INDUSTRIAL TRAINING REPORT AT ADV COMMERCIAL SKILL SDN BHD

30 MAY – 9 SEPTEMBER 2011

PREPARED BY MUHAMMAD KHALID BIN MOHAMAD YAZIT 2008415084

PREPARED FOR SIR MUHAMMAD SYAZWAN BIN SARIF

FACULTY OF OFFICE MANAGEMENT AND TECHNOLOGY

DATE OF SUBMISSION 12 SEPTEMBER 2011
ADV COMMERCIAL SKILLS SDN. BHD. | KY | OMT 330 – INDUSTRIAL TRAINING 1

TABLE OF CONTENT

No(s) . 1 2 3 4 5 6 Cover Page Table of Content

Description

Page(s) 1 2-3 4 5 6 7-8

Remark(s)

1.0 Acknowledgement 2.0 Introduction 3.0 Company’s Background 4.0 Company’s Mission, Vision & Objectives 4.1 Mission 4.2 Vision 4.3 Objectives 4.4 Mottoes 4.5 Organization Chart

7

5.0 Use of Office Technology & Equipment 5.1 PC ( Personal Computer ) 5.2 Laptop Computers 5.3 Photostat Machines, Faxes, Scnanner & Printer 5.4 Office Software 5.5 Other Equipment ( Camera, Tape Measure & Safety Helmet 5.6 Purpose of the Office Technology &

9 - 12

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Equipment

No(s) . 8

Description(s) 6.0 Records Management 6.1 Desktop Wire 6.2 Inboxes 6.3 Portable Plastic Filing Cases

Page(s) 13 - 17

Remark(s)

9

7.0 Communication 7.1 Materials 7.2 Spacing 7.3 Margins 7.4 Paragraph Indentions 7.5 Line Spacing 7.6 Address 7.7 Key Word or Reference Code 7.8 Pagination 7.9 Enclosures

18 - 21

10

8.0 Human Relations in the Office 8.1 Site Inspection 8.2 Understand scope of technical work 8.3 Leading a servicing & maintenance project

22 - 24

11 12 13

9.0 Conclusion 10.0 Recommendation 11.0 References

25 26 27
3

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12.0 Appendices

28 - 31

1.0

ACKNOWLEDGEMENT

First of all I would like to give a big thank to the ADV Commercial Skill Sdn Bhd for giving me an offered and opportunity for being part of their company team for 3 month. It has been a great experienced and exposure for me. I’ve earn more than just what I expected. Secondly a big thank to my bosses En. Mohamad Yazit Bin Mohamad Yazit and my coteam worker Encik Muhammad Redzuan Bin Sulaiman, En. Rosli Bin Alkiah, En. Mohamad Faisal Bin Lazim for guiding me in doing my work task and being such a great friends during my interns. It such a great pleasure to work with them. Also big thanks to my colleague for sharing a lot of knowledge about work and provide a lot of information that help me finally finish my internship report, and to my advisor Sir Muhammad Syazwan bin Mohd Sarif, my coordinator Miss Shazlin Suhaiba Binti Samaan and all the Office Management and Technology faculty for being my reference went I need an information. Lastly, I am so grateful and thank to Allah S.W.T for blessing me during my internship program that finally lead to the successful in finish my report. I’m so grateful and thank you to everyone that have help me in accomplish my goal. It is such a great experience and I love to work with all of them, they are such a great people and fun to work with them. Thank you very much.

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2.0

INTRODUCTION

To complete the final semester of the Diploma in Office Management & Technology (OM 114) College Unikop / UiTM, I need to register the subject of Industrial Training (OMT 330). In this subject, I, and all of the student who involved has been given the task to find a company and ask them that we want to work as interns at the company. How to apply for a job is accordance with procedures, we have to sending out our resumes, making walk-in interview and waiting for a call to make sure whether we did qualified for the company or not. I am thankful that I did not encounter any difficulties when applying to work as interns at ADV Commercial Skill Sdn. Bhd. I was accepted to work there with a single application only. Since the company was in desire need of expertise of youngsters who had skilled to do the documentation, I have been entrusted entirely to work there. There, I started a job as an administrative assistant cum project coordinator assistant. As the business are carried more to the work of providing technical and service jobs to site plant which is outside the office, sometimes I do have to follow the rules according to the company like doing the inspection outside the offices. This is because sometimes most of the documentation that have been made in the offices is based on observations of service & technical work that has been made previous in site plant which is outside offices. Here I will recounted all of the scope of work primarily within the scope of records management that I have done for this company. I hope that my report may provide a little
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information and a source of references to any students of Diploma Office Management & Technology Part 6 – Practical Semesters onwards.

3.0

COMPANY’S BACKGROUND

ADV Commercial Skill Sdn. Bhd. was incorporated on July 1996, with the paid-up capital of RM 500,000.00 and their authorized capital is RM 500,000.00. The company commitment is to deliver Quality and Professional service to satisfy their client at all stages through the progress report on time and with in the budgets. The company is providing the engineering service provider and plant maintenance as well as carried out inspection, refurbishment of the equipment, re-qualified the equipment as DOSH Department requirement under department Act. And Regulations. The company is bulit for Development of an overall safety and Health with Occupational Safety and Health – Act 1994 and Regulation made under the Factory and Machinery Act 1967 and its Regulation made under the ACT. The company is also on behalf of the Client on the Provision of Liaison, Co-ordination and Supervisory Services with the Local Fabricators / Suppliers on the Plant and Equipment, with respect to the Client Technical Specifications and accordingly to the DOSH Malaysia Regulation and Requirement in Terms Of Final Approval of the Standard Plant and Equipment. To be sure, the company shall provide Advisory Services for the Client Contractors of the proper Document required for the Final Approval of their respective Scope Of Work.

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4.0

COMPANY’S MISSION, VISION AND OBJECTIVES 4.1 Mission

Committed to excellent in their Engineering service provider, productivity, quality realibility and safety. To establish an effective occupational safety and health management system at workplace. 4.2 Vision

To be company of first choice in Engineering Service Provider of various general industries. It’s included refurbishment of the mechanical plant equipment mainly on pressure vessel, steam boiler and lifting equipment. 4.3 Objectives

• To understand the costumers requirement and specification by reviewing and managing the work process. • To ensure all staff have the necessary training program. • To encourage continuous improvement at all levels. • To confirm the Quality Management System.

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• To ensure the Quality Services are delivered on time. 4.4 Mottoes

“Excellent Services and Customers Satisfaction”

4.5

Organization Chart of Adv Commercial Skill Sdn Bhd

Mohd Yazit Bin Sepon Managing Director

Mohd Faisal Bin Lazim Executive Director

Muhd Redzuan Bin Sulaiman Project Co-ordinate

Rosli Bin Alkiah Site Executive

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5.0

USE OF OFFICE TECHNOLOGY & EQUIPMENT

Office technology focuses on the office information functions, including word processing, data processing, graphics, desktop publishing, and communications. All office functions, ranging from correspondence, to multimedia presentations, to videoconferences, to automated records management, to technologies to support distributed work groups, depend on office technologies. Office technologies, such as keyboarding, dictation, filling, copying, fax, telex, records management, and telephone and switchboard operations, are candidates for integration. 5.1) PC (Personal Computer) At ADV Commercial Skill Sdn. Bhd., PC (personal computer) is the most important technologies that I often used when working in the office. Actually, each employee who works under the ADV’s from top to down management, had been given these facility on their own respective seat and tables. It is my job as an administrative assistant to type all of the documentation tasks that had been given by my own employers such as all letters, quotations, invoices, inspection reports, purchase orders, delivery orders and others. And I mostly used
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Microsoft Office applications especially both Microsoft Word and Microsoft Excel as well as Internet “Yahoo.com” e-mail to key the company’s own letters and e-mails, create spreadsheets, graphs, and multimedia presentations, and keep my files on the computer file folders or networks. 5.2) Laptop computers There is one personal ADV’s own laptop that will be given to employees that in need while doing their work outside the office such as inspection at site plant more than a day. This

company’s laptop provided to them to facilitate their tasks for clients which in hurry easily such as multimedia presentations, send and received e-mail, do research on the Internet, and create and send reports and spreadsheets. And it also can be used to take notes in meetings which is wellorganized than just write on the paper. And I always using it too. I have no problem doing documentation at ADV’s using both desktop computer since I only used for Microsoft Word, Excel and PowerPoint that I have been expertly taught by the previous semester classes in colleges.
5.3)

Photostat Machines, Phone, Faxes, Scanner & Printer At ADV’s, there is also got the affordable and high-quality office technology for copying,

phone, faxes, and printer. ADV’s is a small & private businesses, and so the technology that facilitate for each of the above only one been provided in the offices as convenience for the workers. Each employee, including myself are given the appropriate training to use every technology equipment that available in the offices by through direct bilateral communication with employers or between the other staff. It is the responsibility of employee itself to use all of these facilities carefully and wisely. For photostat machines, faxes and printer, we are reminded several
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times by employers to not waste paper if any mistake errors in passing the documentation. Recycling and proofreading is important. The use of mobile offices is to be used in critical business purpose and for emergencies use only. Wastage is very avoided and scanner is rarely been used. 5.4) Office Software The most widely used office software packages at ADV’s computer include word processing, spreadsheets, databases, presentation graphics, e-mail and internet browser software. In short, software applications like Microsoft Office and Internet Explorer are often used while doing the

work in the offices. Not much training is given only a few well briefings to maximize my power and flexibility available using these automated office tools because I am quite adapt at using these software & application.
5.5)

Other equipment ( Camera, Tape Measure & Safety Helmet ) I am also disclosed the use of these three following equipment when doing inspection work

outside the office. As the ADV’s provides service maintenance & technical for each plant and factories around Malaysia, these three parts also play an important role when doing that job. The camera is used to take pictures of equipment and location of plant and site during outside inspection. Tape measure was used to measure the overall area of plant location and site as well as height and width of each building and the distance between building to building. As safety when doing inspections at the factories, safety helmet is used.

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5.6)

Purpose of the office technology & equipment that I have used at ADV’s are as below :EQUIPMENT(S) PC ( Personal Computer) Laptop Computers Photostat Machines Faxes PURPOSE(S) For me to store information and communicate to other people via internet. Provide me with the capabilities of a desktop computer rolled into a small, portable unit. Helps me duplicates original documents. Helps me transmit a copy or image of important documents especially in long distances using telephone lines. Helps me scan documents or images onto my computer.

NO(S). 1. 2. 3. 4.

5.

Scanner

NO(S). 6. 7. 8. 9. 10. 11.

EQUIPMENT(S) Offices Phone Printer Safety Helmet Office Software Camera Tape Measure

PURPOSE(S) Standards forms of communication with ADV’s Clients other than email or instant messaging. Helps me print anything from my computer and it makes it on paper as photocopy. All about head protection when used in workplace environment, such as at factories site or plant. Provide me with a software program that can use its organizational abilities for ADV’s benefit. Helps me capture images. Provide me both inside and outside measurement that are accurate.

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6.0

RECORDS MANAGEMENT

Findings in my own preminilary observations on the business records activities at ADV Commercial Skill Sdn Bhd companies, I found out that the entire records of all site plant that are already been provided by the ADV’s maintenance and servicing is carried out manually and stored in files. Sometimes, ADV’s owners had to gather all the records manually to get the full report regarding previous pricing or servicing to the site plant that they had already dealed and also what’s status progress of work that should be given next for their previous clients. It takes time and there is a possibility of data to drop out during the preparation of that site plant filing records. Based on what I learned in subjects Records Management For Office Professionals – OMT 167 during semester 2 in college, a manual record keeping system will creates several problem, including :-

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Difficulties and require a long time to find files and information that is stored manually. 2) Requires a large space to store files and may involve additional costs to provide a place for record keeping, especially when the ADV’s activities always growth over the years. 3) 4) Storage of user’s information is exposed to loss, theft and damage. It is difficult to get reports of activities quickly and accurately because the records need to be collected and analyzed before the report can be provided.

At ADV’s, they only used manual filing system to ensure all companies information can be retrieved at anytime when it purposely need. All manual filing are separated based on how its been been labelled by category of that document and are issued followed by only one files for one year. But using only the company name and the code of the document I can find the documents needed in the file according the same information as referred above on the list of numbers at table of content on files. Sometimes it takes for too long to retrieving the document because the document contained are not all actually been sorting followed by the number that lists in the table of content even if the document have been remarks with colourful stickers that had number on it. Worst, when there are documents that I found out missing I had to searching it back through others document sharing folder or mine on the computer.

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They had kept the manual file that include hard copy forms such as Quotation, Proforma Invoice, Invoice, Receipt, Purchase Order, Delivery Order, Letter, Credit Note, Debit Note, Site Plant Name that includes their billing, and Inspection Report. Each document that has been sent and attached by the client via ADV’s e-mail, or fax, or posts addresses should been reproduced using a photocopier. Then, that original document by clients is placed directly into the files according to categories of files and hard copy of the document is for the further action on the client. Thus, for small businesses like ADV’s, there is no actual person in-charged in the filing section, since the filing area is in limited storage and open for all personnel to views. So, it is also the duty of every employee to ensure that all files kept neat and organized in a shelf or drawer that is available for filing at the office.

Since there is no specific person that assigned to keep the records, and it involves all employees so I suggest that small businesses such as ADV’s may take these three (3) steps filing system ideas that I would like to recommend with a simple items that aid in organization, such as :6.1)

Desktop wire

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Try to purchase a desktop wire or plastic file system, which featured tiered slots or pockets that can hold paper file folders. Reserve the desktop file system for the most important papers only, such as those that ADV’s planned for monthly review. Label the folders with headings such as “Quotation”, “Proforma Invoice”, “Invoice”, “Receipt”, “Purchase Order”, “Delivery Order”, “Letter”, “Credit Note”, “Debit Note”, “Site Plant Name” that includes their billing, and “Inspection Report”. And try to make a goal to empty each of the files by the end of the month.

6.2)

Inboxes

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Buy or create an inbox. The inbox will be the place where mail is sorted when it comes in every day. Create an inbox with baskets and cardboard cubbyholes from an office supply or home organization store. Simply place several of these baskets on a table at the front door. When the mail comes in, divide it into specific inboxes, such as those for bills, junk mail and personal mail rather than just put directly on the ADV’s employer table. Until he was forced to cleaned up his desk drawer because its getting full with previous correspondences that had been updated and acted upon it. 6.3) Portable plastic filing cases

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The company should buy several plastic filing cases, which can line up on a shelf or store away in a closet, for important documents that need to be kept but do not get accessed every day. Then, create subcategories to address specific documents that should be filed under a broad category, such as previous years “Inspection Report”. Another idea is to sort files in a portable plastic filing case by month.

7.0

COMMUNICATION

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Every correspondence that I have done for ADV Commercial Skill Sdn. Bhd. clients are by using Microsoft Office applications, both Word and Excel. The types of correspondence that I often do in the offices are : Quotation, Proforma Invoice, Invoice, Receipt, Purchase Order, Delivery Order, Letter to DOSH HQ, State, credit note and debit note. Each format for each types of correspondence is different, the following are the rules and guidelines on how I prepared every correspondence tasks :7.1) Materials The very main material that is often used by me to prepared the correspondence are A4 white paper. Also black ink pen or black ink that is found in the printer. No other colors are used while typing the text for correspondence except ADV’s company logo and addresses that is “set” on the header of the letter. 7.2) Spacing For spacing, I did for correspondence that requires me to make a spreadsheet to enter the price. As an example, for Quotation letter – I make a five space table to putting the calculation of pricing, for item price per unit(s), for the description scope of work, unit(s) item involved and the numbers of item(s). 7.3) Margins No margin that is specified as a format for each correspondence as long as the contents of a typed letter did not run away from the A4 paper margins and looks attractive. The margins of the

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correspondence that I always sets out are one and a half inches to the left and not less than one inch on the right. 7.4) Paragraph Indentions For each starting paragraph for a letter, I always indented five spaces from the left margin. 7.5) Line Spacing For every correspondences, I usually use a single spacing, especially for letters. But if it is for making “Inspection Report” for a site plant, I preferred to used double spacing to present it appearance to more attractive. 7.6) Address To write the address for correspondence, no matter what type of correspondence, the order I used is similar to the following format(s) :iiiiiiivName of the company client’s or ADV’s (must be in CAPS lock condition, and bold). No. company building (coma) and then the name of a park or street location. Postcode (coma), and then the name of the town or cities. Finally, the full name of the state.

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vvivii7.7)

(Double Spacing) Mobile offices / Faxcimile ( if any ) Company’s official website ( if any)

Key Word or Reference Code The left side of the first page in each of the typed correspondence are puts with ADV’s

reference number of that document to ensure that the document read is correct and as a guide to records filling in accordance with the file category. 7.8) Pagination For each correspondence that requires more than two pages, I will put the page number by using footnote for each page. It is used to facilitate for client to read and in order to simplified to tally back to the document if there any pages are out accidently. 7.9) Enclosures I put my initial name “KY” at the end of correspondence that I typed on the left (except Inspection Report), after the signature verification, the name and designation of the employer. At ADV’s offices, telecommunication technology are also playing an important role in running a business.There are tons of different gadgets and programs that employee can use to communicate throughout people the entire workplace or outside the workplace :
1)

E-mails

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Before the invention of more recent e-mails, sending messages and letters would take days to reach its destination. The software used for application in the internet like “Yahoo! Mail” and having our own company’s email helpings to increased our working productivity in terms of work and made our jobs easier to dealed with our Clients. 2) Webcam A gadget brings joy to the employees who came from the cities that is far from ADV’s. With the advents of webcams and other video accessories, staying away from family and friends is no longer painful. These gadgets can make things come near and makes human accessibility very easy. 3) Mobile phones/offices Initally in early years of telecommunication the wired handsets could be positioned at a prescribed position only for connectivity. With advents in technology, mobile phones/offices really helps ADV’s to deal with their clients on calls when moving around. Not just that, more handsets can also avail internet facilities when moving around. So, it is easy for me to check up new e-mail from clients that need as soon as possible to take action replies.\

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8.0

HUMAN RELATIONS IN THE OFFICE

Since ADV Commercial Skill Sdn Bhd is a business that provide maintenance and technical service for site plant and equipment in site plant or factories, so it has become a fashionable to all employees to work not only limited in doing work in offices, but also outside offices during office hours as well. Since I am here for about more than three (3) months, I was asked to conducted an inspections to those factories that wanted a services from ADV’s. Here I listed out all the company’s activities that I have been joined since I am with ADV’s :8.1) Site Inspection So far I have come together with the rest position which involved to carry out inspection at Syarikat Air Negeri Sembilan dan Syarikat Air Darul Aman. I was assigned to count how many equipment that are found in the building, determind the distance and also height/width of the building and the area location of each every water treatment plant that are selected and the ownership from both SAINS and SADA. I need to take pictures and also helping my team to get the information by using equipment that are provided by companies such as cameras, measure tape and also all the document that involved to make a report. 8.2) Understand the scope of technical work at ADV’s to do documentation I need to understand each engineering scope of work that is contained at the ADV’s company. I need to understand type and how to read the details information regarding the

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equipment or machinery that found in the plant or factory, and I need to understand what, why and how the process being implemented by ADV’s to provide service and maintenance to the plants and factories before a valid license are granted to them by the Department of Occupational Safety and Health, DOSH, State. This understanding is also intended to simplify my documentation task and as I mean, that Site Plant reports. 8.3) Leading a servicing & maintenance project In addition to following of site inspection activities, I was also involved in leading a project to ensure that technical wokers who work under ADV’s is safely and they are comply with regulations when carrying out cleaning and installation activities of equipment in the plant and factory. So far, I’ve been leading the project at MIMOS Berhad, Bangi for cleaning and installation of two air receiver. The other are at Scomi Oiltools Welfare Sdn. Bhd, for installation of a new “man hole” to one surge vessels. But, I am also been assigned to do a Visual Inspection Report for both as usual. Since I am working as a practical students at ADV’s companies, I have not stressed since I have my own way in carrying out my daily rountine at work. I know how to learned to always keep tolerance and giving acceptance of all the duties that I have been entrusted by my own supervisors, co-workers, sub-ordinate and clients. The following is my strategy on what I am doing while working with others :-

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1) Always have a “Plan B”
As what I have seen, at ADV’s, every employee willing to take risks to do a job without the knowledge to ask and learn whether it is right or wrong. They forget that all of what we do understand is actually limited, we sometimes should need help from others to achieve the real goal of that work. Like myself, if I'm not sure about the tasks of the documentation that I have been given, I prefer to ask my employer or other employees. It is more time saving and make overall satisfaction respectively. 2) Never react to verbal abuse or harsh criticism with emotion Sometimes I am careless and make a mistake in doing documentation tasks at ADV’s. But I know how to control my emotions when I received any criticism from employers, clients or employees of ADV’s itself. I do not want emotions make me weak. I have always optimistic and learn from mistakes so that it will never recur again. 3) Keep my professional face on

Lastly, I am very concerned about my own professionalism at work. I do not like to confuse my personal problems outside the office into the office when working. This should be the main strategy on how I dealings with my stressed. I believe that if obey and acts in accordance with instructions from my own superiors, I will be entrusted with whatever tasks assigned to the ADV’s to me, see now, I have worked not only limited to tallies documentation only.

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9.0

CONCLUSION

As for my conclusion, I would like to say that my internship program at ADV Commercial Skill Sdn Bhd has given me a lot of experience in handling real work environment. I also had a chance to apply some of my knowledge that I gain from my previous semester studies and also learn some new technique and gained a new knowledge during my industrial training. Fortunately, I able to differentiate the task and adapt to real work experience, and the work that have been given to me, helps me to figure out all the things that I have not understood before and my understanding in perform task are improve during this internship program. My first time been assigned to the job, I already start to feel the challenge in the real working environment but lucky me, I finally did complete all the task with guidance from my supervisor and all the staff. I also learn how to use the other office equipment like photocopy machine, facsimile machine and I also know how to handling a call and dealings with ADV’s clients. Other than that, I have also exposed to the manual filing system and all procedures like open a new file; store a document in file and sending document to ADV’s clients and others. I also get a chance to attend the real meeting environment. In addition, I feel that my confident levels are increase and I’m sure that I will be able to work independently in the future. With all the things that I have been thru and earn, I know that it will help me in the future. I’m so glad that I had a chance to challenge my self in the real work environment.

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10.0 RECOMMENDATION Will I recommend other student to do their industrial training here? Yes absolutely. Why? Because its expose to the real life working situation. A of lot works especially in filling records, and you will receive a warm welcome from all the co-worker, supervisor and subordinates. A lot of experience you will get here and learn so many things which u wont get it in the class or by reading text book. I got only two (2) recommendations here, as for companies improvement, which are:1. Their filling system need to be organized more efficient since they have a lot of confidential information to be keep. Further more well maintenance in the filling

management will help their filling system going smooth. So that the entire document are well protected and available went needed. 2. The office equipment such as computer need to be upgrade because it’s to slow to be operates. Its takes a lot of time to finish one task due to the slow programmed system.

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11.0

REFERENCES

List List Profile

of projects for (2011). Retrieved http://www.advcommercialskill.com/projects.php of services. Retrieved August http://www.advcommercialskill.com/service.php

July 30, Skill

30,

2011. 2011. Sdn Bhd.

From From Profile

Company 2011 (UPDATED). ADV Commercial Company_Content.pdf. Subang Jaya. Selangor

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12.0 12.1) Equipment & Technology in the office

APPENDICES

Appendix 1 : Personal Computer, Scanner/Printer

Appendix 2 : Facsimile

Appendix 3 : Telephone

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Appendix 4 : Photostat Machine

Appendix 5 : Measure Tape

Appendix 6 : Safety Helmet

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12.2) Manual filing system in the offices

Appendix 7 : Situational “manual” filing system in the offices

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12.3) Half of my tasks for ADV’s

Appendix 8 : My OWN sharing folders for ADV’s

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