CHAPTER 1: ORGANIZATION HISTORY BACKGROUND 1.0 INTRODUCTION This chapter is about the background of Xiang Diapers Sdn. Bhd.

It includes background of Xiang Diapers Sdn. Bhd., ownership, target markets, mission, vision, slogan and logo of company. This report also e plain the profile of organi!ation which include the organi!ation name, company number, company address, e"mail address, contact number, fa number, bank transaction, business hour, the strengths and weakness of organi!ation. Then it includes the skills that trainee have learned during the # months period of the industrial training. skills. They are basic communication skill, interpersonal skills, thinking skills, computer

1.1

COMPANY BACKGROUND Xiang Diapers Sdn. Bhd. was incorporated on $%&% in 'alaysia under the (ompanies )ct, &*+,. Xiang Diapers Sdn. Bhd. was located at business. There are two ma/or suppliers of Xiang Diapers Sdn. Bhd., This include the S() 0ygiene 'alaysia Sdn. Bhd and 1nilever 2'alaysia3 0oldings Sdn. Bhd. The Xiang Diapers Sdn. Bhd. have outsource the business line with this two company in order to improve their product oriented systems. S() 0ygiene 'alaysia Sdn. Bhd develops baby diapers, panty liners, toilet paper, kitchen rolls, handkerchiefs, hand towels, napkins and other hygiene products in almost &%% countries. The main brands of company are Tena, Drypers 4ee 4ee Dry, Drypant!, 0ey Baby, 5ibero and 5ibresse. 0owever, 1nilever 2'alaysia3 0oldings Sdn. Bhd develops food brand, personal care brand, and home care brand to keep pace with the changes in consumers lives. The main brands are include Dove, 5ifebuoy, 5u , 6e ona and Sunsilk, 5ady7s (hoice, 5ipton, 8lanta and Bree!e washing powder. In &**9 years, Xiang Diapers Sdn. Bhd. is name of Xiang Diapers Trading. )fter Xiang Diapers Sdn. Bhd. incorporated on $%&% in 'alaysia under the (ompanies )ct, &*+,, that provide distribution of S() and 1nilever product to whole .ohor state industrial area, -luang, .ohor. It is wholesale distribution business that provide distribute service to other

retailer, such as mini market, supermarket, drug store, medical store and so on.

1.3

VISION AND MISSION Xiang Diapers Sdn. Bhd. has its vision and mission as guidance to achieve their long"term goals. The company7s ambitions can be seen through their vision and mission, which are: Vision: Strive to provide perfect service to our customers and suppliers. Xiang Diapers Sdn. Bhd have goal to e ceed customers needs and e pectations with responsive, dependable service. Mission: &. 'a imi!e long"term return to shareowners is our overall responsibilities. $. 'aintain the good relationship with customer and to uphold the company;s image.

#.

0olding up the win"win situation between supplier and retailer, by helping others be successful, company have had success as well.

1.4

S OGAN 6aising the Standard, <ice Service 5asts 5onger.

1.!

COMPANY OGO

XIANG

Xiang is defined as good luck, happiness, auspicious and propitious. )uspicious implies success in the future, promising or of good omen, while propitious means favorable conditions are present full of promise, good and favorable. Xiang Diapers Sdn. Bhd. are using the red and blue color as a main color or symbol of company. The red colors have meaning of increased enthusiasm and interest, more energy, action and confidence to go after the company goal and protection from fears and an ieties when facing the challenge and defiance. 0owever blue color have meaning of calm and rela ation to counteract company. chaos or agitation and to open the flow of communication toward customers and all working partners in the

1."

COMPANY PRO#I E

The information as below is about company7s profile. They included company name, address, business hours etc. (ompany <ame (ompany <umber 6egister Date Business )ddress Xiang Diapers Sdn. Bhd. 550484 U 14 th Jun 2001 No. 9 & 11, Jalan Malinja 6, Kawasan Perusahaan, a!an "n#ustri Matahari, 86000 Kluan$, Johor. 'onday = >riday Saturday 0%&%8%8680 0%&%8%8015 n$'(118)*ahoo.(o! +M 800,000.00 +M 800,000.00 A(B( Bank 2'alaysia3 Berhad. 60B Bank Berhad. * peoples : ?.%% am = +.%% pm : ?.%% am = ,.%% pm

Business 0our (ontact <umber >a <umber @"mail )ddress )uthori!ed (apital 8aid"up (apital Transaction Bank 8ermenent @mployees

8art"time @mployees >emale @mployees 'ale @mployees 'anagement @mployees Tecnical @mployees Total @mployees Types of Business @ntity Awnership Status Types of Business )ctivities (ore Business

$% peoples &* peoples &% peoples &$ peoples &9 peoples $* peoples (orporation 5ocal based company 4holesale 8ersonal care brands >ood brands 0ome care brands @ntire level segmentation

Target 'arket

1.$

ORGANIZATION CHART

1.% &.?.&

THE #UNCTIONS O# EACH DEPARTMENT ')6-@TI<B )<D S)5@S D@8)6T'@<T The marketing and sales department must act as a guide and lead the company;s other departments in developing, producing, fulfilling, and servicing products or services for their and customers. strategy, The functions marketing and sales and department are include development of marketing goals conducting marketing researches monitoring customer needs, promotion and advertisement. The marketing department of Xiang Diapers Sdn. Bhd. typically has a better understanding of the market and customer needs. So, the managers of the marketing department need clear and appropriate information. The marketing department studies the market and the customers, determines the best way to reach those customers, and works with the rest of the company to help determine the new product needs of the market and represent the company in a consistent voice.

The marketing research provides the facts and directions that the managers can use to make their important decisions for marketing and competitive activities. To organi!e the workflow for managing market research and monitoring customer needs, the marketing department can use CI8 Task 'anager. By using this software, each marketing research can be created as a pro/ect with appropriate stages and to"do lists. In (alendar view the managers can create schedules for marketing researches and set due dates per task. )dvertising and 8romotion

>inding new customers is the key challenge for every business. Through creative advertising and promotion a business can attract new customers and gain more revenue. The marketing department is responsible for providing productDservice advertising and promotion. The function of advertising and promotion is especially important when the organi!ation launches a new brand and it should be promoted by informing the customers of the brand7s features and advantages. By usingCI8 Task 'anager, the marketing department can arrange advertising campaigns and manage promotion activities. The software allows to break down a campaign into stages and tasks with possibility to track each step of the involved employees and measure the campaign outcome. CI8 Task 'anager is convenient tool for brand and product management.

&.?.$ 01')< 6@SA16(@D)D'I< D@8)6T'@<T )dministration or consists of of the performance or

management of business operations and thus the making implementing ma/or decisions. )dministration department provides support services to the core functions

of the 'inistry in order to enable them to discharge their duties effectively to direct activities toward common goals and ob/ectives. Below are some roles of human resourceDadmin unit: i3 @nsuring availability of adeEuate office

accommodation, office eEuipment, furniture and other office stationery. ii3 8rovides general office services such as Secretarial, stores management, courier services and information management. iii3 @nsuring security of the department7s property, managing transport and managing stores. 1nder this department, the unit also performs for human resource divisions which responsible for: i) @nsuring workforce. ii) @nsuring that proper staff training and development policies and programmes are developed and implemented. iii) @nsure that staff welfare needs are taken care of. iv) Interpreting regulations and with implementing regard to civil service staff staff recruitment, proper recruitment utilisation and maintenance of an adeEuate, competent and motivated

development, wages, salaries, allowances, disciplinary procedures, etc.

&.?.F

)((A1<T D@8)6T'@<T )s for finance officer role, staff will be responsible for: i) 'anage company account, statement of liabilities, creditors and debtors. ii) (onstantly confirm the cost and stocks from suppliers. iii) 'anage employee7s salaries, allowances, and overtime bonuses.

The basic activities of company are provide various goods for contact sales, stores inventories, break bulk product for user needs and formation of fair price between retailers.

1.&

ORGANIZATION ACTIVITIES The basic activities of company are provide various goods for contact sales, stores inventories, break bulk product for user needs and formation of fair price between retailers.

The core businesses of (huan Sin Sdn Bhd are mainly in <atural 'ineral 4ater, Sparkling <atural 'ineral 4ater, Distilled Drinking

4ater, (arbonated >ruit"flavoured Drinks, <on"carbonated >ruit" flavoured Drinks, Isotonic 4ater. 1.&.1 SPRITZER NATURA MINERA 'ATER Sprit!er <atural 'ineral 4ater is indeed the gift of nature, its sourced from F%%feet undergroundG which from natural unspoilt surroundings. Balance in natural minerals, Sprit!er is hygienically filtered and bottled to international standards. Sprit!er is duly certified by H1)SI 2Huality )ssurance International, 55(, 1S)3 and has ISA *%%&:$%%% and 0)((8. 1.&.! SPRITZER OVE MINERA 'ATER Sprit!er 5ove 'ineral 4ater, for a splash of fun to drinking water, Sprit!er launches a new set of 5ove 5imited @dition, intended for the teens and kids. It comes with a heart shape engraved unto the bottle, hence its name I5ove7 bottle. @ach bottle is available in multiple choice colors. 1.&.3 SPRITZER DISTI ED DRINKING 'ATER

Sprit!er Distilled Drinking 4ater, the purest drinking water from the natural refreshment specialist. It contains no micro"organisms, minerals, sugar or calories. It is so pure that it helps bring out the best and natural flavour of beverages and /uices.

1.&.4 POP

CARBONATED #RUIT(# AVOURED DRINKS(SPRITZER

Delightful, all"natural refreshment, Sprit!er 8A8 is a real pop drink for the new generation. It is lightly carbonated, with absolutely no artificial colorings and flavourings added. There have , e otic fruit flovours: 5emon, 'i Berries, Arange, )pple, and 5ychee. 1.&." NON(CARBONATED #RUIT(# AVOURED DRINKS) SPRITZER TINGE Tinge is available in $ natural flovours mineral water either with a tangy tinge of 5emon or fruit fusion, non"carbonated or colored. )nd unlike most flovoured drinks in the market, Tinge is only mildly sweetened. J) simple pleasure for chilling out with friends = that7s what Tinge isK. 1.&.* ISOTONIC DRINKS)SPRITZER GO+ Sprit!er BAL Is energi!ing and feel natural refreshment. It helps replenish lost body fluids yet pamper your taste bud with its all"natural fruity taste. It7s a BA BA BA drink for those who lead an active lifestyle and embark on sporty pursuits.

1.&.$

SPARK ING NATURA MINERA 'ATER)SPARK ING SPRITZER

5ightly carbonated Sparkling Sprit!er fi!!es with sparkles and promises more fun and e citement in every refreshing sip. Sparkling Sprit!er is indeed, a natural, healthy lifestyle soft drink minus sugar, colorings and preservatives. 1.10 CORPORATE SOCIA RESPONSIBI ITY Sprit!er Berhad had integrated (orporate Social 6esponsibility 2(S63 across the businesses. Its (S6 practices have continued by focusing on community welfare, education, sports and health. Sprit!er initiatives towards enhancing the social wellness are demonstrated by its contribution both in cash and in kind to various charity bodies or directly to the underprivileged. (harity to orphanages and old folks has become a yearly routine in Sprit!er7s (S6 practices. During the year, the Broup has sponsored a large number of bottled mineral water as well as cash donation to earthEuake victims in (hina and cyclone victims in 'yanmar. Besides, Sprit!er is involved in the adoption of ten children of the natural disaster7s victims through donation to -iwanis (lub. Sprit!er emphasi!es the important of education to the young generation. The Broup is committed to making contribution to various schools and educational bodies. During the year, Sprit!er has contributed funds to St Beorges School and 0ua 5ian 0igh School for development. )part from its continuous support given to numerous sporting events held in schools, it has given its sponsorship to children drawing competition and other student activities such as T)6 (ollege )ccounting <ight, and so on. Besides, Sprit!er also took part in sponsoring the 6ukun <egara

(arnival as part of its effort to help instill the nationality awareness among 'alaysia. Sprit!er always encourages sports which are essential youth development. Its dedication in supporting sports is reflected its involvement in various sporting events which has been on"going for years. )mong its many sponsorship were Ipoh Starwalk $%%?, Sprit!er (up Basketball Taiping Tournament $%%?, $%%?, Badminton Taekwan"Do (hampionship Apen <ational

(hampionship $%%9, 4orld (orporate Bolf (hallenge 'alaysia $%%?, 8erak .unior Tennis (lose Tournament, )& Team 'alaysia $%%?, Bicycle 6acing le lour de 5angkawi $%%?, 8ork Dickson International Triathlon $%%?, etc. 1.11 S'OT ANA YSIS 1.11.1 STRENGTHS &. 'anufacturing and distribution various of products Sprit!er owns about 9 kinds of bottled water products. The range includes natural mineral water, sparkling natural mineral water, distilled drinking water, isotonic water, carbonated and non"carbonated fruit flovoured water. Such diversity of products enables Sprit!er to market to diverse consumer segment, further e panding growth. It shows that Sprit!er 6MD many and new types of products for consumers to choice their delight7s products. >or instant, on $* .uly $%%? Sprit!er unveiled the new brand identity for the Tinge flovoured mineral water. )ccording to Sprit!er7s @ ecutive Director, Dr.(huah (haw Teo, JThe Tinge brand has been re"energi!ed under the

theme = I) Tinge 'akes The Difference7. )long with the new packaging, the brand7s new ambassadors 6ynn 5im and 'arsha were also introduced to the media and publicK. Besides that, Sprit!er launches a new set of Spri!er 5ove mineral water, which intended for teens and kinds. @ven through, Spri!er 5ove nowadays is likes by every level of population. Indeed, Sprit!er products are suitable and acceptable for all consumers. That7s all are the strengths that sound business strategies to definitive competitive advantages. $. 8roduct Euality )s further proof of the company7s uncompromising standards, Sprit!er is always aspiring to bring greater values of its Euality products to trusted customers. 6ecently, the 1niversity of 5ondon in collaboration with Sprit!er discovered that Sprit!er natural mineral water is naturally rich in Arthosilicic )cid 2AS)3 or Bioactive Silicon. In addition, Sprit!er has been &% years of ongoing commitment to establish the uncompromising Euality of natural mineral water. In Near $%%?, Sprit!er created history when it was awarded the 6eader7s Digest Trusted Brand 8latinum award for the &% th consecutive year. 4hat an achievement and record foe a 'alaysia brand. This proves that Sprit!er7s unending commitment to be the <o.& natural mineral water in 'alaysia was not a futile effort. This prestigious award is determined by the votes of 6eader7s Digest readers who are savvy consumers and come from various markets in )sia.

)ccording to Dr. (huah (haw Teo, Sprit!er7s @ ecutive Director, Jto ensure that every bottle of Sprit!er in the market is up to international standard, we have the e pertise of food specialists, chemists, microbiologists and engineers to manage the new multimillion ringgit eco" friendly plant. They are critical to the Euality of Sprit!erK. #. )ware consumer7s health 0ealth issues 2related to food and drinks3 is a ma/or concern to Sprit!er7s @ ecutive DirectorG Dr. (huah (haw Teo mentioned that, Jmany consumers are aware that canned drinks contain lots of sugar while packet drinks have preservatives. So, when given a choice, they would rather have natural mineral water. It7s wholesome and healthierLK 0owever not all water are created eEual. There are bottled water such as drinking water in white cap are without mineral and natural mineral water in assorted colors caps comes with natural mineral beneficial to consumer7s health. The 1niversity of 5ondon recently found that Sprit!er natural mineral water to be naturally rich in Arthosilicic )sid 2AS)3, a trace mineral associated with numerous health benefits. 1.11.! 'EAKNESS &. (onsumer less knowledge about water 'any of consumers /ust heard about the important of drinking enough water. But they did not have enough knowledge to differentiate which is the best or Euality water, its will influence their health.

$. <ot enough employees Because of not enough manpower, some of the employees7 forces to complete those /obs are needs. In this situation, burden of those employees become more and more. Its will affects their performance. 1.11.3 OPPORTUNITY &. @ducate consumer 8rovide information for consumer to use their knowledge in differentiate the different types of Euality water such as bottled water and mineral water. Thus, consumer will choose the best water for their healthy. In this way, Sprit!er gain more consumer support and confidence and become a trusted brand for them. Besides that, its will create a bridge to giant relationship with consumer.

$. 8rovide developmental and educational programmers Ab/ective to having training program by Sprit!er are: i) Increases worker7s productivity ii) Increases workers7 /ob satisfaction iii) -eeps workers7 skills and knowledge up"to"date iv) 0elps to motivate workers Indeed, after having training employees would work faster and thus increase their output and can give better Euality work. Besides that, satisfied workers who en/oy their work

and are respected for their ability to do their /ob usually have less stress problems and so are healthier. Technology changes at a rapid pace. The training function is an on"going to introduced new procedures of the technology. )n addition, training can be offered to employees as a form of reward such as give reward to workers who put in e tra effort and who regularly volunteer for assignments. 1.11.4 THREATS &. (ompetitors In an industry such as bottled water where Ilook alike7 products are abundant with more than &%%% brands in the market, it would influences market. Some competitors offer the cheaper price for consumer, have the better packaging and etcG all of this factors will affect Sprit!er. $. (omplaint by customer 8rovide a better service for customer is an important issue for a company to create a good relationship with them. If customer dissatisfaction with the services that provided, it might bring a bad image to customer. >or instance, customer services provided by employees without friendly will make customer dissatisfaction and through 4orld of 'outh affect company7s image.

1.1!

EARNING SKI

S IN THE INDUSTRIA TRAINING

"n#ustrial trainin$ is (o!,ulsor* -or e.er* stu#ent in ,ro$ra! o- the /a(ult* o- Mana$e!ent an# 0(ono!i(s, Uni.ersiti Mala*sia e1nolo$i 2UM 3 to (o!,lete their #e$ree. 0.er* stu#ent is $i.en the o,,ortunit* to (hoose either ,ri.ate or$ani4ation or $o.ern!ent #e,art!ent to un#er$o their 12 wee1s in#ustrial trainin$. he !ain ,ro,ose -or this in#ustrial trainin$ is to #e.elo, so!e e5,erien(e on the real wor1in$ en.iron!ent. "t hel,s stu#ents to $et the real e5,erien(e '* learnin$ the s*ste!s in an or$ani4ation an# an o,,ortunit* to see the wor1in$ en.iron!ent an# a,,l* the 1nowle#$e learne# an# tau$ht #urin$ their le(ture in the real wor1in$ worl#. 61ill is #e-ines as a'ilit* to #o so!ethin$ well 'ase# on 75-or# #i(tionar*. here-ore, i- *ou are s1ille# in a (ertain area, *ou are e5,e(te# to 'e a'le to ,er-or! that a(ti.it* well or 'e (o!,etent in that area. rainee has to #o in#ustrial trainin$ a'out 8 !onth or 12 wee1s at 9huan 6in 6#n. :h#. that is the !anu-a(ture (o!,an* starte# -ro! 2% th ;,ril 2009 till 1%th Jul* 2009. <urin$ these 12 wee1s, trainee has 'een $i.en the o,,ortunit* to (o!,lete the trainin$ at the ,u'li( relations #e,art!ent.

<urin$ in#ustr* trainin$, trainee has learne# a lot an# $ain .alue a'le e5,erien(e. 6e.eral s1ills that trainees learne# #urin$ the 12 wee1s ,erio# are= i) ii) iii) 9o!!uni(ation s1ill hin1in$ s1ill i!e&Mana$e!ent s1ill

iv) >ea#ershi,

1.1!.1

COMMUNICATION SKI <owadays, communication skill becomes crucial in the working life especially in marketing area. 6efer from 4ikipedia, the free encyclopedia online information sourcesG communication is the process of conveying information from a sender to a receiver with the use of a medium in which both sender and receiver understand the communicated information the same way. ) process allows organisms to e change information by several methods. (ommunication reEuires that all parties understand a common language that is e changed, There are auditory means, such as speaking, singing and sometimes tone of voice, and nonverbal, physical means, such as body language, sign language, paralanguage, touch, eye contact, or the use of writing. (ommunication defined as a process by which we assign and convey meaning in an attempt to create shared understanding. This process reEuires a vast repertoire of skills in intrapersonal& and interpersonal processing, listening, observing, speaking, Euestioning, analy!ing, and evaluating. 1se of these processes is developmental and transfers to all areas of life: home, school, community, work, and beyond. It is through communication that collaboration and cooperation occur. (ommunication is the articulation of sending a message, through different media

In,-./0-son.1 2o334ni2.,ion is language use or thought internal to the communicator. Intrapersonal communication is the active internal involvement of the individual in symbolic processing of messages. The individual becomes his or her own sender and receiver, providing feedback to him or herself in an ongoing internal process.

whether it be verbal or nonverbal, so long as a being transmits a thought provoking idea, gesture, action, etc. It is very important because everyday we need to communicate with colleagues, superiors, subordinate, suppliers and customers. (ommunication is an essential skill that for many individuals with severe disabilities can be very difficult. ) good communication skill is the top personal Euality sought by employers evaluating a /ob candidate. (ommunication is the basic skill of interaction with people. During these &$ weeks, training e poses students on how to communicate and interact in the reality of marketing communication. Benerally, Trainees talk to clients, in person or on the phone, and provide them with information. They are often the clients; first contact with the office. <e t, trainees also have to talk with contractors and suppliers to discuss discrepancies in invoices or to order supplies during practical period. By this e perience, trainee understands that the communication skill is very important in working life. 4ithout a good communication skill, everything will difficult to complete. Therefore, communication is important in the way for learning. 1.1!.! THINKING SKI Thinking skills is crucial for work for the general office tasks. Thinking skill can be defined as the process of evaluating ideas or information to reach a rational decision. Thinking skills includes problem solving skill,

decision making skills, critical thinking skill, /ob task planning and organi!ing, and uses of memory and finding information. 4hen individuals have communication and problem"solving skills, they are better eEuipped to handle difficult situations. This, in turn, will help prevent stress and encourage productivity in the workplace. During the training, trainees can learn Beneral office tasks of organi!e their own /ob tasks based on priorities set by their organi!ation. Their tasks are mostly repetitive but are freEuently interrupted by phone calls from public that reEuest for sponsorshipG organi!e events or reEuests from supervisors.

1.1!.3

TIME MANAGEMENT SKI ) time management skill also is an essential skill in the working life. Benerally, time management refers to the development of processes and tools that increase efficiency and productivity.

In

business,

time

management

has such

morphed as

into

everything

from

methodologies

@nterprise

6esource 8lanning through consultant services. 8ersonal time management loosely defined as managing our time to waste less time on doing the things we have to do so we have more time to do the things we want to do. Therefore,

time management is often thought of or presented as a set of time management skillsG the theory is that once we master the time management skills, we will be more organi!ed, management efficient, skills and include happier. goal 8ersonal time settings, planning,

prioriti!ing, decision making, delegating and scheduling. 2Susan 4ard, $%%%3 >or most people, time is money. Businesses have known this for so long. The more time you spend on a certain task, the more money will be spent or charged depends on the business. @ffective managers usually have good time" management skills. )s already noted, managers face many different pressures and challenges. 'any managers have to find ways to improve their own time management skills or techniEues and have refined their working habits so they function more effectively. They have sharpened their skills, techniEues and disciplines and can now focus on what counts most. They have learned to cope with interruptions, changing conditions, and the demands placed on them by others. 2)ccel"Team $%%?3 During the training, trainee understanding the time

management skill is very important in workplace. @veryday colleagues are full with many tasks to be complete in time. Thus, trainee have to learn to allocate their time efficiency to make the /obs assigned done. So that. This will not affect the flows of the operation. >or e ample, trainees reEuired to done the reEuest sponsorship by school in the shortest time to prevent the waste of time of them. )s common says, JTime is goldK. 0ence, trainee needs to

learn to make their works faster and make own timetable to complete everyday work. 1.1!.4 EADERSHIP The concept of leadership continues to evolve as the need of organi!ations change. 5eadership occurs among people, involves the use of influence, and is used to obtain goals. Influence means that relationship among people is not positive. 'oreover, influence is designed to achieve some end or goal. Thus, leadership as defined here is the ability to influent people towards the attainment of goals. This definition captures the idea that leaders are involved with other people in the achievement of goals. 5eadership 5eadership is is reciprocal, a occurring activity, among distinct people. from

JpeopleK

administrative paper shuffling or problem"solving activities. 5eadership is dynamic and involves the use of power to get things done. During training, trainee needs that leadership is important to company which is consider how leader use power and influence to get things done. >or instance, in public relations department trainee should know why need to involve in plant visit and how to become a tour leader to guide or assign task completely.

Communication Skills

 Types of communication skills include selling skills, public speaking, interpersonal skills and written skills.

Other Languages
If you're fluent in more than one language, include that information; it's a vital skill many employers are now looking for.

Technical Skills
omputer proficiency and the number of words an individual can type per minute are both e!amples of technical skills to include.

Management Skills
"n individual should list any management skills, regardless of whether he is applying

By the author of this article, Roy Posner Read Online/Do nload for !ree"

for an upper#level management position. $revious management e!perience is indicative of an employee who is well organi%ed and self#motivated. &ead more' Types of (kills to $ut on a &esume ) e*ow.com http'++www.ehow.com+facts,-.//-0/,types#skills#put#resume.html1i!%%0ur2aIh3$
Interpersonal Skills -- In addition, you will need to know how to convey information, verbally or non-verbally to people you are in contact with. These are your interpersonal skills. To succeed at a high level in life you will need to have writing, speaking, presentation, communication, and management/leadership skills amongst others.

CHAPTER IMPACTS5

T'O:

IDENTI#ICATION

O#

SYSTEM5

PROB EM5

SUGGESTED SO UTION AND VA UE(ADD

!.0

INTRODUCTION here are three s*ste!s that trainee has learne# in the !ar1etin$ #e,art!ent an# hu!an resour(e #e,art!ent, the* are s*ste!s o,ur(hase or#er, s*ste! o- in.entor* re,lenish!ent an# s*ste! o- hirin$ e!,lo*ees. rainees ha.e learne# how to re(o$ni4e t*,es, ?uantities, an# a$ree# ,ri(es -or ,ro#u(ts or ser.i(es the seller will ,ro.i#e to the 'u*er -ro! s*ste!s o- ,ur(hase or#er. Pur(hase or#ers allow 'u*ers to (learl* an#

e5,li(itl* (o!!uni(ate their intentions to sellers, an# sellers are ,rote(te# in (ase o- a 'u*er@s re-usal to ,a* -or $oo#s or ser.i(es. he se(on# s*ste! has learne# '* trainee is the o- in.entor* re,lenish!ent s*ste!, trainees ha.e to leane# how to !onitor in.entor* an# u,#ate the #ata'ase to ,re.ent the shorta$e o((urs. rainee also learne# how to -ore(astin$ (usto!er #e!an# ,lannin$ sales & o,erations, es,e(iall* in (al(ulate o,ti!al or#er ,oints, sa-et* sto(1, an# or#er ?uantities auto!ati(all* so the ri$ht a!ount o- the ri$ht !aterials are a.aila'le at the ri$ht ti!e. 'oreover, trainees also had learn recruiting methods and how to selection employee in hiring system. 0iring or recruiting methods is very important, the good hiring system can prevent the high level of employees turnover. This chapter also discuss about the problem, causes, implication, solution and value"add for this three systems. !.1 !.1.1 #IRST SYSTEM ) PURCHASE ORDER SYSTEM PURCHASE ORDER SYSTEM #OUND AT MARKETING AND SA E DEPARTMENT )ccording to the 4ikipedia dictionary, marketing is the process by which companies determine what products or services may be of interest to customers, and the strategy to use in sales, communications and business development, however a sale is the pinnacle activity involved in selling products or services in return for money or other compensation. 'arketing and sales are very different, but have the same goal. 'arketing improves the selling environment and plays a very

important role in sales. If the marketing department generates a potential customers list, it can be beneficial for sales. Xiang Diapers Sdn. Bhd. as 4holesaler (ompany that provide the 4holesaling, /obbing, or distributing services. The company performs the sale of goods or services to retailers, to industrial, commercial, or other professional business users. 'oreover, Xiang Diapers Sdn. Bhd using the system or purchase order to allow buyers to clearly and e plicitly communicate their intentions to sellers, and sellers are protected in case of a buyer;s refusal to pay for goods or services. In the system of purchase order, agent will go to approaching potential buyer or retailers to giving presentation of products. )fter that, buyers or retailer will assess and evaluate need, if buyer or retailer has intention to buy the product, buyer will reEuest purchase order, if no they will refuse the purchase order. In the process of purchase order, agents will record the list of order in the interface table, company continued to create invoice bill to perform the shipping and delivery process. 4hen buyer or retailer receives the inventory or product of Xiang Diapers Sdn. Bhd., they will pay for invoice. The purchase order process is shown in >igure $.&.$.

#IGURE !.1.!: PURCHASE ORDER SYSTEM 6ACTUA 7

Start

"gents approaching potential buyer

(ales presentation 7o 4uyers assess and evaluate need 8es 4uyers re5uest purchase order 4uyers re6ect purchase order

"gents record in interface table PROBL# M

reate invoices

(hipping and delivery order

4uyer receives order

$DD %$L&#

4uyer pay for invoices

#nd

!.1.3

PROB EM IDENTI#ICATION

By trainee7s observation during the training period, trainee discovers there are problems found in the purchase order system. >rom the view of the trainee, the problem encountered is due to the lack of /ob specification tasks, responsibility etc. These problems include:

i3

@mployees sometime create invoice bill without view stock status and shortage of store.

ii3

4arehouse employees are slowly to pick up the inventory because employees are not found the shortage inventory.

!.1.3.1

SOMETIME STOCK.

EMP OYEES

CREATE

INVOICE

BI

'ITHOUT VIE' STOCK STATUS AND SHORTAGE O#

1sually, the (ompany of Xiang Diapers Sdn. Bhd. will shipping the order of buyer and performs the delivery inventory process within one or two day. This occur lack of time for employee to view stock and shortage in warehouse. )fter the invoices are creating, employee warehouse cannot perform their task well because of shortage.

!.1.3.!

'AREHOUSE EMP OYEES ARE S O' Y TO PICK UP THE INVENTORY. 4arehouse employees are slowly to pick up the

inventory because employees cannot found the shortage inventory by follow the invoice. @mployees of Xiang Diapers Sdn. Bhd. will perform the stock keeping task with $ times per month. Sometime employees wrongly to calculate the surplus inventories when perform stock keeping task. It is also occurring that remain inventories Euantities are not eEually with the computeri!ed system Euantity.

!.1.4

CAUSES TO THE PROB EM The cause to the problem is the height level of employee turnover cause lack of employees, it is also the new staff of company lack of skill to perform stock keeping task. On the other hand, the company does not develop the /ob specification for the employees of the warehouse. The employees may ambiguous about their own responsibility. 'oreover, the multitasking of the employees make the employees cannot perform wells in their own /ob and leads mistaken on /ob.

!.1."

IMP ICATION O# THE PROB EMS >rom the opinion of trainee, there are bad implication of resulting from the problems occurs. The first implication of the employees wrongly to calculate the surplus inventories will cause the company remainder inventories Euantities in the warehouse are not eEually with computeri!ed inventories system Euantity. <e t, the problem will make most employees perform multitasking /ob can bring misunderstanding among the employees. There also will disruption of the typical relationship between the staffs or employees in company. Ather implication resulted is about the delay shipping and delivery inventories process to buyer or retailer may cause they lost customer or affect their business reputation.

!.1.*

SUGGESTION #OR THE SO UTION Based on the problem identified, trainee suggests

company must make sure the invoices are creating after view store and shortage. 'oreover, employees must perform double checking and make sure the product calculate in precise Euantity when they running the stock keeping process to improving inventory record accuracy and getting the stock information right.

(ompany also must set schedule of stock keeping task, trainee suggests company to perform this task with minimum thee time per week. 'oreover, employees must make sure the product calculate in precise Euantity and remain inventories Euantities are eEually with computeri!ed inventories system Euantity when they running the stock keeping process. In addition, company can hire the temporary staffs to enables their business to ad/ust more easily and Euickly. It also can reduce and lighten the employee;s burden of multitasking /ob. 4arehouse employees wrongly to calculate the surplus inventories when perform stock keeping is because of lack of skill to perform stock keeping task. (ompany can provide some training to employees for learn about the different methods of calculating inventory and cost of goods sold.

!.1.$

VA UE(ADD 1sually, Xiang Diapers Sdn Bhd will perform the shipping after one or two day of purchase order, employees normally will shipping the inventory and leaving after the buyers or retailer receive order. >rom that, trainee would suggest value"add in this step which is provided more customer services such as offer services on sales promotion, buying, and new developments in products to buyer or retailer. The giving services are:

2i3

8rovide up"to"date information of that can help a small retailer attract customers and satisfy their wants. Xiang diapers Sdn. Bhd. can collect competitive price information from their customers much more economically than the individual retailer could collect.

2ii3

(ompany also can provide help with stock control to keep retailer stock at the level their need for supplying their customers and provide the service of replant the damage product.

2iii3

(ompany

must

provide

service

of

condensed

versions of articles appearing in the trade, lists of new products being introduced by manufacturers, pictures or description of new eEuipment, and suggestions for improving merchandise displays and selling performance.

5astly, these value"add designed would give strength the relationship between the Xiang Diapers Sdn. Bhd. and their retailers or customers and avoided the matters that can cause misunderstandings. In addition, this is a win"win situation to strengthen their operations and profit per month.

In >IB16@ $.&.? has shown that the improvements of purchase order system.

#IGURE !.1.%: PURCHASE ORDER SYSTEM 6IMPROVEMENT7

Start

"gents approaching potential buyer

(ales presentation 7o 4uyers assess and evaluate need 8es 4uyers re5uest purchase order

4uyers re6ect purchase order

"gents record in interface table

9iew stock and shortage reate invoices

(hipping and delivery order

4uyers receive order and perform customer services

4uyers pay for invoices

#nd !.! SECOND SYSTEM ) INVENTORY REP ENISHMENT SYSTEM

!.!.1

INVENTORY

REP ENISHMENT

SYSTEM

#OUND

AT

MARKETING AND SA E DEPARTMENT Inventory replenishment is process analy!es supply and demand across multiple companies and facilities to help manufacturing and distribution organi!ations improve order. The inventory replenishment process considers a variety of criteria such as on"hand inventory, customer demand, and supplier lead times to calculate reEuirements and generate online reEuisitions, purchase orders, and inventory transfer reEuests. <ormally, Xiang Diapers Sdn. Bhd. using the manual inventory replenishment system to replenish shortage. >irstly, buyer desires to purchase order, employees review and check the on hand inventory and the computeri!ed system will display current inventory status. <e t, employee will evaluate the shortage Euantity, if have no shortage occur, continued to stock checking and delivery. If found the shortage of inventory, employee will pick inventory from manufacture. )fter receive inventories, company will perform stock keeping and move inventories into the warehouse. 5astly, employee continued to update the inventory data into computeri!ed system. The inventory replenishment process is shown in >igure $.&.$.

#IGURE !.!.!: INVENTORY REP ENISHMENT SYSTEM 6ACTUA 7

Start

4uyer desires to purchase order

(ystem display current inventory status iinventory 7o (hortage of stock PROBL#M 8es $ick inventory (tock checking and delivery

&eceive inventories

$erform the stock keeping task

$DD %$L&#

&egularly to update inventory data into computeri%ed system

#nd

!.!.3

PROB EM IDENTI#ICATION

By trainee7s observation, trainee discovers there are problems found in the hiring system. >rom the view of the trainee, the problem encountered is due to Xiang Diapers Sdn. Bhd. have facing the problem of high employee turnover rate, the employee is lack of skill These problems include: i3 ii3 6eplenishment inventory demand. The cost of shortage when the stock is insufficient to meet all demand. $.$.#.& MATCH BUYER DEMAND Sales forecasting is a difficult area of management. 'anager may wrongly to forecast of future demands of buyer in the short time. 'ost managers believe they are good at forecasting. 0owever, forecasts made usually turn out to be wrongL $.$.#.$ THE COST O# SHORTAGE 'HEN THE STOCK IS INSU##ICIENT TO MEET A DEMAND REP ENISHMENT INVENTORY THAT NOT that not match buyer

(ost of shortage is costs incurred when an item is out of stock. These costs include the lost of future sales as unhappy customers will go away and lost customer goodwill. 4hen shortages occur, it is also the e tra costs associated costs. with urgent, often small Euantity, replenishment purchases, shipping and transportation

!.!.4

CAUSES TO THE PROB EM 'anager may wrongly to forecast of future demands of buyer in the long time. Sometime manager wrongly to calculate future demand of stock item and lack of skill of ad/ust calculation by warehouse season, product group, and available allocate all inventories of order. Inaccuracy of shortage inventories, for e ample employee wrong identification recorded, double count when stock checking. It is also include missed location during counting and no location paperwork when perform stock checking. Sometime, employees will make the mistake or wrong entry item, Euantity, location when recording.

!.!."

IMP ICATION O# THE PROB EMS Inaccurate inventory information leads to replenishment decisions result in poor service levels and higher inventory costs. In addition, the conseEuences of poor inventory management may result in the customer7s looking elsewhere in order to have their IT reEuirements met. Sometime, inaccurate inventory information will cause company loss profit and overcome the problem of e tra costs such as urgent, often small Euantity, replenishment purchases, shipping and transportation costs.

In addition, poor inventory control can be the result of many problems and bad practices, such as customer and employee theft can reduce inventory without leaving a record.

!.!.* SUGGESTION #OR THE SO UTION Based on the problem identified, trainee suggests

company obtaining sales forecast reporting and analysis information on e isting market demand. (ompany need to carry inventory to ensure they can supply their customers with the products they need, when they need them. Buy the right goods, company can complete market research before you purchase stock to ensure the goods you are purchasing are the goods your target market reEuires. 6eview sales from previous years, review your market place to look for new products your target market may reEuire, think about the forecast for the economy over the ne t period and what that might do to your target market7s purchasing power, then use your e perience to set out products to buy and the Euantities to buy them in. Buy in the correct Euantities, maintaining a wide enough assortment of stock to supply target market with the goods they reEuire, ensuring company have sufficient Euantities of fast moving inventories. In addition, trainee also suggests developing safety stock, it is remaining inventory between the times that an order is placed and when new stock is received. Safety stock is an

e tra inventory to take care on une pected events and emergency. It is often called buffer stock. Trainee also suggests company to development )utomatic Store 6eplenishment system. It is the preparation of orders by a computer that integrates information about product movement 2as recorded by point of sale eEuipment3, outside factors that affect demand 2such as seasonal changes3, actual inventory levels, product receipts, and acceptable safety stock levels. )utomatic Store 6eplenishment system can save time and money by reducing the e pense of last minute reorders and lost sales opportunities when stock is unavailable.

!.!.$

VA UE(ADD 1sually, Xiang Diapers Sdn. Bhd. will perform stock keeping task after receive inventories from supplier, and continued to update inventory data into computeri!ed system , Through observation, trainee found that company could value"add in the system of stock keeping process to become more systematic. In the view of the trainee, the value"add includes: 2i3 2ii3 (heck damaged or loss Inventory (ontrol

!.!.$.1 CHECK DAMAGED OR OSS Trainee suggests that company having check inventories when receive inventories. This task is use to make sure that all the items receive without damage or loss. If company find items have been damaged in the move, make sure to note these on the inventory sheet and the mover also has to sign the sheet, claim compensation for the damage.

!.!.$.! INVENTORY CONTRO @mployee and customer theft, misplaced or damaged merchandise, and clerical error can all cause such inventory loss. 8oor inventory control can be the result of many problems and bad practices. (ustomer and employee theft can reduce inventory without leaving a record. Insufficient overnight security can lead to large burglary losses. Trainee suggests company obtain overnight security at a store, such as employees are often aware of camera and security sensor locations. In addition, every employee needs to be properly trained so they can correct mistakes that can cause inventory errors. (ompany must set clear policies and organi!ed accounting operations can lead to poor inventory control.

5astly, small computing mistakes left unchecked can add up to big inventory discrepancies. These losses can be prevented rechecking transaction. In >igure $.$.? has shown that the improvements of inventory replenishment system. by the simply printed slowing receipt down at the and end carefully of the

#IGURE !.!.%: INVENTORY REP ENISHMENT SYSTEM 6IMPROVEMENT7

Start

4uyer desires to purchase order

omputeri%ed system display current inventory status iinventory (hortage of stock 8es 7o (tock checking and delivery

(ales forecast reporting and analysis

$ick inventory

&eceive inventories

$erform stock keeping by check damaged or checking for inade5uate order

&egularly to update inventory data into computeri%ed system

#nd

!.3

THIRD SYSTEM ) HIRING SYSTEM

!.3.1

HIRING SYSTEM #OUND AT HUMAN RESOURCE DEPARTMENT 0iring may refer to recruitment of personnel. It is also the practice of finding, evaluating, and establishing a working relationship with future employees, interns, contractors or consultants. Sometime company current employees are unable to finish their work and company often has to e tend deadlines for their employees. 4hen company is lack of staff, the overall Euality of work in your company is slipping. There7s a lot of frustration and stress about getting work done. Sometime employees are unable to take lunches, breaks, and vacations. Besides to this, when company facing the problem of lack of staff, there has not been any improvements in technology or processes because employees don7t have time to focus on developing more efficient methods. The decision to hire more staff is not easy. (ompany needs enough people to handle the workload and service their growing customer base. )t the same time, however, company doesn7t want to hire too many people and pay salaries to idle hands. >irst, manager will determine new staffing need in the hiring system and /ob posting into newspaper. 4hen application review /ob posting in newspaper their will usually apply with attached their resume to company thought e"mail. )fter company manager received the candidate resume, manager will make decision about

approved of resume. If resume are not Eualification, company continued to send thank you letter to the candidate. If resume are approve, manager will schedule interview and call for interview. process, applicant. company will make )fter the interview of hiring the decision

The hiring process is shown in >igure $.#.$

#IGURE !.3.!: HIRING SYSTEM 6ACTUA 7

Start

:anager determined new staffing need

;ob posting into newspaper

"pplicant review 6ob posting and apply with attached resume 7o &esume approved 8es (chedule interview (ent thank you letter

Interview process PROBL# M Interview approved 8es $DD %$L&# *ire 7o

(ent thank you letter

#nd

!.3.3

PROB EM IDENTI#ICATION By trainee7s observation during the training period, trainee discovers there are problems found in the hiring system. >rom the view of the trainee, the problem encountered is due to the company have not tests are specific to a certain skill set, /ob role, or ability of applicant in hiring process. These problems include: 2i3 2ii3 0igh turnover rate of employees 5ack of employee7s commitment and motivation

$.#.#.&

HIGH TURNOVER RATE O# EMP OYEES Turnover is becoming a serious problem in today;s corporate environment. In addition, employees are increasingly demanding a balance between work and family life. >or this reason, there are finding it increasingly difficult to retain employees. 'oreover, turnover costs for many organi!ations are very high and can significantly affect the financial performance of an organi!ation. It is also company spends much time and e pense for this process.

$.#.#.&

ACK

O#

EMP OYEE8S

COMMITEMENT

AND

MOTIVATION 5ack of commitment from employees can be harmful to an organi!ation, resulting in poorer performance arising from inferior service offerings and higher costs. The poorer

performance includes slow"moving, low"achieving, and company"rule"breaking. Sometime, poor performance is causing ma/or operational problems and loss to the company. !.3.4 CAUSES TO THE PROB EM By trainee7s observation, there are many potential causes for turnover. These include such things as non"competitive compensation, high stress, working conditions, monotony, poor supervision, poor fit between the employee and the /ob, inadeEuate training, poor communications, and organi!ation practices. 0owever, this research shows that whilst increasing wages, improving /ob security and positive working relationships have a marginal impact, the main factors that characteri!e e treme satisfaction at work are: achievement, recognition, interesting work, responsibility, advancement and growth. 'aybe the employee is /ust not in the right role or a change in duties could turn everything around.

!.3."

IMP ICATION O# THE PROB EMS >rom the opinion of trainee, there are bad implication of resulting from the problems occurs. The first implication of poor match between the person and the /ob include employees poor fit with the organi!ational climate and culture, poor alignment between pay and performance and poor opportunities for growth and advancement.

Sometime, company also faces the problem of non" competitive compensation. @mployees may work in high stress condition and poor performance. >or this reason, company may loss, reduced productivity, and pays for indirect costs. The indirect costs include such things as increased workloads and overtime e penses for coworkers.

!.3.*

SUGGESTION #OR THE SO UTION Based on the problem identified, trainee suggests

company to make sure all the applicants select from skill set and personality test in the interview process. (ompany need to know about the applicant before I hire them and ensure employees skill before offer them employment. Testing enables an employer to assess specific skills, attitudes, or aptitudes Euickly and accurately of applicant. Beside this, testing also enables an employer to standardi!e the application process and to ensure that each candidate is measured against the same criteria. Skill tests are generally task or /ob"specific. Tests have been developed to help test a person7s ability to perform a specific set of tasks or skills. These tests measure things like computeri!ed ability, customer service ability, sales ability, warehouse skills and so on. 8ersonality tests are designed to help assess aspects of a person;s character that remain stable throughout that person;s lifetime, the individual;s character pattern of

behavior, thoughts, and feelings. In other words, a person;s OusualO or normal personality traitsG the behaviors or values that makes them who they are.

!.3.$

VA UE(ADD By trainee7s observation, trainee discovers there are some improvement must make in the hiring system. >rom the view of the trainee, company must develop the employee training or develop some orientations after the applicant is success hired by company. 8urpose of Training and development are building a more efficient, effective and highly motivated team, which enhances the company;s competitive position. Beside this, it can improve employee morale, ensuring adeEuate human resources Training because and of for e pansion into also can new programs. enhancing the staff. development a

company;s ability to adopt and use advances in technology sufficiently knowledgeable

Arientations are for new employees. The first several days on the /ob are crucial in the success of new employees. Arientation training should emphasi!e the company;s history and mission, the key members in the organi!ation, the key members in the department, and how the department helps fulfill the mission of the company and the personnel rules and regulations.

'oreover, there is also some training that company must provide to employee. The training available to small businesses is on"the"/ob and off"the"/ob techniEues. An"the"/ob training is delivered to employees while they perform their regular /obs. In this way, they do not lose time while they are learning. An"the"/ob techniEues include orientations, /ob instruction training, apprenticeships, internships and assistantships, /ob rotation and coaching. 0owever, off"the"/ob techniEues include lectures, special study, films, television conferences or discussions, case studies, role playing, simulation, programmed instruction and laboratory training. 'ost of these techniEues can be used by small businesses although, some may be too costly.

In >IB16@ $.#.? has shown that the improvements of hiring system.

#IGURE !.3.1: HIRING SYSTEM 6ACTUA 7 9o: ;4.1i<i2.,ions ( =0s2-i:0s /0-son.1 ,-.i,s .n= .:i1i,i0s n00=0= ,o /0-<o-3 ,>0 9o: