Keep the high quality human resources at XHunter company

Bachelor’s Degree in Managing and Running Organization NGUYEN DIEP LINH Name of the company: Promotion 2017-2020 Xhunter HR Consulting Ltd Company Address: Phu Da Hamlet, Duc Thuong Commune, Hoai Duc District, Ha Noi Working period from February 24, 2020 to April 25, 2020 Project Title: Keep the high quality Human Resources at XHunter Company Tutor in university Tutor in enterprise Mrs.Nguyen Thi Tu Quyen Ms.Nguyen Thi Ngoc Anh Project Manager Hanoi – 2020 TABLE OF CONTENT TABLE OF CONTENT .1 ACKNOWLEDGEMENTS I.GENERAL INTRODUCTION .2 Orgin of the project and problem to be solved: 2 A description of the host firm : II INTERNSHIP OVERVIEW Quantified results expected : Internship objectives and Plan III IMPLEMENT OF THE INTERNSHIP MISSIONS: .8 Work done : Survey analysis and problem detection: 12 Ishikawa charts : .16 Solutions: 17 IV CASESTUDY .21 V CONCLUSION: 22 Analysis of difficulties encountered and solutions applied : 22 Individual knowledge and Experiences gained: 22 LIST OF TABLES Table : SWOT of Xhunter company Table 2: Project planning Table : Summary table of the number of records I have after months of internship process 10 ACKNOWLEDGEMENTS Writing this report after months internship at Xhunter Company This is also the second time I have an internship in real company, thus I have so many difficulties and anxiety Thank to helping from my teachers, my tutor and staff of Xhunter Company, I have finished my internship successfully I would like to thank the following individuals and organizations for helping me for precious time of internship First of all, I would like to sincerely thank the teachers at Faculty of International Education in Thuong Mai University and Toulon University for all their enthusiasm and support during our bachelor education In particular, I’m truly indebted Mr Nguyen Thi Tu Quyen who gave me useful advices through my internship And I also would like thank the others teachers of Toulon University taught me the basic knowledge so that I can apply it in internship Finally I want to say Thank to Ms Nguyen Thi Ngoc Anh who is my tutor in Xhunter Company She really helped me by all their experiences, knowledge and enthusiasm She has provided for me the necessary data, giving me advices and guide how to solve any situation happening in career Best regard! I.GENERAL INTRODUCTION Orgin of the project and problem to be solved:  The company maintains a stable number of candidates, but after 3-6 months, employees quit a lot  Causing disruption of the company’s personnel development process and affecting the quality of work  So, need to improve some issues inside the company to retain employees Especially the high quality staff A description of the host firm : Established at the end of 2017, XHunter Human Resources Consulting Co., Ltd has defined the mission as “Bridge of Hunman Resources” between employers and candidates Help to recruit personnel become easier • Address: Phu Da Hamlet, Duc Thuong Commune, Hoai Duc District, Ha Noi  Website : https://xhunter.vn/  CEO: Mr Nguyen Van Dat II INTERNSHIP OVERVIEW Table : SWOT of Xhunter company STRENGHTS WEEKNESSES  Having a stable number of loyal  As a newly established company, customers  There are well-trained the scale still small training  Unable to retain workers in some courses for new employees position  HR is so young, dynamic and create  Customers are many diffirent a lot make product more value companies , so have a lot of data and  Xhunter own a lot of homepage and information to handle Coordinate with Marketing strategy to deploy so many product on internet OPPORTUNITIES THREATS  Field operations are essential for  The continuous development of businesses in the recruitment market competitors such as Manpower,  Candidates want to find permanent Inconnect VHR,…It requires and stable jobs Xhunter find more tool to push the  The development of technology Marketing strategy industry, enterprises have more  Economic crisis, the business recruitment support tools needs to balance production costs and  Xhunter tend to expand business, so selling price It’ll find more value product, strategy  Trend’s client changes so position was grown with competitors consumers have more choices => Through the above analysis, we also obviously see the strengths, weaknesses, opportunities and challenges of the company If you are an intelligent manager, find the shortest, best way to help your company improve weaknesses, develop strengths, get the opportunities and eliminate threats Especially the combination of the above factors to show measures to satisfy the needs of employees in the company by reasonable compensation with aim: increase the efficiency of work Quantified results expected : 40% reduction in the rate of resignation for jobs with the percentage of employees going in and out regularly ( telesales, intership ) Proposing to improve the limitations of the policies and working environment in the company Internship objectives and Plan My intership aims to achieve goals following here: - Studying Xhunter company specific about the size, organizational structure, orepational status, cultural and oriented development to have general view about company - Participating in reality working environment, learn how to deal work, understand work to serve job in the future - Applying the knowledge learned from school to practice work and studying more knowledge and skills need to work in organization - Studying and assessing the quality of HR in Xhunter company and Join in activities to motivate staffs and support HR department deal anything related HR fields - Connect more and more relationship so that I can learn more thing I unknown and get experience from seniors - Complete excellent intership, Take some information need to write report and my presentation, to be appreciated from my tutor Plan of my internship: To any kind of work, the most important thing is to plan for everything Provide specific timelines and tasks, prioritize important tasks and proceed steps by steps Preparation steps take the more time and energy, as it determines the path of the whole project And here is a plan of the project that I’m implementing Table 2: Project planning Timeline No Task Expected outcome Phase A: Researching and analyzing about the Xhunter company: 24/2 Have a group meeting with Have plan for internship tutor 26/2 – 2/3 Attend a company’s Understand some basic company training course information Acess to the main job Improve my skills and knowledge 3/3 – 6/3 Analyze about SWOT of Have an overview of the company company Phase B: Analyzing the situation of company: ( Complete at home and online discussion due to Covid 19 ) 7/3 – 9/3 Design the survey List of question 12/3 20/3 21/3 23/3 26/3 28/3 – Conduct the survey Totally collect the answer of employees – Analyze the survey's result Understand staff’s needs and their expectations – Discuss the result with Submit their expectations to tutor seniors to have a reasonable way to make balance the relation between HR and seniors Phase C: Finding the solution: 29/3 – 4/4 Interview Employees Received all employee’s opinions 5/4 – 11/4 Analyze and find out the Clarified the problems in most reasonable solution motivation and make a proposal to solve 5/4 – 13/4 10 Propose and discuss the Leader saw deeply problem solution with leader 16/4 – 11 Realize the solution 18/4 Phase D: Implementing the project: 19/4 – 12 Make the plan Make the detail plan, divide the 20/4 mission 23/4 – 1/5 13 Deploy the project Make all staffs feel satisfy and get more experience from this activities Phase D: Project assessment: 2/5 – 15/5 12 Assessing staffs motivation Assessing what we and don’t policy before and now for company to evaluate of work results 16/5 – 13 Finished the report My report has enough and the 22/5 best persuasivetess information III IMPLEMENT OF THE INTERNSHIP MISSIONS: (In the period for Feburary 2020 to May 2020 ) Work done : - Participate in company training courses ( JD writing skills, CV filtering, phone verification ) COMPANY NAME (Company logo) JOB DESCRIPTION Position : … (Introduction of field activities) I GENERAL - Company size : INFORMATION : - Website/ Fanpage : - Type : Fulltime/ Parttime/ Intern - Work time : - Work location : - Ensure work turnover targets as required : + + - Ensuring customer care work as required : II JOB DESCRIPTION : + + … - Report the work and perform other jobs as directed by the superior - Job experiences : - Age : 20 - 30 - Sex : III JOB REQUIREMENTS - Education : - Languages : - Laptop : ( Request/ No request ) - Knowledges : - Skills : - Attitude : IV JOB BENEFIT - Average income… ( Depends on client company ) V APPLICATION - Email : @xhunter METHOD application ] with title : [Full name _ Position of - Hotline : - Post candidate’s recruitment notices on social networking sites… - Collecting resumes of various positions: Telesales, Assistant Recruitment, Intership, Accounting, Recruiting collaborator … Table : Summary table of the number of records I have after months of internship process Position Job Description Internship for Xhunter company Sources of Recruitment Jobs Go Ybox.vn Social media: Facebook - Support recruitment communication, search candidates according to the recruitment requirements - Support for record screening, interview organization - Contact candidates, schedule interviews, evaluate cadidates Recruitment - Build and report on Specialists for quarterly and annual customer company hiring plans - Design, distribute and measure the results of candidate experience Ybox.vn surveys Jobs Go - Follow up with candidates throughout the hiring process - Research and Telesales – understand the features Customer care for and useful information of 10 Number of CV received 20 CV (14 pass – failed) CV (5 pass - failed ) customer company products or services that businesses provide - Make calls to customers to introduce products or services the company is providing, find out the needs of existing customers, conduct consulting and persuading customers, closing orders - Ready to receive calls from customers to advise and answer questions about products or services - Maintaining a positive, empathetic and Customer Service professional attitude Representative for toward customers customer company - Communicating with customers through various channels - Acknowledging and resolving customer complaints - Processing orders, forms, applications, and requests 11 Social media: Facebook Vieclam24h.vn Timviecnhanh.vn 24 CV (16 pass – failed) Top CV Ybox.vn Social media: Facebook CV (2 pass – failed) - Contact the candidates : call candidates to schedule interviews ( inform them about the date, time and venue …) Survey analysis and problem detection:  Goals: Understand the general psychology of employees when working at the company Then found the problem needs improvement to propose olutions to retain employees  Object: All personnel in company On a scale of to , select a number that indicates how satisfied you are at Xhunter Explanation & Observation : The level of satisfaction most is and It’s a pretty good result but still needs some improvement What you think the company needs to improve more? 12 Explanation: - Working environment ( 49%) : Nowadays, An employee's workplace environment is a key determinant of the quality of their work and their level of productivity How well the workplace engages an employee impacts their desire to learn skills and their level of motivation to perform - Policy (26%): Policies & Procedures are really important because they provide more excitement, motivation, a more confident working environment, and will help retain talented employees because they deserve such values Observation: Although both are very important, the company has not really done it well The fact that employees think it needs improvement is the reason for the management to care and change better to retain the human resources in the future Besides, some employees are still not satisfied with the working hours Because full time working is quite a lot, it not convenient for some trainees also have school schedules In your opinion, which policy should the company focus most on if they want to retain employees? 13 Explanation: - Salary / bonus ( 56% ) This is the thing that employees think is most important In fact people will not their job if they are not paid for it A more competitive, more attractive salary will attract the original candidate and at the same time keep employees staying with the company longer - Heath Insurance ( 19% ) Employees are very concerned about health insurance at the workplace They will be guaranteed more benefits, reducing the financial burden on themselves and their families Observation: The survey showed that the two contents that employees are most interested in are salaries and health insurance Currently, the company has a specific salary for different types of employees and full insurance for them However, between ordinary and talented employees, the company does not really have a fair and reasonable regime for its own evaluation, so there is no more special policy to retain them After using some support tools in the process of work, which tool you feel is the most useful? 14 Explanation: - Social networks (61.5% ): Not only in Xhunter, but nowadays, every company considers social networking to be the most useful tool because of its useful nature Faster, more accurate, and reaching far more people than traditional hiring methods Besides, it also supports other HR jobs in the company - Management software (30.8% ) In the HR department, there is always a software to manage employee data in the company, the manager is responsible for online records management, addition and modification of necessary information It is really an effective tool to help managers save time, increase accuracy and expand the management volume Observation: The search information network on the company's network is small, so it has not really reached many candidates Regarding management software, the company is focusing on building a number of general tables and fairly good employee reviews 05 Do you want to continue working at Xhunter? 15 Explanation and Observation: Because of all the issues that exist, even though the number of people who definitely want to continue working at the company accounts for 64%, there are still 26% that cannot be decided and 7% not want to stay The company needs to take serious measures to overcome these problems so that it can retain more employees Ishikawa charts : During class, I learned about ishikawa charts A common type of chart is now shaped like a herringbone, which is used to identify the main factors that create a problem to be overcome In the summary of this issue, I will use ishikawa diagram to summarize the existing problem in Xhunter as surveyed The main problem is "Employee quitting" 16 External factors Method Location hard to find Lack of diversity when recruiting Limit the capacity of staf Working time isn’t flexible Employees haven’t been classified yet Room space isn’t large enough Employees quit their jobs Little interaction between collegues The work is repetitive, quite boring There is not much competition for staf to develop their capabilities Manager isn’t really close to the staf Enviroment Solutions: As the ishikawa diagram above, I will address each solution corresponding to the remaining problems - Firstly, I think it is important to find competent candidates before thinking about how to retain them in the company So, I was looking for some way to write more creative, more attractive notification content At the same time, adding images and fonts to the notice to reduce boredom and lengthy way like traditional company still uses 17  Some posters of images I designed on the website ( Canvan.com ) – I haved translated into English - Next on the compensation regime, as mentioned above At Xhunter, the salary mechanism is divided by levels (trainee - apprentice - official - specialist teamlead) - However, I have proposed increasing the bonus for the rank of official employee or above That is, if there is a good profile for the company, it will be split% according to the position This helps the company identify potential employees and bring higher profits for the company - I also suggest about the trainee's working time, instead of full-time internship, the company may allow shift registration (part time - morning or afternoon) requires at least sessions / week This also makes more CVs apply than before  Realizing that environmental issue need the most improvement, I focused on proposing solutions to this issue for the company And I think to this, the administrator will play a very important role 18 - In the ishikawa chart, environmental factors and methods of implementation are still very limited, so that employees not develop to their full potential In theory, I think an administrator must first understand it employees Understanding here is understanding from their personalities, working style, job needs and personal abilities It's hard to say but I think in order to retain the staff, the superior must show them that they are valuable And in fact, when employees are happy and are working in a positive environment, they will have higher job performance, lower absentee rates, and reduce the cost of replacing new people for the company At the same time, stress-free employees will provide a better customer experience, leading to greater levels of satisfaction and that is proportional to faster revenue growth So, the solution I came up with was: - Because the number of employees is not too much, so people should communicate with each other more often I took the initiative to create a private group chat on facebook, not to discuss work but to exchange and chat with each other - Proposing to the head of the department, should organize more activities to meet and have more opportunities for people to understand each other better 19 - Regarding management methods, manager should organize contests / projects in groups or individuals (with prizes) to increase competitiveness in the company, promote enthusiasm to help employees have the opportunity to promote all of their capacity IV CASESTUDY 20 In the proposal to increase the bonus for employees if they find a really good candidate, even though it has been approved, but the results after nearly month of testing (April 23 - May 1), the number of good candidates too many because the vacancies are very diverse, and Xhunter's recruitment process is also very strict before the client company receives the candidate's CV Realizing we need to change this proposal as it was quite easy, I had a discussion with Ms Nguyen Thi Ngoc Anh ( my tutor in organization) We have reviewed the factors and decided to add some conditions to get the bonus Firstly, additional bonuses only apply to some difficult positions (for example, accountants, professionals, marketing ), which are places where customers pay very high prices Ranges from million to million Not for general-purpose positions, easy to find records Price only from million to million Secondly, in addition to the candidate passing the interview, the employee will have to ensure that the candidate works at the client company for at least month After month, they received a bonus If the candidate quit his job for any reason, he / she will not receive the money This change was later approved by Mr.Nguyen Van Dat (CEO of Xhunter) and disseminated to all employees of the company I really think that Ms.Anh and Mr Dat have trusted and facilitated me a lot, because even though I’m just a trainee , but they still let me join the discussion, contribute ideas and approve the proposals of me twice I am so grateful to have contributed to the company a proposal that can be useful for employee retention later 21 V CONCLUSION: Analysis of difficulties encountered and solutions applied : Advantage: - As a internship, the workload is not too much and well-trained from beginning - Convenient location, the distance from home to company is only 2km - Young working environment, quite easy to get research materials from management Disadvantage: - In the first month , it takes a lot of time to arrange work and get acquainted with office hours - Despite being trained, some jobs are too complicated to ( CV filtering, candidate profile management …) - In particular, the serious situation of Covid-19 epidemic serious from Mid-Feburary to now, effecting the progress of my internship Because it’s impossible to go directly to the company, it’s difficult to the work and communicate with people So, I have opportunity to promote my full potential Solution: - Set a logical timetable, organize your work as well as a clear date and time for easy tracking - Review training materials at home to memorize and capture tasks faster - Some jobs are quite complicated, always discussing and asking back the brothers and sisters at the company - The biggest problem about covid 19 was the interruption of the internship, however, the company always gave us home-based online jobs, updating the web regularly so that staff could follow it continuously Individual knowledge and Experiences gained: After the intership in Xhunter company, with the professional working environtment and the dedicated guidance of my tutor, Head of human resources 22 department and many support from staffs, I have had opportunity to practice my knowledges learn at University though it’s no more, get more new knowledge, experience and especially to be participated in implementing of office work, that was so useful for me in the future: I work fluently with formulas in excel, text composing in word, get used to using some software in time keeper, how to calculate payroll, bonus and working insurances software, know more about laws and have experience reality working Create new relationship with HR in my company, I think It’ll useful for me to study more and make me many opportunities to develop career in future I know the way to encourage and convince others, It’s much esier to encourage and convince people to something if we can indicated what they are able to earn from doing that Understand the way to operate relationship between departments within a company together,In particularly I have understand the importance of incentives to promote the working process of employees  Complete helpful measures for retaining high-quality employees for the company It can be applied only in a short time, may not solve the problem thoroughly However, it also proved the practicality in my report as well as making the internship process a lot of sense This is the most importance result I expected  Summary, this is a very effective and memorable internship for me It gives e a lots of valuable experiences We have a much better understanding of human resources - the profession we have studied for three years at school The more we understand it, the more we have passion and love for this work Hopefully, over the past time, I will have enough luggage for me to complete work orientation in the future 23 ... job if they are not paid for it A more competitive, more attractive salary will attract the original candidate and at the same time keep employees staying with the company longer - Heath Insurance... insurance at the workplace They will be guaranteed more benefits, reducing the financial burden on themselves and their families Observation: The survey showed that the two contents that employees... working at Xhunter? 15 Explanation and Observation: Because of all the issues that exist, even though the number of people who definitely want to continue working at the company accounts for 64%, there