8:30 to 11:30 - Afternoon shift: From 13:30 to 17:30  Internship position: A clerk of Import and Export Department at the office of Nhat Phat Production and Trading Co., LTD The address of the head office is 57, LK6C Viet Kieu Chau Au Village, Mo Lao Ward, Ha Dong District, Ha Noi 2.1.2 Work content During the internship, the company has created favorable conditions for me to participate in and understand the business activities through the following jobs:  Job Description: o Search and liaise with potential customers o Develop business plans and carry out research, analysis of potential markets o Build up and maintain good relationships with foreign partners o Perform well import business o Contribute to the weekly sales plans o Collect all types of information from overseas market and inform the information system to make strategic decision making easier o Monitor shipping progress o Translate necessary documents from English into Vietnamese  Responsibilities: As an intern, the Import and Export Sales Assistant who contributes to the sustainable development of the company through the marketing of goods and services in nationwide and the optimizing of purchases in the context of globalization: o Is responsible for working as a staff of the department of Import and Export o Has responsibility for drafting, translating the content of international transaction information, internal and external information in English o Responds to inquiries that interest customers o Participates in finding potential customers activities o Looks for and detects purchasing opportunities for goods and services overseas Finds foreign partners through international e-commerce websites: amazon.com, ebay.com, etc o Negotiates with foreign businesses about price, the term of payment, shipment, discount, etc through email o Coordinates with customers and suppliers to ensure smooth deliveries of trading o Makes regular reports to managers about information of foreign partners o Plans and prepares the delivery schedule o In charge of following up payment done and solving problems during the transport process o Carries out the tasks with profitability, quality and customer satisfaction objectives o Any task assigned by superior  The Detail Description Of Job:  For foreign partners who are suppliers of the company: 1/ Collect database of referenced suppliers on directories, sourcing websites 2/ Find business and cultural information on source countries 3/ Elaborate the call for tender 4/ Follow up the service provider’s activities and assess the supplier’s performance 5/ Follow up the table of purchases and the delivery 6/ Do analysis of offers received to make a right decision for the choice of appropriate suppliers 7/ Contact the partner through phone, fax, email to update information about innovative products 8/ Reply to enquiries being written by the exporters 9/ Respond to emails, documents, requests with partners 10/ Communicate and deal with partners If any problems arise at work, they must be reported to the manager of the department of Import and Export  For domestics customers: 1/ Receive orders 2/ Send orders to the factory 3/ Provide information for customers 10 4/ Provide necessary documents in case customers need such as certificate of origin of products 5/ Contact customer to pay bill (pay day or days before delivery) 11 Table 2: my responsibility over the period of weeks: Week First week Responsibilities Due to beginning the work, I was unfamiliar with the tasks and was instructed by employees in the department, especially my leader Some rudimentary tasks that I was assigned: - Translating some English documents into Vietnamese and vice versa such as contracts, information of products, companies, some business terms - Posting information of new products on the company’s website - Looking for overseas goods and services purchasing opportunities and analyze, research potential foreign enterprises to make decision on Second week cooperating - Reply to domestic customers and overseas partner I got accustomed to the organization's work culture And apart from the tasks, I was assigned some other ones: - Following up payment done and solving problems during the transport process - Contact partners to update information about latest products and liaise with current partners to check orders - Monitoring international trade operations by completing administrative procedures related to export - Writing reports about information of customers and products, then Third week sending them the manager of the import and export - Providing clients with necessary documents Although I made several mistakes in replying enquiries of foreign partners, I made a phone call and apologized them for my faults and this Last week problems solved I had a great chance to participate in the internal meeting of the company and giving my opinion to improve the work efficiency 2.2 Self-evaluation of internship: Favorable conditions, difficulties and lessons learned is taken during the internship 2.2.1 Favorable conditions I have been allowed by the director of Nhat Phat Production and Trading Co., Ltd to conduct internships at the import-export sales department During the internship, I 12 always received the enthusiastic assistance of the staff in the room for knowledge as well as professional skills, and was provided with a lot of necessary documents and information for the content of the report I was also provided an opportunity to learn from the people around me I had the chance to develop and apply acquired knowledge to real work experiences Some of tasks undertaken were relevant what I have studied at Thuong Mai University such as business correspondence In addition, I could improve specialized skills of a particular field and soft skills such as: communication, teamwork thanks to taking part in group activities and regularly working with clients Also, computer proficiency, negotiation skills and customer complaints handling were improved over the period of internship In particular, I could gain more confidence, sharpen English writing and reading skills and know how to handle partners and customers with different attitude and behaviors 2.2.2 Difficulties In the early stage of the internship, I felt surprised when doing internship and did not get acquainted with the job due to the fact that this is the first time I worked in a professional environment I felt strange and needed to take a plenty of time to adapt Thus, this had an effect on the progress of the work Sometimes, I were under pressure due to the large volume work which I did not have enough time to complete For example, in a day, I were assigned some tasks such as responding to partners, making report to the manager about information of foreign business and translating some English documents, etc I felt worried since many tasks had to be done within a day At first, I had difficulties in asking the staff around the office to support me as there were many things that I did not know My communication skill is quite poor However, after a week, I realized that people in the enterprise always helped me in a manner of enthusiasm although they were busy Furthermore, it was difficult to get the factory because I spent the whole day at the company office Therefore, the report could be more informative if I were able to visit the factory Besides, due to lack of professional knowledge, I made some errors but they were not too serious For example, I were assigned to translate an English document 13 into Vietnamese Because I felt hard to translate some English vocabularies in this field, there are some words that were translated unreasonably As a consequence, it led to lack of accurate and prompt translations In spite of all these limitations and difficulties, I have tried to put my best effort as far as possible 2.2.3 Lessons learned after going to practice I have personally drawn to get invaluable lessons for myself during the time of my internship and they will contribute to my success on career path in the future I had opportunities to get acquaintance with the actual and professional working environment which helped me to learn numerous valuable lessons The internship is a great chance for me to apply the knowledge that I have acquired in practice, attain more actual experience and sharpen skills In the internship process, I absorbed lessons that will help me land and succeed at a future job The experience as an Import and Export Sales intern allowed me to learn how to deal with deadlines under pressure and patience It also taught me how to properly manage my time It included reaching office, meetings, and conferences before time and always completed my share of work ahead of deadlines Besides, my teamwork skill was improved because I often interacted and ordinated with the team members, participated in team building activities Also, I used English daily to exchange information with foreign partners, so the language skill is significantly sharpened, especially the English usage in the field of import, export, logistics, shipping and dental field And working as an intern showed me what I am good at and what I am not good at I knew strengthens and weaknesses in order to improve on those things Namely, I realized that I was not good at responding to customers’ complaints about products I had to learn a lot to polish this skill, particularly looking for advice from the staff I was also taught how to search and organize, necessary materials and documents in a scientific and logical manner The company is an environment with the good culture where it is easy to ask coworkers and learn from them during an internship The atmosphere at the office was simply uplifting and fun and I enjoyed working with such a great and impressive team Additionally, the period of internship time offered me knowledge of detailed processes 14 and procedures of goods importing I understood more about the organizational structure and work ethic of a company and how to work in a professional business environment All of those lessons will be beneficial for a senior student of the English Business Department during the process of the study and research Moreover, they will be an invaluable tool for writing an upcoming graduation thesis, as well as the career path later on 15 PART 3: THE REALITY OF USING ENGLISH IN THE BUSINESS 3.1 Describe the English using status at the internship unit In the context of integration with the world, not only enterprises in Vietnam work together but they also cooperate with many different companies all over the world to gain developments It is common that more and more employees and companies in Vietnam are dealing with customers, colleagues, suppliers and partners abroad Language and cultural differences are big barriers to business success on an international level Therefore, to make cooperation of two sides become easy, English is an indispensable part to establish international transactions Nearly 90% of the 572 CEOs said that if their employees improve their English communication skills, their profits, sales, and market share will significantly grow along with business expansion opportunities and minimizing damage An independent study conducted by Illuminas in 2014 showed that 79% of the leaders in businesses investing in English language training for employees can achieve higher sales and profitability The proficiency of the language plays a pivotal part of success in the highly competitive corporate world Many businesses in Vietnam as well as around the world rely on English as a mean of communication in everything from emails to corporate documentation Fluency in English plays a critical role in many aspects of business from securing employment to communicating with clients and achieving cohesive business partnerships all over the world It cannot be denied that in Nhat Phat Production and Trading Co., Ltd, English is often used in interacting, negotiating, signing contracts with foreign partners and searching products for importing Foreign partners are companies from China, Britain, Germany, USA, Japan; therefore using English in the enterprise is essential in order to implement importing dental devices Nevertheless, the English usage in the business still has some limitations due to the fact that the foreign language skills of employees have not been focused The staffs in the company still use Vietnamese to talk to each other and only in necessary cases such as negotiating with foreign partners, English can be used As the result, English skills of the employees have not improved much There is still a shortage of employees who have fluency in English In the enterprise, some staffs’ English is not enough to 16 meet the communication requirements of import and export business activities When some employees were responsible for meeting foreign partners, they still were unable to express enough information that they want to talk This could cause a number of disadvantages in the business process Firstly, it might affect looking for business partners and expanding foreign market To have successful cooperation with overseas partners, the company needs to use English fluently in reading and studying market documents Secondly, the English skill of the staff in the company has not been improved and this can have a negative effect on the company’s current relationships Thirdly, these difficulties can reduce its image and reputation in the eyes of partners Recognizing the importance of English for the business and existing restrictions, the company is implementing a number of policies aiming at enhancing the level of English used in the company The enterprise is making plans to raise the English of staff such as organizing training courses for employees, having recruitment programs to help the staff be able to improve English skills, especially writing and speaking skills To expand business operations in the future, the company is having plans to work together with the English center in Hanoi aiming at creating the lecture contents for employees Furthermore, to ensure human resources having proficient English, applicants have to take an English test and go for interviews in English Additionally, the company also makes favorable conditions for employees taking part in sharing learning English experience, knowledge and joining workshops organized by the units in the country and overseas The company also gives encouragements to staffs to spend leisure time on learning foreign language For example, the company is willing to support employees in all aspects of finance, work, time such as increasing salary and bonuses to all workers and employees 3.2 Proposing solutions Firstly of all, traditional learning like going to classes, and studying at English centers are not optimal solutions because they are expensive and time-consuming when employees cannot arrange regular class time Employees are not motivated to attend English classes for a long period of time as they often have personal schedules or they have to work overtime and have expected schedules The leader should 17 promote English training courses by providing employees with English learning software such as ELSA Speaking to minimize these drawbacks Secondly, the director should encourage the staff to use English in the company as much as possible For example, the company can organize discussions in English, have day-to-day conversations in English and design small English competitions to increase English skill of employees and foster close relationships in the workplace And the company ought to apply incentive programs as salary increase, promotion, reward so that staff makes attempt and joins these activities Thirdly, the company should strengthen bilingual work in business activities In particular, business email writing skills, commercial contracts should be carried out in both Vietnamese and English And it is necessary that requirements for the recruitment of new staff need to be modified Applicants having the ability to communicate in foreign language and the fluency in using English will have favorable conditions to apply for a vacancy Finally, the company can send employees with good foreign language experience and skills to abroad to research overseas market and motivate them through financial incentives if they perform well Besides, the company should arrange staff to partake in the seminar which shares experience self-English organized external and internal country For instance, with the desire to improve the efficiency of learning English for white-collar workers, Aroma regularly organizes seminars to share and solve problems in the learning process The leader can give encouragement employees to participate in these seminars to exchange and discuss among English learners and receive the guidance and advice of professional experts These can promote the learning spirit of employees in the company 18 PART 4: PROPOSED TOPIC COURSE THESIS TOPIC The difficulties of seniors at faculty of Business English at Thuong Mai University in note-taking for consecutive interpretation for business 19 REFERENCES http://hoctienganh.vn/loi-ich-cua-tieng-anh-trong-kinh-doanh/ http://aroma.vn/hoithao2/ http://Alibaba.com https://en.wikipedia.org/wiki/Digital_dentistry#CAD/CAM_in_dentistry APPENDIX List of abbreviations Ltd: Limited List of images and tables No Table/Image/Diagram Page Image 1: Logo of Nhat Phat Production and Trading Co., Ltd Image 2: the office of the company Image 3: the image of company in VIDEC Conference Image 4: training programs about aesthetics zirconia Diagram 1: Organizational chart of Nhat Phat Production and Trading 7 Company Limited Image 5: Shinning 3D scanner Image 6: ASIA PRO 50 & PRO 75 Printer Image 7: Plus Mill MG5D 002 8 9 10 Image 8: Origin EX-3100 Table 1: Business results of Nhat Phat Production and Trading CO., 9 11 LTD (2016-2018) Table 2: The table of my responsibility over the period of weeks 13 ... ABOUT INTERNSHIP COMPANY 1.1 Information about Nhat Phat Production and Trading Company Limited 1.1.1 History of establishment and development of Nhat Phat Production and Trading Company Limited Company. .. https://www.facebook.com/npdentvn/) 1.1.2 Management structure and organization of the company The managerial and organizational structure of Nhat Phat Production and Trading Company Limited comprises different departments... (Source: Finance and accounting department of the company) Table 1: Business results of Nhat Phat Production and Trading CO., LTD (2016-2018) According to the company'' s 3-year revenue report (2016-2018),