INTERNSHIP REPORT OVERVIEW OF PHUONG CHI SOFTWARE CO , LTD

ACKNOWLWDGEMENTS Being recommended and allowed by the Business English Department – Thuongmai University, I have gratefully experienced as an intern at Phuong Chi Software Company Limited During the one-month internship at Phuong Chi Software Co., Ltd, I received a plenty of enthusiastic help and support from the brothers and sisters in the company that guide and encourage me to overcome all difficulties and finish this hard but meaningful time I would like to express thanks to the School Board of the Thuongmai University and Phuong Chi Software Co., Ltd and the Department of Business English creating favorable conditions for me to take my internship At the same time, I would also like to thank to Ms Giang Thanh Huyen, my leader who gave me useful guidance and advice that help me to finish my internship successfully From these advices I can improve my English skills in job Last but not least, I would like to thank White Label team, often shared my feelings and gave me timely advice during the internship In short, I really thank to all people helping me to finish this internship report Hanoi, February 13, 2020 Vu Thi Hoa 1 TABLE OF CONTENT 2 CHAPTER 1: OVERVIEW OF PHUONG CHI SOFTWARE CO., LTD 1.1 GENERAL INFORMATION ABOUT THE COMPANY 1.1.1 Name, address and current scale of the company Company name: Phuong Chi Software Company Limited - Phuong Chi Software Co., Ltd Company type: Software company Established year: 2013 Main markets: Nationwide & International (US, Germany, France, etc.) Address: - 22 Thanh Cong Road, Ba Dinh District, Hanoi City 51 Quan Nhan Street, Thanh Xuan District, Hanoi City Nguyen Hoang Road, Nam Tu Liem District, Hanoi City Legal representative: Nguyen Ngo Trinh Phone: 0983401107 Email: pcsc@gmail.com Website: www.pcsc.vn Tax code: 0106173820 Logo: Picture 1: Logo of Phuong Chi Software Co., Ltd (Source: https://freec.asia/company/phuong-chi-software-company-i2522/overview) 1.1.2 The foundation and development - 2013-2014 - The stage of starting a business: In December 2013, Phuong Chi Software Co., Ltd was established at 40m2 headquarters with only 20 seats The company had its first customers, Ultra Outdoor, NFM and Lamps Plus In February 2014, the company moved to a new office of 200m2 in Duy Tan Street, Hanoi City In April 2014, the company gained new customers in the US and the number of members increased to 50 In four months, the number of employees increased to 100 - 2015-2017 - The integration period: In April 2015, the company moved to a new office of 800m2 in Lang street In December 2015, the company had 200 employees In April 2016, the company had the first major customers, the company's staff also reached 550 people By 2017, the company has two headquarters: 22 Thanh Cong Road, Ba Dinh District and 51 Quan Nhan Street, Thanh Xuan District, Hanoi City - Period 2018-2019: The year of 2018 marked a remarkable development of the company when the number of employees reached over 1200 peoples with both large and small projects The company opened another facility at: Nguyen Hoang Road, My Dinh Plaza Building, increasing the number of facilities to locations In the near future, Phuong Chi Software Co., Ltd wants to orient itself to become an Outsource company that leading data technology and data processing market in the US and Europe 1.2 THE SCOPE OF BUSINESS ACTIVITIES OF THE COMPANY Phuong Chi Software Company Limited, whose transaction name is Phuong Chi Software Company Limited (PCSC) is a company specializing in Remote Data Processing Services for foreign partners including: - Website content management - Design 3D images - Electronic email marketing design - Handling billing of customers - Manage marketing content of customers via social networks Facebook, Pinterest, Instagram The main field of activity of the company is to provide outsourced BPO services to partners operating in the field of e-commerce, including the following main fields: - Data processing, leasing and related activities of data management, image design, interior products perspective - Information technology services and computer-related services - Management consultancy activities - Business support services Picture 2: Phuong Chi Software Co., Lt (Source:https://ybox.vn/tuyen-dung/hn-cong-ty-phan-mem-phuong-chi-tuyen-dung-nhan-vienvan-phong-2017-ixwex78sly) Phuong Chi Co., ltd is increasingly developing and always striving to become a company: "Exceeding customers' expectations, bringing experiences and pride to employees" Phuong Chi Co., Ltd was established with the mission of becoming an expanded business division of the partners, focusing on website administration expertise, helping partners optimize costs, focusing all the time on building strategies and business development For nearly years of operation, as a regular partner of more than 100 ecommerce companies in the US, Phuong Chi Co., Ltd has proven its superiority, providing quality services that meet rigorous standards in the US, accumulating management experience on all the largest e-commerce platforms in the United States, as well as the management of a single e-commerce website Picture 3: Phuong Chi Software Co., Lt (Source: https://www.pcsc.vn/tin-noi-bo/view?id=11) 1.3 BUSINESS RESULTS FOR THE PERIOD OF 2016-2018 The business results of the company are attached as Appendix - Table 2.1: Business results of Phuong Chi Software Company Limited (2017-2019) From Table 2.1, we can see that the company's revenue has been increasing continuously over the years from 2017-2019 In 2018, the total revenue of the company increased by more than VND 80 billion compared to 2017 In 2019, the total revenue increased by more than VND 164 billion, doubled compared to 2018 The company's profit increased year by year and increased sharply in 2019 2019 is a successful year for Phuong Chi Software Company as the company continually expands its business, increasing the number and quality of projects, ensuring the continuous development of company Table1.2 : Business results of Phuong Chi Software Co., Ltd (2017-2019) 2017 2018 2019 Sale 170.492.470.187 252.409.344.210 417.392.432.513 Net Sale 168.449.642.187 250.366.251.210 415.349.497.513 Cost of goods sold 21.124.270.427 28.358.342.250 48.315.285.212 Financial income 3.403.212.462 4.535.305.232 7.332.333.305 Financial expenses 1.250.346 3.270.250 5.870.262 Deductions 62.417.126.132 84.105.082.754 101.231.086.423 Selling expenses 37.211.140.342 41.435.172.300 83.319.200.350 Net operating profit 51.100.317.750 100.999.688.910 189.816.276.805 Profit after tax 39.858.247.850 78.779.757.340 148.056.695.900 (Unit: VND) (Source: Finance department of the company) 1.4 THE STRUCTURE OF THE COMPANY 1.4.1 Organizational structure A good management apparatus ensures that the company not only closely monitors the situation of production and enhances the quality of products but also reduces the unnecessary costs Recognizing this, the leadership of the company built a management apparatus that combines an online and functionality form together This model organization apparatus is expressed by the following diagram: Director Deputy Directors Production Department HR Department Finance Department IT Department (Source: HR Department) Diagram 1: Organizational chart of Phuong Chi Software Co., Ltd This organizational structure has the following advantages: - Simple, easy to design and operate, decentralized to command timely command according to the prescribed route - Give people many opportunities to learn from others and become professional - Employees can supervise each other in case of complicated work and need cooperation Disadvantages: easy to generate different ideas and suggestions, inconsistencies between departments leading to boring jobs and conflicts between departments The lines of communication through the organization become complicated Therefore, it is difficult to coordinate the activities of different departments, especially in a changing business environment 1.4.2 The functions of each department - Director: Being responsible for the entire operation of the company before the law as well as the managing ministry - Deputy Directors: In addition to their specific tasks in each assigned field, they must also give their opinions to advise the director and act as the director's representative when the director is absent - Production Department: Performing issues related to the provision of products and services to customers and related jobs - Human Resources Department ( HR Department ): perform timekeeping, administrative procedures, company rules and train new employees - Finance Department: in charge of financial matters, salaries, insurance, welfare regimes… - Information Technology Department ( IT Department ): managing the network system of the company, supporting employees about computers, working equipment CHAPTER 2: THE INTERNSHIP PROCESS IN PHUONG CHI SOFTWARE CO., LTD 2.1 TASKS PERFORMED DURING THE INTERNSHIP 2.1.1 Internship content * Practice time: From December 26, 2019 ends on January 26, 2020 * Working time: - Morning shift: From 7:15 to 12:00 - Afternoon shift: From 13:00 to 16:15 * Internship position: At the office of Phuong Chi Software Company Limited, the office is Nguyen Hoang Road, My Dinh Plaza2 building, Nam Tu Liem District, Hanoi City 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: • Being responsible for managing goods data and performing the entire operation process on E-commerce Website system under the instructions of customers • Verify the product related information (image, title, description, billing, etc.) on Excel File • Review the product image information, determine the type of product image according to customer criteria, and process it on an Excel spreadsheet or other tools • Building, processing and posting information related to the product with support tools and some specialized software at the request of customers • Handling customer invoices and shipping service issues, managing inventory in the form available by the customer, feedback to customers if there are problems with the payment methods • Talk to customers if problems arise 2.2 THE DIFFICULTIES AND LESSONS OF EXPERIENCE IN THE INTERSHIP PROCESS 2.2.1 The difficulties in the internship process Due to my limited knowledge and skills, I was surprised when doing internships and researching topics, when there were many things I couldn't learn in theory and textbooks More specifically, due to weak professional knowledge, I have to be done while learning Therefore the work efficiency is not high Additionally, the communication ability in English during exchanging informations still has several difficulties because of the incorrect pronunciation, the limited number of vocabulary, so I not understand obviously the wishes and requirements of partners Moreover, this is the first time I worked in a professional environment, so I am still strange and take a plenty of time to adapt Thus, it make to affect the progress of the work Apparently, the practice period is quite short, only month so the research may not be profound, there are still many errors that need fixing 2.2.2 The lessons of experience in the internship process The internship time at the company and the actual collision, the work experience, I have personally drawn to get valuable lessons for yourself, which is the foundation of success on career path in the future During my internship in the Production department of Phuong Chi Software Co., Ltd, I was acquainted with the actual environment and learned numerous valuable lessons This is a good opportunity for me to apply the knowledge they have learned in practice as well as improve my knowledge and skills Through exchanging and confirming informations with partners to develop new products , I have improved my communication skills ,improve skillls to handle all of request at customer requirement and customer complaints Additionally, I also learned how to search and organize, synthesize necessary materials in a scientific and logical manner, as well as how to read and analyze them This experience also had helped me to improve my professional writing and reading skills when I check and review the product informations I am becoming familiar with structures, grammar in writing and how to effectively enrich my vocabulary I also learned common English phrases in official documents which are very useful for my future job Besides, I had a chance to learn many specialized words as well as phrases I also learned how to use office machines, such as printers, scanners, photocopiers, etc Moreover, I learned how to work on excel or Google Drive in working, saving and reckoning statistics I also know how to write a report, comment card, contract, and bill Moreover, I understand more about the organizational structure of a company and how to manage a large business, one of the valuable lessons I learned during the internship All of those will be a great tool for a final year student of the EnglishBusiness Department during study, research during the final internship and writing an upcoming graduation thesis, especially on the later career path CHAPTER ENGLISH USAGE STATUS AT THE INTERNSHIP UNIT 3.1 THE REALITY OF USING ENGLISH IN THE BUSINESS Currently, English is an important tool in each business and also the key to helping enterprises reach out to the global economy, exploit new markets, search for investors so that the company has the opportunity to expand production scale and increase profits Phuong Chi Software Co., Ltd mainly has foreign partner such as American and Germany partner, so English is an important tool in communicating, negotiating, writing email, and implementation of transactions and contracts 10 Operating mainly in the field of Website content management and handling billing of customers, Production department is one of departments that uses more English than other ones in the company Production department has the task of managing goods data and performing the entire operation process on E-commerce Website system under the instructions of customers and directly exchange informaton to customer so the company’s employees are trained to write email, communicate in English… Now, the company just has 70% of its employees who can use English Especially, in recent years, because of its demands, most of the departments in the company use English, from the Human Resources Department, Financial Department, IT Department But the level of English usage among the departments are different and just focuses on the task of receiving and handling customer changing request; check product informations and writing emails to feedback and perform requirement with domestic as well as foreign partners Besides, the majority of the employees in the company use English fluently in reading The number of staff are able to fluently communicate and write in English are pretty few, about 150 employees out of approximately 1200 In recent years, the company has enhanced recruitment criteria in the enterprise: being able to communicate fluently in English To serve the expansion of business operations in the future, the board has made plans in training language for all employees in the company Accordingly, the courses will focus on teaching the skills of communication, writing email, drafting in English In the short time, English will become one of the effective tools and become the strength in expanding business activities of the company abroad In particular, the company has also focused on improving English-Germany to employees – directly checking informations and bills about goods of the company This is extremely important because this team is regularly exposing commodities but their English skills were limited The company has organized privately training courses for them ensuring basic reading skill In addition, the company also makes conditions for employees participating in sharing learning English experience workshop organized by the units in the country and abroad And support in all aspects of finance, work, time,…and apply those 11 policies to encourage honing foreign language such as increasing salary and bonuses to all workers and employees 3.2 RECOMMENDATIONS FOR SOLUTIONS About the problem that the English levels in the company are uneven and some English skills of the employees are limited, Phuong Chi Software Co., Ltd can allow the employees to participate in some short-term and long-term courses of specialized skills, especially writing skill because this skill requires the high orthodoxy and profession For some accounting staff who are not fluent in English, the company can hold some English courses of basic communication for them The content of courses should focus on communication patterns, common terms and actual activities to practice English Teachers maybe the employees of the company who have been trained or use English fluently By this way, the company can not only save a large amount of cost but also enhance the solidarity and cohesion among people in company In addition, the diversity of using English can be improved over time by exposing to many forms of English in use The departments in company can sum up some documents of specialized words and different ways of using English to help the next generation overcome this barrier more easily The company should plan more English courses alongside professional knowledge training for all employees in the company Connect with some English training centers in Hanoi build up some commercial English courses, focusing on teaching English communication, negotiation, email writing, contract drafting in order to turn the language into an effective tool for the business Besides, Phuong Chi Software Co., Ltd also should arrange to let employees take part in conferences on sharing learning English experiences held by domestic and foreign organizations Meanwhile, the company should increase support for its best people in finance and improve working conditions The company needs to apply more policies to encourage English learning by offering higher salaries to all officers and staff so that it is easier and more exciting for them to participate in the activities Encouraging all staffs to communicate to their colleagues in English at the office Prioritizing candidates who are better at English in recruitments 12 CHAPTER 4: RECOMMENDATIONS FOR CHOOSING A GRADUATION THESIS TOPIC Realizing the importance of English in the Phuong Chi Software Co., Ltd , I would like to propose the topic of graduation thesis in the direction of "Problems of language skills (listening, speaking, reading, writing, presentation, translation and compilation of commercial correspondence)" As Phuong Chi Software Co., Ltd is affiliated with foreign companies, listening, speaking, reading and communication skills, especially reading and writing are hugely important to the whole company Because of this, when carrying out research following this direction, it is crucial to focus on finding strategies for helping all people working in the company ameliorate their English competence, which eventually helps them improve their job performance The following topics is the graduation thesis I would like to suggest: The difficulties of speaking skills of freshmen at English language Faculty – Thuongmai University The difficulties in Translating Cultural terms among Third – Year English Majors Student - Thuongmai University REFERENCES I would like to express our gratitude to the following researchers for providing very useful information sources so that I could complete this report: https://www.pcsc.vn/ https://www.pcsc.vn/tin-noi-bo/index 13 https://ybox.vn/tuyen-dung/hn-cong-ty-phan-mem-phuong-chi-tuyen-dung-nhan-vienvan-phong-2017-ixwex78sly https://www.pcsc.vn/tin-noi-bo/view?id=11 APPENDIX List of abbreviations Co., Ltd: Limited Company HR: Human Resources 2 IT: Information Technology List of images and tables Picture 1: Logo of Phuong Chi Software Co., Ltd Picture 2: Phuong Chi Software Co., Lt Picture 3: Phuong Chi Software Co., Lt Diagram 1: Organizational chart of Phuong Chi Software Co., Ltd Table 1.2 : Business results of Phuong Chi Software Co., Ltd (2017-2019) 14 ... Chi Software Co. , Lt Picture 3: Phuong Chi Software Co. , Lt Diagram 1: Organizational chart of Phuong Chi Software Co. , Ltd Table 1.2 : Business results of Phuong Chi Software Co. , Ltd (2017-2019)...TABLE OF CONTENT 2 CHAPTER 1: OVERVIEW OF PHUONG CHI SOFTWARE CO. , LTD 1.1 GENERAL INFORMATION ABOUT THE COMPANY 1.1.1 Name, address and current scale of the company Company name: Phuong Chi Software. .. List of abbreviations Co. , Ltd: Limited Company HR: Human Resources 2 IT: Information Technology List of images and tables Picture 1: Logo of Phuong Chi Software Co. , Ltd Picture 2: Phuong Chi Software