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UNIVERSITI TEKNOLOGI MARA FAKULTI SAINS PENTADBIRAN DAN PENGAJIAN POLISI
PRACTICAL TRAINING REPORT FNR MANAGEMENT SERVICES SDN. BHD.
SYAZNEE BT MOHAMED IDRIS 2009368789
MAY 2012
2|ADS 666 PRACTICAL REPORT
CLEARANCE FOR SUBMISSION OF THE PRACTICAL TRAINING REPORT BY THE SUPERVISOR
Name of Supervisor: Title of Report:
Pn Saidah Hamizah bt Ahmad Practical Training Report (FNR Management Services Sdn. Bhd.)
Name of Student:
Syaznee bt Mohamed Idris
I have reviewed the final and complete practical report and approve the submission of this report for evaluation.
________________________________________________ (Pn Saidah Hamizah bt Ahmad)
Prepared By, Syaznee Binti Mohamed Idris 2009368789
THE DECLARATION
Declaration I hereby declare that the work contained in this report is original and my own except those duly identified and recognized. If I am later found to have committed plagiarism or acts of academic dishonesty, action can be taken in accordance with UiTMs rules and academic regulations.
Signed,
______________________________ SYAZNEE BT MOHAMED IDRIS
ACKNOWLEDGEMENT
To have the opportunity for internship in FNR Management Services Sdn. Bhd., is truly an immense experience. Undoubtedly, the stay was great. It had taken my thoughts to a great level far beyond my perceptions. Above all, it is in line with my course, Bachelor in Corporate Administration.
I wish to register my lofty gratitude to the management of FNR Management Services Sdn. Bhd., in particular to its Founder and Advisor, En. Faisal Bin Abdul Rahman for the guidance, opportunity and the freedom to juggle the formal training in UiTM with the reality of practical experience. Mrs. Yus Aznita binti Ustadi, your choice of putting me in this organization was definitely perfect. Thank you once again. Greatest appreciation to my supervisor, Puan Saidah, for her advice and support that has been given to me.
My thanks and gratitude is also extended to Miss Adibah Binti Abdul Rahman (Director) for her support and encouragements that had indirectly cultivated perseverance and dedication in my mind to be a better man tomorrow.
To my collegues, I really appreciate your presence. The sharing that we have had enlightened the true meaning of working. All of you are splendid. The success is ours. SYAZNEE BT MOHAMED IDRIS Bachelor of Corporate Administration (Honours) Faculty of Administrative Science & Policy Studies Universiti Teknologi MARA, Shah Alam.
CONTENTS PAGE FOR PRACTICAL REPORT CONTENTS
CHAPTERS 1.0 INTRODUCTION OF THE ORGANIZATION 1.1 BACKGROUND OF THE ORGANIZATION 1.2 COMPANY CREED 1.3 ORGANIZATIONS OBJECTIVE 1.4 ORGANIZATIONS INFORMATION 1.5 ORGANIZATIONAL STRUCTURE 2.0 SCHEDULE OF PRACTICAL TRAINING 2.1 SUMMARY SCHEDULE OF PRACTICAL TRAINING. 3.0 ANALYSIS OF PRACTICAL TRAINING 3.1 COMPANY SECRETARY 3.1.1 DUTIES OF A COMPANY SECRETARY 3.1.2 THE COMPANY SECRETARYS CODE OF ETHICS 3.2 EMPLOYEE MOTIVATION 3.2.1 FOUR DRIVE THEORY MODEL 3.3 ORGANIZATIONAL REWARD SYSTEM 4.0 STRENGTHS, WEAKNESSES AND RECOMMENDATIONS 4.1 FILING SYSTEM 4.2 FIELD WORK 4.3 LIMIT TO SECRETARYSHIP 4.4 EMPLOYEE MOTIVATION 5.0 CONCLUSION - Chapter 1 - Chapter 2 - Chapter 3 - Chapter 4 REFERENCES APPENDIX
PAGE
69
10 16
17 - 28
29 - 33
35 - 38
39
Chapter 1 Introduction of the Organization
1.0 INTRODUCTION Chapter 1 is about explanation of the background of the organization, objectives, organization policy, mission, and vision of the organization, organization structure, core business of the organization and other relevant information pertaining to the organization.
1.1 BACKGROUND OF THE ORGANIZATION FNR Management Services Sdn. Bhd. was established on 19th April 1996 with the intention to offer management and consultancy services to small and medium size companies. FNR believes strongly in EXELLENCE THROUGH PROFESSIONALISM as they prepare themselves to enter into the coming years and the challenge in this highly competitive industry. As they realize the importance to be resilient and innovative, FNR have continuously invested in staff training, whether in house or external. FNR have also forged smart partnership with other companies and experienced individuals to further enhance their competitiveness and broaden their service base. FNR strongly believe that customer is the most important investment in their business and as such they try to ensure that they deliver their job on time without compromising on quality. The organization has also invested heavily in information technology by continuously upgrading in office facilities in order to improve its performance. As such, they believe in
providing the best financial and management solutions for their client. (Source : FNR Management Services Handbook) 1.2 COMPANY CREED Progress and development can be realized only through the combined efforts and cooperation of each employee of the company. United in spirit, the organization pledge to perform its corporate duties with dedication , diligence and integrity. (Source : FNR Management Services Handbook)
1.3 ORGANIZATIONS OBJECTIVE FNRs objective is by recognizing their responsibilities as professional, they will devote themselves to the progress and development of their clients and society through their business activities thereby enhancing the quality of lives. (Source : FNR Management Services Handbook)
1.4 ORGANIZATIONS INFORMATION FNR MANAGEMENT SERVICES SDN BHD REGISTERED ADDRESS : No. 63A, Jalan Snuker 13/28, Section 13, 40000 Shah Alam, Selangor Darul Ehsan. : 19th April 1996
INCORPORATED
MANAGING DIRECTOR : En. Faisal bin Abdul Rahman COMPANY SECRETARY : En. Faisal bin Abdul Rahman MANAGER CUM ACCOUNTANT PHONE FAX : Cik Adibah bt Abdul Rahman : 03 55114890/91 : 03 - 55114892
1.5 ORGANIZATIONAL STRUCTURE
Faisal Bin Abdul Rahman (Managing Director)
Faisal Bin Abdul Rahman (Company Secretary)
Adibah Binti Abdul Rahman (Manager cum Accountant)
Nor Shazzalina (Trainee)
Khairiyani Mat Hairi (Trainee)
Amil Bin Amer (Accounts Clerk / Trainer)
Afiqah Amalina (Trainee)
Linda (Trainee)
Farrah Mazlan (Trainee)
Nuraqilah Amir (Trainee)
(Source : FNR Manangement Services Handbook)
10 | A D S 6 6 6 P R A C T I C A L R E P O R T
CHAPTER 2 Schedule of Practical Training

2.0 INTRODUCTION The purpose of this chapter is to report and summarize the work schedule throughout the practical training. It also includes the information about the tasks assigned during the training. The tasks was assigned to me during practical training was the matter relating secretarial practice. Secretarial practice involves the process of incorporation of company limited by shares especially private limited company, lodge documents and make payments to Company commission of Malaysia as required under the Companies Acts 1965 and updates the statutory documents. This division is responsible for providing service for customers to lodge documents and make payments as required under the Companies Act 1965. It is also responsible for management of records and the supply of corporate information to the general public. In addition, it undertakes the development and market new products and services.
2.1 SUMMARY SCHEDULE OF PRACTICAL TRAINING.
WEEK 1
DATE / DAY 14th February 2012 (Tuesday)
DESCRIPTION Briefing on the companys product and the job scope. Briefing on Company Secretarial Practice. Layout course outline and our expectations towards practical training for the companys acknowledgement and usage Read the files of YS Loy Consultations Sdn bhd and Dr Zamm Consultancy Sdn Bhd
SUMMARY
15th February 2012 (Wednesday)
16th February 2012 (Thursday)
The first week of practical training, I learn about the company history, products and expectations on the practical students. Besides that, I learned on how the company manages its employees. The companys working hour is from 8.30am to 5.30 from Mondays to Fridays. The company is closed on weekends. The lunch time for the employees is only one hour. Usually, it will be from 1 p.m. to 2 p.m. On Wednesdays, there will be Photostat 5 copies of : potluck during lunch hour. Form 49 (Registrar of Everyone is required to bring Directors, Managers something for the potluck. and Secretaries) The company only hires Form 32A (Transfer of practical students as their Securities) employee as they said that Form 24 (Return of practical students are easier Allotment of Shares), to manage than permanent Memorandum of employee as permanent Association and Articles employee is like to quit to of Association. start their career in a bigger Check and update the firm. This is the first time I companys register and heard of a company that hires share certificate also the only practical students. minutes of : Other than that, I learned on how Ysloy Consultation Sdn the company manages the Bhd secretarial service that is Dr Zamm Consultancy provided by the company. Sdn Bhd The company core business is to provide secretarial services for Prepare share certificate of clients who wants to incorporate FY Properties Sdn Bhd a new company. Usually, the Dr Zuraidah Consultancy client will come to this company Sdn Bhd and hires the company to Rothmanja Indah Sdn
Bhd Basrim Sdn Bhd Review samples of attendance list and minutes prepared by the company secretary under FNR Management Services Sdn Bhd Prepare share certificates for Semerbak Aroma Sdn Bhd Qistina Consultancy Sdn Bhd Netview Solution Sdn Bhd These companies have updates on their Form 32A Key in payment for Sky Climber Sdn Bhd using MYOB Prepare share certificate of Halim Hamidah Sdn Bhd because of their increase in paid up capital Prepare the share certificates of Delta Pama Sdn Bhd RC Medic Consultancy Sdn Bhd For their increase in paid up capital. Type confirmation letter for Sky Access Sdn Bhd Photostat Form 9 Form 49 Form 24 Form 32A Memorandum and Article of Association Ask for En.Faisal signature to certify those forms (CTC).
become the clients company secretary. The paperwork of the company will be done by the trainees and rechecked by En. Faisal, the director of this organization. The trainees will then send the forms to the Companies Commission to be approved.
17th February 2012 (Friday)
20th February 2012 (Monday)
During the second week, I learn several things, like, a company secretarys signature is required on most of the documents. A company secretarys signature is essential for to certify documents such as the MOA and AOA as well as documents like the Form 24, 48 etc for bank loans, increase in capital and lots more. To become a company secretary, one must become a member of MAICSA or MIA. A company secretary must also have knowledge on the Malaysian Company Law. This is to ensure that the company hes working at will comply with the law.
Prepared the Directors Circular Resolution for Sky Access Sdn Bhd for approval of buying new motor vehicle for the company. Prepared minutes, agenda, directors resolution, attendance list and official appointment letter for the appointment of new auditor for Dynatest Asia Pacific Sdn Bhd Rearrange documents into files Photostat Form 9 Form 49 Form 24 Form 32A Memorandum and Article of Association Ask for En.Faisal signature to certify those forms (CTC). Went to CCM to seek FOR CTC Express and for tracing of companies documents Prepared circular resolution for bank guarantee Photostat Form 9 Form 49 Update the minutes book Sky limber Enineering Sdn Bhd Prepared agenda, minutes, attendance list and circular resolution for Mazitah Hartanah Sdn Bhd and Agensi Pekerjaan Beyond Talent Sdn Bhd
21s February 2012 (Tuesday)
During the second week also, I was brought to the CCM to see how to apply for CTC Express and tracing for the clients company document. Tracing only applies for documents that are old. During the trip, I saw how the CCM work and the procedure of applying the documents. Apart from learning the procedures, I also learn how to prepare minutes, agenda, resolutions for clients. This is quite similar to what I have learn during class.
22nd February 2012 (Wednesday)
23rd February 2012 (Thursday)
24th February 2012 (Friday)
Update annual report for the year ended 2012 Update the minute books of DEMC Management Sdn Bhd Sort letters for companies whose registered office address is the same as FNR Management Services Sdn Bhd Photostat Form 9 Form 49 Form 24 Form 32A Memorandum and Article of Association For Noble Star Sdn Bhd and Planet Protection Sdn Bhd Ask for En.Faisal signature to certify those forms (CTC). Prepare circular resolution for Reflex Cash Management Services Sdn Bhd and Sky Access Sdn Bhd Call client for confirmation of unclear documents. Courier documents to client. Rearrange documents into files Prepare the share certificates of Sinar Cobat Sdn Bhd Change the directors IC for FNR Management Services Sdn Bhd FNR Tax Services Sdn Bhd FNR Wealth Management Sdn Bhd FNR Corporate Advisory The third week, my task doesnt differ much from the previous week. Apart from photocopying documents, I was also asked to read a book titled Who Move My Cheese. This book is a motivational book that features four characters: two mice, "Sniff" and "Scurry," and two little people, miniature humans in essence, "Hem" and "Haw." They live in a maze, a representation of one's environment, and look for cheese, representative of happiness and success. Initially without cheese, each group, the mice and humans, paired off and traveled the lengthy corridors searching for cheese. The books centers around change and each day brings a new life and a different experience for us. But our daily routine task, from the time we wake up until the time we lay down in bed again, creates a cycle that leads us to comfort. Such comfort creates lax and negligence in our character that make us forget that life is constantly changing. Then when change happens, we stress out, react, complain and be beaten
27th February 2012 (Monday)
28th February 2012 (Tuesday)
Sdn Bhd FNR Synergy Sdn Bhd 29th February 2012 (Wednesday) Photostat Form 9 Form 49 Form 24 Form 32A Memorandum and Article of Association Ask for En.Faisal signature to certify those forms (CTC).
up. The book, Who Moved My Cheese by Spencer Johnson, have helped me in coping and rising above the negative change that has happened in my life. After reading Who Moved My Cheese , it gave me a lot of new insight on why change is good and how it can lead me to much better things.
1st March 2012 (Thursday)
Photostat Form 9 Form 49 Form 24 Form 32A Memorandum and Article of Association Ask for En.Faisal signature to certify those forms (CTC).
2nd March 2012 (Friday) 5th March 2012 (Monday)
Rearrange documents into files
6th March 2012 (Tuesday)
Photostat Form 9 Form 49 Form 24 Form 13 Form 44 For Mazitah Hartanah Sdn Bhd Ask for En.Faisal signature to certify those forms (CTC) Fax Form 24, Form 44 and Form 9 to Venus Iris Sdn. Bhd Update the minute books of DEMC Mananagement Sdn
Since it was the last week, not much task was given to me. I was asked to review what I have learned during the past weeks here. Although my time here is short, I have learn a lot of things that I dont normally learn during class. I value the lesson I learn here as it is something that I cant get from anywhere else.
Bhd 7th March 2012 (Wednesday) Photostat Form 9 Form 49 Form 24 Form 13 Form 44 Ask for En.Faisal signature to certify those forms (CTC) Bind the audited accounts of RC Medic Sdn Bhd
8th March 2012 (Thursday)
Photostat Form 9 Form 49 Form 24 Form 13 Form 44 Ask for En.Faisal signature to certify those forms (CTC) Last day, so didnt do much work. Last day briefing by En.Faisal Thank him for this wonderful opportunity letting me work here.
9th March 2012 (Friday)
CHAPTER 3 Analysis of Traning
3.0 INTRODUCTION
Chapter 3 describes the analysis of the practical training. It specifically focuses on one area of task as covered in the practical training handbook. It also should reflect definition of concept, demonstration of practical and theoretical aspects as how to relate all concepts learned in classroom at the workplace and how to transforms knowledge gained at workplace to reinforce understanding on the concepts learned in classroom.
Based on my schedule of practical working experience and tasks of job description given under chapter 2, it shows that, my practical training experience was more focused on company secretarial practices at FNR Management Services Sdn Bhd.
FNR Management Services Sdn. Bhd. is a company that focuses on providing secretarial services for a company. The company provides many different types of services such as incorporation of a company, creating resolution and preparing minutes. For the services that the company provided, they have to follow exactly the procedure that is set out by the Companies Commission Malaysia (CCM). The person in-charged in preparing the documents have to understand well on the procedures and the law. During the practical training, one of the tasks that had been given to me is to prepare documents regarding the incorporation of a company, minutes of meeting and
resolutions. This implies that I have to know on the procedures and law in order to prepare the documents.
3.1 COMPANY SECRETARY
Every company is required by the statute to have at least a company secretary and he must be full aged natural person and has his principal or only place of residence in Malaysia 1 . The secretary must be present at the registered office of the company himself or by his agent or clerk on the days and at the hours during which the registered office is to be accessible to the public. 2 The first secretary must be named in the memorandum or articles of the company3.
Therefore, it is a statutory requirement for the company to have a company secretary and the office of the secretary must not be left vacant for more than one month at a time4. Although the compulsory provision is that every company must have a secretary, it doesnt mean that they need an in house secretary or a fulltime basis secretary. Most companies, especially small or medium sized companies do not employ in house secretaries, instead they hire the service of an external secretarial firm or an external secretary to do secretarial service for their company. FNR Management services Sdn Bhd is one of the example of an external secretarial firm
1 2 3 4
CA 1965, s139(1) CA 1965, s139(3) CA 1965, s139(1A) CA 1965, s139(1B)
3.1.1 DUTIES OF A COMPANY SECRETARY
The main duties of a secretary are to send out notices, organize meetings, attend and take down minutes of board meetings and general meetings and implement the decisions of the board and general meetings, file statutory returns required by the CA 1965 with the Registrar of Companies, keep and maintain the various registers and the registered office of the company. The company secretary is the person the company refers to in order to obtain authenticated copies of resolutions and statutory returns and will generally be provided by the articles to be one of the persons in whose presence the common seal is to be affixed to documents 5 . In FNR, En.Faisal is the one responsible for upholding the duties of the secretary. Hes helped by the interns in FNR. Usually, the interns will prepare the documents and En.Faisal will checked it before signing the documents and giving it to his clients. For field work, such as going to CCM, the interns will do all of that.
3.1.2 THE COMPANY SECRETARYS CODE OF ETHICS
The code of ethics was launched by the Minister of Domestic Trade and Consumers Affairs on June 9th, 1996. It was formulated to enhance the standard of corporate governance and to instill professionalism and effectiveness among company secretaries. It was formulated to achieve the following objectives:
Table A Art 96
i)
To instill professionalism among company secretaries within the tenets of morality, efficiency and administrative effectiveness
ii)
To uphold the spirit of social responsibilities and accountability in line with the legislation, regulations and guidelines governing a company.
CODE OF CONDUCT OF SECRETARY
Strive for professional competency at all times to exhibit a high degree of skill and proficiency in the performance of the duties of his office.
At all times, exercise the utmost good faith and act both responsibly and honestly with reasonable care and due diligence in the discharge of the duties of his office;
At all times, strive to assist the company towards its prescribed objectives based on the tenets of moral responsibility, efficiency, and effectiveness in administration;
Have a clear understanding of the aims and purpose of the company as well as the powers and restrictions as provided in the Memorandum and Articles of Association of the company;
Be knowledgeable of regulations and procedures for meetings, particularly

quorum requirements, voting procedures and proxy provisions and be responsible for the proper administration of meetings;
Neither direct, for his own advantage, any business opportunity that the company is pursuing nor use or disclose to any party any confidential information obtained by reason of his office, for his own advantage or that of others;
Adopt an objective and positive attitude and provide full co-operation for common benefit when dealing with government authorities or regulatory bodies;
Disclose to the board of directors or an appropriate public officer any information within his knowledge that he honestly believes suggests that a fraud is being, or is likely to be, practiced by the company or by any of its directors or employees;
Disclose to the board of directors or an appropriate public officer any information within his knowledge that he honestly believes suggests that a fraud is being, or is likely to be, practised by the company or by any of its directors or employees;
10
Assist and advise the directors to ensure that the company, at all times, maintains an effective system of internal control for the keeping of the necessary registers and accounting records;
11
At all times, be impartial in his dealings with shareholders, directors and, without
fear or favour, use his best Endeavours to ensure that the directors and the company comply with the relevant legislation, contractual obligations and other relevant requirements;
12
Be present in person, or ensure that in his absence he is represented, at the company's registered office on the days and at the hours that the office is accessible to the public;
13
Advise the board of directors so that no policy which is in conflict with the interest of the companys stakeholders is adopted by the company;
14
Be aware of all reporting and other requirements imposed by the statute under which the company is incorporated
15
Be present or represented at company meetings and not allow himself or his representative to be excluded or withdrawn from those meetings in a way that would prejudice his professional responsibilities as secretary of the company.
17
Limit his secretaryship of companies to a number in which he can best and fully devote his time and effectiveness.
These code of conducts are what FNR Management strive to uphold.
3.2 EMPLOYEE MOTIVATION Work motivation "is a set of energetic forces that originate both within as well as beyond an individual's being, to initiate work-related behavior, and to determine its form, direction, intensity, and duration" 6 Understanding what motivates an organization's employees is central to the study of IO psychology. Motivation is a person's internal disposition to be concerned with and approach positive incentives and avoid negative incentives. To further this, an incentive is the anticipated reward or aversive event available in the environment 7. While motivation can often be used as a tool to help predict behavior, it varies greatly among individuals and must often be combined with ability and environmental factors to actually influence behavior and performance. Because of motivation's role in influencing workplace behavior and performance, it is key for organizations to understand and to structure the work environment to encourage productive behaviors and discourage those that are unproductive 8 9 There is general consensus that motivation involves three psychological processes: arousal, direction, and intensity. Arousal is what initiates action. It is fueled by a person's need or desire for something that is missing from their lives at a given moment, either totally or partially. Direction refers to the path employees take in accomplishing the goals they set for themselves. Finally, intensity is the vigor and amount of energy employees put into this goal-directed work performance. The level of intensity is based
6 7
Pinder, C. C.(2008). Work motivation in organizational behavior (2nd edition). New York: Psychology Press Deckers, L. (2010). Motivation; Biological, Psychological and Environmental. (3rd ed., pp. 23). Boston, MA: Pearson. 8 Jex, S.M. & Britt, T.W. (2008). Organizational Psychology. Hoboke, New Jersey: John Wiley & Sons, Inc. 9 Mitchell, T.R.; Daniels, D. 2003. Motivation. Handbook of Psychology, Vol. 12. Industrial Organizational Psychology, ed. W.C. Borman, D.R. Ilgen, R.J. Klimoski, pp. 22554. New York: Wiley.
on the importance and difficulty of the goal. These psychological processes result in four outcomes. First, motivation serves to direct attention, focusing on particular issues, people, tasks, etc. It also serves to stimulate an employee to put forth effort. Next, motivation results in persistence, preventing one from deviating from the goal-seeking behavior. Finally, motivation results in task strategies, which as defined by Mitchell & Daniels, are "patterns of behavior produced to reach a particular goal
3.2.1 FOUR DRIVE THEORY MODEL In Harvard Business Review, Nohria et al (2002) stated about A Powerful New Model of Employee Motivation, to get people to do their optimum working attainment is one of managers most difficult challenges. There are four drive which manage the organizational success, they are the drive to acquire (obtain scarce goods, including intangibles such as social status); bond (form connections with individuals and groups); comprehend (satisfy our curiousity and master the world around us); and defend (protect against external threats and promote justice). These drives underlie everything we do. Nohria et al (2002) conclude that four-drive theory is a employee motivation theory that is based on the innate drives to acquire, bond, learn, and defend and that combines emotions and rationality.
1.
The drive to acquire.
This is the drive to control and retain objects and personal experiences; it applies to physical goods (clothing, housing, and money) and experiences (travel and entertainment). Primary organizational lever to use is reward system such as differentiate good performers and poor performer and tie rewards to performance. 2. The drive to bond
This is the drive to form social connections and develop mutual commitments with society. Feel proud of belonging to the company will boost employees motivation. Primary organizational lever to use is culture such as foster mutual reliance among coworkers and value teamwork. 3. The drive to learn
This is the drive to satisfy our curiosity, to understand ourselves and the society. Employees are motivated by tasks that challenge them and enable them to learn. Primary organizational lever to use is job design such as design jobs that are useful for coworkers and foster a form of contribution to the company. 4. The drive to defend
This is the drive to protect ourselves, our family, our property, our beliefs against external danger. It's about feeling of security, confidence, and people's resistance to change. Primary organizational lever to use is performance-management and resources-allocation processes such as enhance the transparency of all processes and emphasize their fairness.
These four drives are thought to work relatively independently, and this independence has both positive and negative consequences. On the one hand, the independence allows individuals and groups more flexibility in behavioral repertoires, affording us the ability to adapt in complex environments and situations and improving mental efficiency by simplifying some categories of processes. (Harris, 2002) Exhibit 1
Drive to Acquire Drive to Bond Drive to Learn Drive to Defend Mental skill set resolves competing drive demands Goal Social Norms Personal Values Past Experience
(Lawrence & Nohria, 2002)
Nohria et al (2002) explain how drives convert into 'goal-directed' effort. Emotional experiences do become conscious experiences when they are hefty (conflicting emotions). Our mental skill set relies on social norms or rules, past work experience, and personal values to aim our emotions to a form of useful goals (see exhibit 1). These emotions actuate us to act and chooses pathway of action that are acceptable to society and ourselves.
How all of this four drive relate to the working environment of FNR Management Services Sdn Bhd will be further explained in the next chapter.
3.3 ORGANIZATIONAL REWARD SYSTEM Organizations provide rewards to their employees in order to try to motivate their performance and encourage their loyalty and retention. Organizational rewards take a number of different forms including money (salary, bonuses, and incentive pay), recognition, and benefits. People do what they do to satisfy some need and they look for a payoff or reward. The most obvious reward is pay, but there are many others, including promotions, desirable work assignments, peer recognition and work freedom. Organizational reward systems have a significant impact on employees' level of motivation. Rewards can be either tangible or intangible. Various forms of pay, such as salary, commissions, bonuses, employee ownership programs and various types of profit or gain sharing programs, are all important tangible rewards. While fringe benefits have a positive impact on attraction and retention, their direct impact on motivation and performance is not well-defined. Salaries play a crucial role in the tangible reward system. They are an important factor in attracting new talent to an organization as well as retaining talent. Compensating employees well is one way for an organization to reinforce an employee's value to the organization. If an organization is known for paying their employees top dollar, then they may develop a positive reputation in the job market as a result. In FNR, interns are given about RM300 a month during their internship.
Through incentive compensation structures, employees can be guided to focus their attention and efforts on certain organizational goals. The goals that are reinforced through incentive pay should be carefully considered to make sure they are in alignment with the organizational objectives. If there are multiple rewards programs, it is important to consider if there might be any conflicting goals. For example, individual and teambased rewards can sometime work at cross-purposes. Important forms of intangible rewards include praise, recognition and rewards. Intangible rewards are ones from which an employee does not derive any material gain. Such rewards have the greatest impact when they soon follow the desired behavior and are closely tied to the performance. If an organization wants to use praise or other intangible rewards effectively, praise should be offered for a high level of performance and for things that they employee has control over. Some studies have shown that praise can be as effective as tangible rewards. Other forms of intangible performance include status symbols, such as a corner office, and increased autonomy and freedom. Increased autonomy demonstrates trust in an employee, may decrease stress and improve job satisfaction. Since it may be hard for an employee to achieve a similar level of trust in new organization, increased autonomy may also help improve retention.
CHAPTER 4 Strengths, Weakness and Recommendations
During my practical training, I have been assigned with many different types of tasks. These tasks are in many types of scope. One of the tasks given to me is to file documents such as the minutes books, the register of directors, managers and secretaries and the share certificates of the companies that uses secretarial service of FNR Management Services Sdn. Bhd. 4.1 FILING SYSTEM One of the duties of a secretary is make sure that the statutory books are properly maintained. Using a good filing system is a very important practice that speeds up the management process. For example, it is easy to locate any documents that we need if the filing system is done in a proper way. We also wont have any problem of missing documents. At FNR Management Services the filing system is rather disastrous to me. FNR Management Services needs to invest in a better way to file their document. All the file drawers are rather full of papers. This was rather confusing for me as an intern as it made finding documents rather hard.It is in my recommendation that FNR need to do something like perhaps a little bit of paperless environment and recycle of used papers that have been used before. They should also invest in proper cabinet and uses systems cataloging the files according to alphabetical order. This has not been done in
FNR Management. Statutory books of their clients are scattered everywhere in their office. The books are also not properly maintained. Some of the statutory books has not been updated since the first day that the company is incorporated. Minutes of meetings are also scattered and not kept in the minutes books of the company. 4.2 FIELD WORK It is a code of conduct of Company Secretary to have a clear understanding and be knowledgeable of laws of meeting, as an intern, one of the strength that this company has is that all the report is prepared by the interns. This is a major advantage for us as we learn hands on what we should expect before going to work in the real world. As we are learning how to prepare the minutes and resolutions that we would encounter during our work life later. In FNR, interns are also the one who would do the field work such as handing over documents to CCM. This is an advantage too, as later we would not hesistate and know how to properly handle documents to be handed to CCM. 4.3 LIMIT TO SECRETARYSHIP As explained in the previous chapter, a company secretary should limit his secretaryship of companies to a number in which he can best and fully devote his time and effectiveness. In my opinion, En.Faisal, is taking too many client more than he can handle. Currently, there are 128 companies under him. From my observation, that rather a lot as there are several companies that were fined by CCM for various reasons such as not doing the Annual General Meeting and not filing incorporation documents. It is my recommendation that FNR limit their client intake or hire more permanent workers instead of only internship students. This will help the company to keep up to date each
companies major events such as the Annual General Meeting and when the final date to file in reports to CCM. 4.4 EMPLOYEE MOTIVATION As explain in the previous chapter, the company is majority consists of inter student and fresh graduate that have no job experience and looking for some experience time. As an intern, the compensation for the service given is somewhat inadequate. The only employee working at the company is a fresh graduate whose reason working at the company is only to find some experience so that he will get a better offer from another company. From this we can see that there is likely to be a very high turnover cost for the company. The time and effort put into training a new employee whether a permanent or interns are very low. From what I can see from my 4 weeks at the company is, the employee lack motivation to go to work at the company and the only reason of them working there is just as a stepping stone to get to a better position. Low motivation could lead to a low productivity level. Therefore the company should do something to further boost the motivation of the employee. Some common technique that can be implement such as introducing the concept of employee of the month. Anyone regardless whether an intern or the permanent employee will be given the reward if they work hard enough. The reward could be either cash or benefits. As an intern getting the award of employee of the month could be considered as something amazing. In the future this might help put some colour in their
resume when looking for a job upon graduating. This is also similar to a permanent employee if they decide to pursue their career in another company. Another technique to increase the motivation of the employees is to increase the salary of the interns of this company. As it is, the interns, only receives about RM300 per month. This is not sufficient as the work that they do is more than what an intern does. They did all the work that a permanent workers does. If the salaries are increased, they will have more motivation to come to work and will enjoy their work more. This will increase the productivity of the company. According to the Four Drive Theory, one of the drives that an employee looks for is the Drive to Bond. This is the drive to form social connections and develop mutual commitments with society. Feel proud of belonging to the company will boost employees motivation. Primary organizational lever to use is culture such as foster mutual reliance among coworkers and value teamwork. In FNR, this driver is very hard to form as the bond between the management and workers are very little. This is maybe due to the fact that the employees come and go very often. The longest an intern will stay at the company is around 6 months. So, bonds are hard to form. My suggestion is that the employer should do things like weekly outing to increase the bond between employees and employer. This company cares about the attendance of its employee but the staff of this organization does not. Mainly because they are interns, so, they dont really know much about work ethics. The staff does not really follow the standard time of office hours. There are days when the employees come in late and getting off work early As I have
stated in Chapter 1, this company only have 1 permanent staff and the rest are interns. It is easier to see who is comes late to work and who came early. From my observation, the permanent worker of this company usually comes 15 minutes late everyday instead of 8.30am. When this occur, nobody else can enter into the office as he is the only one who holds the key to the office. The directors of the company only come to the office at around 11am. This is bad example for the motivation of the other employees. Therefore, it is my recommendation that this office implement the punch card system to instill discipline towards the employees of this company.
CHAPTER 5 Conclusion
This internship was very fruitful to me because I had to cover many different fields. I have learned new concepts and new ways of working. Besides that, I have learned and experience in doing tasks that has never been taught in the class or any other subjects. This is a great rewarding experience for me. Below are the conclusions that Ive made during my internship. CHAPTER 1 During my internship, I learn that FNR Management Services Sdn Bhd is a Company that offers secretarial services to small companies. They offer services such as incorporation of company and consultation for the company. This company was established in 1996. The head of this company is En. Faisal Abdul Rahman. He is an MAICSA member. FNR has about 128 clients that uses their secretarial services. FNR only hire interns as this will reduce the companys overhead cost. The interns in this company will be the one who does all the preparation of the document and the documents will be checked by En.Faisal himself before being given to their client.
CHAPTER 2 Chapter two describes the flow of tasks that had been done during the four weeks of practical training. The chapter consists of description of tasks done by day and summary of the tasks by week. By viewing to the table in the chapter, we can see whether the tasks that had been given relates to the subject learn in class. We can see in the chapter that most of the tasks that had been done are mostly related to the subjects learned in class. This is because the companys core business is to provide secretarial services. In providing secretarial services, most of the models and approaches used are related to the subjects learned such as in the subject of company secretarial practice. Through the schedule, we can also detect whether the company misuse the practical student by giving them unnecessary tasks to be done such as making coffees and teas and photostating. These types of tasks are called clerical works which are not suitable for the practical student. Practical training is provided for the students so that the student can apply the subjects learn in class in the working environment besides experiencing the real working environment. By analyzing to the schedule in this chapter, we can see that the company fully utilizes the practical students by giving me tasks which are suitable with my capabilities. The company does not take advantage from the practical student by giving the practical students unnecessary tasks. Moreover, the company does bring me to the real secretarial environment for my experience. They showed me on the protocol of meeting clients and the way of preparing documents such as minutes and resolution.
CHAPTER 3 Chapter three shows the relationship between the theories learned in class and the tasks that were given to me. In this chapter, we identifies which area of the tasks that had been done relate with the tasks given. The relationship can be in various fields of subjects. During the practical training, the task that I have done is much relates to the procedures learned in company secretarial practice. The procedures used are more towards preparing documents for the incorporation of company, doing minutes for meeting and resolution by the directors. This is suitable with the secretarial service provided by the company. I have stated the Duties of a Company Secretary to show what exactly does a company secretary does and how they should uphold the secretarial conduct to avoid from misusing their power. I also have included the chapter motivation where I learn in the subject of organizational behavior to show how a companys decision affects their employees. The relationships between the procedures, theories and the task have made me strengthen my knowledge on the theories. This has also made me understand on how the theories work and how to use it. This has given me deeper knowledge in the theories.
CHAPTER 4 In everything that we do, there are always its strengths and weaknesses. The strengths need to be strengthened and the weaknesses need to be eliminated. This chapter gives me the opportunities to list the strengths and weaknesses in delivering the task given and to recommend ways on how to strengthen and eliminate it. The task that I have done have many good points rather than the bad points. It has taught me many different things such as how to be a competent worker that is able to do multitasking; how to handle stress and work under pressure; and how to divide time in completing many different tasks. The task has also measure the level of knowledge towards the theories that I have learned. In the tasks I did, there are weaknesses that need to be eliminated. The major weakness is the inefficient employees that make the delay of completing the task. This major weakness needs to be eliminated because the task depends in many different levels of employees. If an employee does not produce efficient work style, it will definitely affect the other person in the efficiency completing the task given. Here, we can see that all of them are inter-related. So, as a recommendation, I recommend for the company provides guideline in completing the task given, upgrade the facilities at the company, create more theories to be use in the personality test and creates efficient workers. All of this will make the company becomes better.
All in all, the experience of working and learning at the same time in such a reputable organization is awesome. The flexible working environment makes the employees love working at the company. The working environment that is relaxing and the friendly employees makes the company more fun to work at. It will be an unforgettable experience of my life where I learnt the way to behave and polish my abilities at the organization level, had the experience and exposure of performing and handling tasks, supervisor and subordinate relation. This experience has made me fully utilize my knowledge.
REFERENCES
McShane & Glinow, Von (2010) : Organizational Behavior, 5th edition, New York: McGrawHill/Irwin
Stajovic, A. D., & Luthans, F. (2001). Differential effects of incentive motivators on work performance. Academy of Management Journal Zobal, C. (1999). The "ideal" team compensation system - an overview, part II. Team Performance Management, 5 Keith S., Harris (2003): 'Driven: How Human Nature Shapes Our Choices', Human Nature Review, Vol. 3 Kang Shew Meng, Handbook on Company Secretarial Practice in Malaysia, 4th Edition

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UNIVERSITI TEKNOLOGI MARA FAKULTI SAINS PENTADBIRAN DAN PENGAJIAN POLISI

PRACTICAL TRAINING REPORT FNR MANAGEMENT SERVICES SDN. BHD.

SYAZNEE BT MOHAMED IDRIS 2009368789

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CLEARANCE FOR SUBMISSION OF THE PRACTICAL TRAINING REPORT BY THE SUPERVISOR

Name of Supervisor: Title of Report:

Syaznee bt Mohamed Idris

________________________________________________ (Pn Saidah Hamizah bt Ahmad)

Prepared By, Syaznee Binti Mohamed Idris 2009368789

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______________________________ SYAZNEE BT MOHAMED IDRIS

Prepared By, Syaznee Binti Mohamed Idris 2009368789

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CONTENTS PAGE FOR PRACTICAL REPORT CONTENTS

Prepared By, Syaznee Binti Mohamed Idris 2009368789

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Chapter 1 Introduction of the Organization

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1.5 ORGANIZATIONAL STRUCTURE

Faisal Bin Abdul Rahman (Managing Director)

Faisal Bin Abdul Rahman (Company Secretary)

Adibah Binti Abdul Rahman (Manager cum Accountant)

Nor Shazzalina (Trainee)

Khairiyani Mat Hairi (Trainee)

Amil Bin Amer (Accounts Clerk / Trainer)

Afiqah Amalina (Trainee)

Farrah Mazlan (Trainee)

Nuraqilah Amir (Trainee)

(Source : FNR Manangement Services Handbook)

Prepared By, Syaznee Binti Mohamed Idris 2009368789

CHAPTER 2 Schedule of Practical Training

Prepared By, Syaznee Binti Mohamed Idris 2009368789

2.1 SUMMARY SCHEDULE OF PRACTICAL TRAINING.

DATE / DAY 14th February 2012 (Tuesday)

15th February 2012 (Wednesday)

16th February 2012 (Thursday)

17th February 2012 (Friday)

20th February 2012 (Monday)

21s February 2012 (Tuesday)

22nd February 2012 (Wednesday)

23rd February 2012 (Thursday)

Prepared By, Syaznee Binti Mohamed Idris 2009368789

24th February 2012 (Friday)

27th February 2012 (Monday)

28th February 2012 (Tuesday)

1st March 2012 (Thursday)

2nd March 2012 (Friday) 5th March 2012 (Monday)

Rearrange documents into files

6th March 2012 (Tuesday)

Prepared By, Syaznee Binti Mohamed Idris 2009368789

8th March 2012 (Thursday)

9th March 2012 (Friday)

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CHAPTER 3 Analysis of Traning

3.1 COMPANY SECRETARY

CA 1965, s139(1) CA 1965, s139(3) CA 1965, s139(1A) CA 1965, s139(1B)

Prepared By, Syaznee Binti Mohamed Idris 2009368789

3.1.1 DUTIES OF A COMPANY SECRETARY

3.1.2 THE COMPANY SECRETARYS CODE OF ETHICS