BÀI BÁO CÁO THỰC TẬP-ANH VĂN-REPORT OF THE ACTUAL INTERNSHIP AT PSO BUSINESS CENTER

REPORT OF THE ACTUAL INTERNSHIP AT PSO BUSINESS CENTER.... Preface The purpose of this report is to represent what I did and learned during my 2months internship period at PSO Business C

Table of Content

Acknowledgement 2

I INTRODUCTION 3

1 Preface 3

2 The company’s profile 3

II REPORT OF THE ACTUAL INTERNSHIP AT PSO BUSINESS CENTER 6

1 The usage of English in PSO Business Center 6

2 My process in acquainting myself with the real working environment .7

3 The advantages and disadvantages 8

4. The knowledge and skills applied in the internship 9

III EXPERIENCES AND LESSONS 10

1 Experiences and lessons from the internship 11

2 The effects of the internship on my personality / viewpoint 12

IV SUGGESTION 12

V CONCLUTION 14

VI REFERENCE 15

VII APPENDICES 15

First, I wish to extend my gratitude to Mr Nguyen Thai Viet Huy – General Director and Ms Le Thi Thu Hang – Chief Executive Officer of PSO Business Center, who

allowed me to do my internship in the company

I also take this opportunity to convey my sincere thanks to Ms Le Thi Thu Hangagain, Ms Nguyen Thi Kim Yen – chief of Finance and Accountant Department and and

Ms Nguyen Thi Phuong Truc – who directly guided me and help me solve my problemsduring the internship at PSO Business Center in Master Building Everybody is such afriendly and cheerful companion here that supported me in mixing up the workenvironment

In addition, I would like to thank the Board of Rector of the University of SocialSciences and Humanities, HCM city and teachers in the Department of EnglishLinguistics and Literature, who have provided me with the best conditions for me tocomplete my internship in the best ways

Finally, I would like to express my thanks to Master Le Thi Ngoc Anh who hasconducted me and helped me finish my internship report

I INTRODUCTION

1 Preface

The purpose of this report is to represent what I did and learned during my 2months internship period at PSO Business Center under the instruction of Ms Le Thi ThuHang – Office manager of PSO Business Center

The report first gives a brief description about Professional Serviced Office

Consultancy Corporation (PSO Corp) or PSO Business Center (PSO) and English

function in this center Next, the report shall present an overview of the tasks I completedduring the period of internship in details Then the result as well as the experiences andlessons obtained shall be discussed and analyzed

I tried my best to keep this report simply and concise It is hope that this reportcould reflect truly all my attempts in the whole internship period

2 The Company’s profile

Our country has been developing in the direction of the market economy Moreand more companies have been set up with various business modes These companies

usually aim to an active and convenient business mode Catching the need, Professional

Serviced Office Consultancy Corporation (PSO Corp) or PSO Business Center was

established which was based on office business - a new kind of business in Vietnam

Target of PSO is to provide shared office services including reception, meetings,telecom and IT connectivity, translation and free legal services…

Besides, PSO has virtual office service for small and medium enterprises todevelop their business PSO virtual office provides all the benefits of a prestigious officelocation without the customer’s presence

Consequently, instead of the usual leasing of office space, PSO Corp is anexcellent way to cut down risk in starting or maintain a business

There are PSO office services:

- Basic business services in office including Reception & Concierge Services;meeting & greeting your guests; taxi, car, airline ticket & hotel bookings;preferred rates with couriers…

- Telecom and IT connectivity services

- Communication services such as managing your message by phone or email,

sorting and delivering mail and sending outgoing mail and faxes

- Supportive services such as translating, typing, designing websites…

- Free legal service in case customers want to establish a representative office,

agency or enterprise

Institutional framework (Organizational structure)

(The sixth floor)

PVFC Building (The first

Account

Receptio n Receptio

n

II REPORT OF THE ACTUAL INTERNSHIP AT PSO BUSINESS

CENTER

1 The usage of English in PSO Business Center

Main function of PSO is providing spaces and the most professional officeservices for customers Additionally, thanks for its convenient positions in district 1 and3; PSO attracts many inland as well as foreign businesses The staffs use English incontacting with foreign customers and supporting them in any involved problems inoffice services English therefore is used mostly in speaking and listening For instance,

in the office in Master Building, we have many foreign customers like Mr AfghahiMohammad of Exto Solutions Company – an Indian; he rents a working space for aperson so he works by himself in PSO Because working alone, Mr Afghahi usuallycatches problems in Vietnamese documents or in using office equipment; at those times,

he needs our help Beyond, we also use English in phoning or sending notifications forour customer via email every day

Although English is an important requirement to PSO staff, only the officemanager – Ms Hang mostly takes responsible for contacting and working with foreignercustomers In PSO, communicating skill is required for all of the staffs in PSO.Therefore, most of the PSO officers at least can use English at basic level

2 My process in acquainting myself with the real working environment.

As my major is English Linguistics and Literature, I was arranged to work in PSO

as Ms Hang’s assistant In addition, because PSO is a professional serviced company,

my tasks were various and flexible

During the initial days of the internship, I was asked just to do simple tasks andthere were not so much job for me to do; instead, they gave me a lot of time for observing

all of the usual activities of a working day in PSO Business center The main purpose ofthis observation was to familiarize me about the working procedure in the company.Because PSO is major in leasing officer, what I had to do in my first days in PSO wereunderstand the service packages (A, B, C, D) and other services that a professional officeneed Besides, because this is a general office for many companies, there is many peoplevisit PSO every day, they can be our new customers or customers of the other companies.Therefore, it is very important to remember names and faces of people in here; we canidentify them easily and give out suitable services quickly.

One of my tasks was receiving mail, sorting them out and then providingnotification and information of sender via email for PSO customers This firstly seemedquite complicated to me Actually, this process usually followed these steps: Whenreceiving a mail or parcel, I had to check the customer’s list firstly to make sure whetherthe receiver was still our customer or not Because we have a large numbers of customers(virtual and non-virtual), the list is changeable and updated every day After making sureabout the letter/ parcel I would sign in the bill, then I sorted and numbered the letter/parcel in customer’s mail list Finally, I send a notification via email for the customer

PSO also provides meeting rooms and meeting facility We have many meetingrooms available for rent every day When PSO received an order, my duty was preparingthe entire meeting room usages included rental: projector, conference system, IT support,beverage

Besides, there are many contracts need to be made every day like office leasingagreement, working station contract, addendum and completion statement contract These contracts are different depending on the package (A; B; C; D) the customers askfor My job was filling the form of these contracts in Vietnamese as well as English Thisjob was easy but it also confused me at first days In each contract done, I have to readcarefully and make sure about the numbers in it Thanks for this task, I knew more about

business procedures as well as business English in making a contract which may help mevery much in my future job because I am going to work in business field.

As I got familiar with almost the services in PSO, the supervisor sometimes asked

me to introduce the office and the services when we have a new customer visiting thecenter I really loved this job because I had many chances to communicate with people.Owing to this task I became more confident in contacting with everyone

3 The advantages and disadvantages

Although I have ever done many part-time jobs before, getting involved in aprofessional working environment like PSO was quite strange and challenging to me I

caught a lot of advantages as well as disadvantages

3.1 The advantages:

About the advantages, the first one is the friendliness that the staffs gave to me Notonly Ms Hang who takes the responsibility to guide me, the other staffs were also glad tohelp me in solving issues and answering my questions Everybody in PSO were sofriendly, they gave me a lot of constructive comments in my tasks I regarded PSO is notonly a professional working environment but also a warm place to join in

Another advantage, because my major is Translation and Interpreting, whencontacting with documents in English, I was not very perplexed With all of myknowledge in translating, I could help Vietnamese customers in understanding manyEnglish documents and vice versa with the foreigners

3.2 The disadvantages:

Firstly, PSO is quite a professional and active working environment, everyone didtheir jobs in harmonious and effective ways while I considered myself was quite shy andinexperienced in here During the initial days I could not catch up with the workingprocesses and I usually took a long time to complete a task

Besides, communicating skill is one of my weak points I found when working atPSO Business Centre I had to contact with many people every day in both English andVietnamese, being not good at communicating skill caused me to be misunderstood insome situations Customers sometimes had to repeat or explain their demand clearly for

me to get it

I also caught a little problem in translating English document relating to businessknowledge Because every field of business has its particular terms, translating adocument sometimes made me confused a bit Especially I caught problem witheconomic and legal documents which sometimes I was asked to translate for ourcustomers Fortunately, I got through the problem thanks for internet facility; I usuallysearched in internet to know the meanings of particular terms in these documents

3 The knowledge and skills I applied to my work

During the internship, I had chance to apply the knowledge and skills, which I hadstudied in 4 years in the university to support me in the internship at PSO BusinessCenter

Being an English student enabled me to use English fluently in work With thefour Basic English skills including listening, reading, writing and speaking, I got no muchdifficulty to contact with foreigners at PSO For instance, I used my writing skills inmaking notifications, contracts Especially, speaking and listening skills were usedfrequently in contacting with foreigners Truly, working at PSO gave me an environment

to use all of my English skills, which I studied in my university

Besides, I got chance to apply the knowledge and skill of translation in translatingEnglish documents These documents often were notification of payment, servicesdescription…so they were quite simply and easy to understand and translate I usuallytook this task in order to support companies in their business I was so interested in doingthis duty as I had opportunities to improve my translation skills as well as get someknowledge in business

In addition, the Secretary and business English courses helped me a lot Thanksfor the knowledge I could compose some business texts, letters and documents forcustomers in both English and Vietnamese In PSO, Virtual customers are not in PSOfrequently so PSO plays the role of an intermediate between them and their customers Inthis way, using notifications is one of working procedures of PSO I usually did this task

to contact with virtual customers; these notifications were sent to them via email everyday There were many kinds of notifications I made, but no matter what the notificationwas, it has to be formal and effective

In fact, the knowledge I studied in university is quite different from the one I getfrom the internship Therefore, the chances for me to apply what I studied were not much.However, I consider that knowledge is a stable basement, which will enable me to adapt

to any practical working environment

1 Experiences and lessons from the internship

The internship brought back to me a lot of useful experiences and lessons, which Ihardly get in my university

The first lesson is how to remember effectively When doing my tasks in theinternship period, I was usually perplexed because I could not remember completely what

I had been asked for Perhaps I had not got used to the quick working process here so Isometimes forgot one of the tasks that I was required to do Once, a foreigner asked me tohelp him scanning some pages from a document At that time, I was busy so I delayedthis tasks a bit, finally when I had free time to do it I forgot what pages need to bescanned in the document It seemed to be a tiny problem and I could ask him again.Nevertheless, my mistake lost the pride of a professional office in customers’ view.Consequently, I knew the importance of remembering not only in interpreting but also inevery work To overcome this weak point I took note the tasks I had to do immediatelywhen I was asked In addition, when I was doing everything evenly the tiny task I always

concentrate on it Day by day, I made a progress in remembering, I did not need to askthe manager or customers to repeat their requirements for me anymore.

Another lesson is about the importance of observation I used to think that I wasjust in an internship job so I was not care so much to all of people in PSO Moreover, it isquite hard to remember faces because there are so many people in this center However, Ifinally regarded that if I had observed everyone and everything in my work better, I couldhave saved my time and got easier in my job For instance, I could not give out an answerquickly if everyone asked me a question like Is Mr A here Is there any meeting roomavailable? I usually asked the others to get the answer I gradually knew that having agood observation skill could impress myself in other’ view and help work proceduremore easily Therefore, I tried to remember all the name of familiar customers in PSO,took notice of what was happening in this center…Thus, I aided the office manager inmanaging this center better

Working style is also quite important especially in PSO where is called as aprofessional office Quick and effective tempers are what a personnel need to have here.Besides, always smile and bring comfortable face to work were PSO style of work.Looking at working style of the staffs here, I myself got experience in wearing formaland elegant in a professional office where you has to welcome many visitor every dayand because you could be the general face of many companies in this business center

It was the fact that the dynamic working environment made me more active andagile I used to been afraid of communicating with people However, during thisinternship, because I had to contact with many people frequently I had many chances toimprove my communicating skill in both English and Vietnamese Consequently, I amafraid of communicating with people anymore

Truly, in an internship, no one could avoid some mistakes and I was not anexception However, thanks for these mistakes, I could get experiences for myself andenriched my practical knowledge The knowledge I got is about office business, about