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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 | A D S 6 6 6 – P R A C T I C A L R E P O R T

CLEARANCE FOR SUBMISSION OF THE PRACTICAL TRAINING REPORT BY THE SUPERVISOR

Name of Supervisor: Pn Saidah Hamizah bt Ahmad

Title of Report: 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

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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 UiTM’s rules and

academic regulations.

Signed,

______________________________

SYAZNEE BT MOHAMED IDRIS


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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 IDRISBachelor of Corporate Administration (Honours)Faculty of Administrative Science & Policy StudiesUniversiti Teknologi MARA, Shah Alam.


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CONTENTS PAGE FOR PRACTICAL REPORT

CONTENTS

CHAPTERS PAGE

1.0 INTRODUCTION OF THE ORGANIZATION1.1 BACKGROUND OF THE ORGANIZATION1.2 COMPANY CREED1.3 ORGANIZATION’S OBJECTIVE1.4 ORGANIZATION’S INFORMATION1.5 ORGANIZATIONAL STRUCTURE

6 – 9

2.0 SCHEDULE OF PRACTICAL TRAINING2.1 SUMMARY SCHEDULE OF PRACTICAL TRAINING. 10 – 16

3.0 ANALYSIS OF PRACTICAL TRAINING3.1 COMPANY SECRETARY

3.1.1 DUTIES OF A COMPANY SECRETARY3.1.2 THE COMPANY SECRETARY’S CODE OF

ETHICS3.2 EMPLOYEE MOTIVATION

3.2.1 FOUR DRIVE THEORY MODEL3.3 ORGANIZATIONAL REWARD SYSTEM

17 - 28

4.0 STRENGTHS, WEAKNESSES AND RECOMMENDATIONS4.1 FILING SYSTEM4.2 FIELD WORK4.3 LIMIT TO SECRETARYSHIP4.4 EMPLOYEE MOTIVATION

29 - 33

5.0 CONCLUSION- Chapter 1- Chapter 2- Chapter 3- Chapter 4

35 - 38

REFERENCES 39

APPENDIX


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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


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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 ORGANIZATION’S OBJECTIVE

FNR’s 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)


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1.4 ORGANIZATION’S INFORMATION

FNR MANAGEMENT SERVICES SDN BHD

REGISTERED ADDRESS : No. 63A, Jalan Snuker 13/28,

Section 13,

40000 Shah Alam,

Selangor Darul Ehsan.

INCORPORATED : 19th April 1996

MANAGING DIRECTOR : En. Faisal bin Abdul Rahman

COMPANY SECRETARY : En. Faisal bin Abdul Rahman

MANAGER CUM : Cik Adibah bt Abdul RahmanACCOUNTANT

PHONE : 03 – 55114890/91

FAX : 03 - 55114892


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1.5 ORGANIZATIONAL STRUCTURE

(Source : FNR Manangement Services Handbook)


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Faisal Bin Abdul Rahman

(Managing Director)

Faisal Bin Abdul Rahman

(Company Secretary)

Nor Shazzalina(Trainee)

Khairiyani Mat Hairi (Trainee)

Adibah Binti Abdul Rahman

(Manager cum Accountant)

Amil Bin Amer(Accounts Clerk /

Trainer)

Afiqah Amalina(Trainee)

Linda(Trainee)

Farrah Mazlan(Trainee)

Nuraqilah Amir(Trainee)


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.


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2.1 SUMMARY SCHEDULE OF PRACTICAL TRAINING.

WEEK DATE / DAY DESCRIPTION SUMMARY

1 14th February 2012(Tuesday)

Briefing on the company’s product and the job scope. Briefing on Company Secretarial Practice.

Layout course outline and our expectations towards practical training for the company’s acknowledgement and usage

Read the files of YS Loy Consultations Sdn bhd and Dr Zamm Consultancy Sdn Bhd

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 company’s 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 potluck during lunch hour. Everyone is required to bring something for the potluck.

The company only hires practical students as their employee as they said that practical students are easier to manage than permanent employee as permanent employee is like to quit to start their career in a bigger firm. This is the first time I heard of a company that hires only practical students.

Other than that, I learned on how the company manages the secretarial service that is provided by the company.The company core business is to provide secretarial services for clients who wants to incorporate a new company. Usually, the client will come to this company and hires the company to

15th February 2012(Wednesday)

Photostat 5 copies of : Form 49 (Registrar of Directors, Managers and Secretaries) Form 32A (Transfer of Securities) Form 24 (Return of Allotment of Shares), Memorandum of Association and Articles of Association.

Check and update the company’s register and share certificate also the minutes of : Ysloy Consultation Sdn

Bhd Dr Zamm Consultancy

Sdn Bhd

16th February 2012(Thursday)

Prepare share certificate of FY Properties Sdn Bhd Dr Zuraidah Consultancy

Sdn Bhd Rothmanja Indah Sdn


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Bhd Basrim Sdn Bhd

Review samples of attendance list and minutes prepared by the company secretary under FNR Management Services Sdn Bhd

become the client’s 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)

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

2 20th February 2012(Monday)

Prepare the share certificates of Delta Pama Sdn Bhd RC Medic Consultancy

Sdn BhdFor 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). Prepared the Director’s

During the second week, I learn several things, like, a company secretary’s signature is required on most of the documents. A company secretary’s 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 he’s working at will comply with the law.During the second week also, I


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Circular Resolution for Sky Access Sdn Bhd for approval of buying new motor vehicle for the company.

Prepared minutes, agenda, director’s resolution, attendance list and official appointment letter for the appointment of new auditor for Dynatest Asia – Pacific Sdn Bhd

was brought to the CCM to see how to apply for CTC Express and tracing for the client’s 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.21s February 2012

(Tuesday) Rearrange documents into

files Photostat

Form 9 Form 49 Form 24 Form 32A Memorandum and


to certify those forms (CTC). Went to CCM to seek FOR

CTC Express and for tracing of companies documents

22nd February 2012(Wednesday)

Prepared circular resolution for bank guarantee

Photostat Form 9 Form 49

Update the minutes book Sky limber Enineering Sdn Bhd

23rd February 2012(Thursday)

Prepared agenda, minutes, attendance list and circular resolution for Mazitah Hartanah Sdn Bhd and Agensi Pekerjaan Beyond Talent Sdn Bhd

Update annual report for the year ended 2012


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24th February 2012(Friday)

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

3 27th February 2012(Monday)


Article of AssociationFor 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.

The third week, my task doesn’t 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 book’s 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 up.The book, Who Moved My Cheese by Spencer Johnson,

28th February 2012(Tuesday)

Rearrange documents into files

Prepare the share certificates of Sinar Cobat Sdn Bhd

Change the director’s IC for FNR Management

Services Sdn Bhd FNR Tax Services Sdn

Bhd FNR Wealth

Management Sdn Bhd FNR Corporate Advisory

Sdn Bhd FNR Synergy Sdn Bhd


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29th February 2012(Wednesday)



to certify those forms (CTC).

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)



to certify those forms (CTC).

2nd March 2012(Friday)

Rearrange documents into files

4 5th March 2012 (Monday)

Photostat Form 9 Form 49 Form 24 Form 13 Form 44For Mazitah Hartanah Sdn Bhd

Ask for En.Faisal signature to certify those forms (CTC)

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 don’t normally learn during class. I value the lesson I learn here as it is something that I can’t get from anywhere else.

6th March 2012 (Tuesday)

Fax Form 24, Form 44 and Form 9 to Venus Iris Sdn. Bhd

Update the minute books of DEMC Mananagement Sdn Bhd

7th March 2012 (Wednesday)

Photostat Form 9


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Form 49 Form 24 Form 13 Form 44


Bind the audited accounts of RC Medic Sdn Bhd

8th March 2012 (Thursday)

Photostat Form 9 Form 49 Form 24 Form 13 Form 44


9th March 2012 (Friday)

Last day, so didn’t do much work.

Last day briefing by En.Faisal

Thank him for this wonderful opportunity letting me work here.

CHAPTER 3

Analysis of Traning


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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.


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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

Malaysia1. 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 doesn’t 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

3.1.1 DUTIES OF A COMPANY SECRETARY

1 CA 1965, s139(1)2 CA 1965, s139(3)3 CA 1965, s139(1A)4 CA 1965, s139(1B)


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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 documents5. In FNR, En.Faisal is the one

responsible for upholding the duties of the secretary. He’s 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 SECRETARY’S 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:

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.

5 Table A Art 96Prepared By,

Syaznee Binti Mohamed Idris2009368789


CODE OF CONDUCT OF SECRETARY

1 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.

2 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;

3 At all times, strive to assist the company towards its prescribed objectives based

on the tenets of moral responsibility, efficiency, and effectiveness in

administration;

4 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;

5 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;

6 Neither direct, for his own advantage, any business opportunity that the


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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;

7 Adopt an objective and positive attitude and provide full co-operation for

common benefit when dealing with government authorities or regulatory bodies;

8 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;

9 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 Endeavour’s to ensure that the directors and the

company comply with the relevant legislation, contractual obligations and other

relevant requirements;


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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 company’s 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,


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direction, intensity, and duration"6 Understanding what motivates an organization's

employees is central to the study of I–O 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 environment7. 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 unproductive8 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

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

6 Pinder, C. C.(2008). Work motivation in organizational behavior (2nd edition). New York: Psychology Press7 Deckers, L. (2010). Motivation; Biological, Psychological and Environmental. (3rd ed., pp. 2–3). 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. 225–54. New York: Wiley.


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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


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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


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ability to adapt in complex environments and situations and improving mental efficiency

by simplifying some categories of processes. (Harris, 2002)

Exhibit 1

(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.


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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


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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 team-

based 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.


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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 won’t 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


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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 Prepared By,

Syaznee Binti Mohamed Idris2009368789


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


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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 don’t 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


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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.


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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 I’ve 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 company’s 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.


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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 company’s 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.


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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 company’s 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.


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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.


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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.


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REFERENCES

McShane & Glinow, Von (2010) : Organizational Behavior, 5th edition, New York: McGraw-Hill/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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