NATIONAL ECONOMICS UNIVERSITY FACULTY OF FOREIGN LANGUAGES DEPARTMENT OF BUSINESS ENGLISH TRAN THI KIM ANH RECOMMENDATIONS TO IMPROVE INTERNAL COMMUNICATION AT GEAR INC., VIETNAM LIMITED COMPANY NATIONAL ECONOMICS UNIVERSITY FACULTY OF FOREIGN LANGUAGES DEPARTMENT OF BUSINESS ENGLISH TRAN THI KIM ANH RECOMMENDATIONS TO IMPROVE INTERNAL COMMUNICATION AT GEAR INC., VIETNAM LIMITED COMPANY Hanoi, April, 2023 Tran Thị Kim Anh — 11190547 — Business English 61A ACKNOWLEDGEMENT First of all, I would like to express my endless thanks and gratitude to my supervisor — our teacher (Mrs. Nguyen Thi Hong Hanh) for her valuable support and guidelines in the process of completing my thesis. Her encouragement and feedback significantly enriched and improved not only my knowledge of the topic studied but also enhanced my personal development. I feel grateful to have the opportunity to be instructed and monitored dedicatedly by her.
Without her expertise and motivation, this thesis would have been impossible to be done successfully. Next, I would like to send a lot of love and hugs to my colleagues at Gear Inc. - the company that I worked for during the internship. They have instructed and embraced all of my mistakes whenI first stepped into this field.
They also helped me a lot in the process of collecting data for this thesis. I will always remember their advice and our endless conversations that benefit me until now and probably in the future. Last but not least, my dearest thank goes to my family members and friends who always support me both physically and mentally in the process of completing this report. Tran Thị Kim Anh — 11190547 — Business English 61A EXECUTIVE SUMMARY Internal communication has a profound effect on the activity of an organization, especially the large one, to ensure the smooth flow between different levels, and Gear Inc.
Vietnam Company Limited is one of those. It is the reason to choose the topic "Recommendations to improve internal communication at Gear Inc. Vietnam Limited Company”. After reviewing and studying previous research as well as the context of Gear Inc.
Vietnam Limited Company, the author has analyzed the internal communication of the company, and therefore, pointed out its strengths and weaknesses. From that, the author has proposed some solutions to address existing problems of the company. Tran Thị Kim Anh — 11190547 — Business English 61A TABLES OF CONTENTS EXECUTIVE SUMMARY.- LH HH HH HT TT TH HH HH nh gnH 2 LIST OF TABLES AND FIGURES. - HH HH Hà HH HH tt nh 5 INTRODUCTION 02115.
1 Introduction of the research topic. 3 Research Questions TS. - --- «6 + s11 91911911 901 TH TT HH Hệ 4 CHAPTER 1. INTRODUCTION OF GEAR INC., VIETNAM LIMITED COMPANY — —.
Founding and development of Gear Inc., Vietnam Limited Company. Business field and vision of Gear Inc., Vietnam Limited Company. 5 IV NGÔ --vc¡cadaadđaaiđdiiiiitiidiiii. Structure of Human Resources DeparfI€TI.
Characteristics of employees at Gear Inc., Vietnam Limited Company. Current internal communication at Gear Inc., Vietnam Limited Company. Internal communication channels. - --- Ăn HH HH TT TT TH TH HH HT Thi nà 13 1.
18 CHAPTER 2: LITERATURE REVIEỀW. HH HH TH HH nghiệt 19 2. Internal commun1CAfTOH.- --- «+ xxx 1 1 1111919 HH HH nh nh ng 20 2. Importance of internal communication to a buSIn€SS.
Factors affecting internal communiCafIOI. G HTHT nH H inrh 24 2. - 2c 111111111 ng ng ngà 24 Tran Thị Kim Anh — 11190547 — Business English 61A CHAPTER 3. ANALYSIS AND FINDINGS.
Evaluation of internal communication at Gear ÏnC. Analysis current impact of internal communication at Gear INc.)naadađdadđdđadđadđdidadttẳ. G9 n TH H H T irh 29 CHAPTER 4. SOLUTIONS TO IMPROVE INTERNAL COMMUNICATION AT (7.
Communication between staff and managers (mezzo leve]). Communication between staff and the company (macro leve]). 33 Summary of the fÏndlnS.-- <2 1191191191119 91T TH HH HH 33 Limitations of the Study. LH HT TT TT TH TH HH HT 33 30.
cc cee rece. 2 Tran Thị Kim Anh — 11190547 — Business English 61A LIST OF TABLES AND FIGURES Table 1.’s company structure Table 1.’s Human Resources Department structure Table 1. Gear Inc employee characteristics Table 1. Internal Events at Gear Inc Figure 3.
Difficulties that staff often meet when communicating with colleagues Figure 3. Difficulties that staff often meet when communicating with managers Figure 3. Difficulties that staff often meet when communicating with the company Tran Thị Kim Anh — 11190547 — Business English 61A INTRODUCTION Introduction of the research topic In such a fast-changing world, where new technologies and unprecedented events happen every day, the work market becomes more challenging for both employers and employees. Froma business perspective, attracting and retaining talent becomes essential for the company to grow.
In order to keep and engage staff, a company needs to apply some techniques related to Human Resources management, one of which is internal communication. The importance of internal communication has been emphasized for a long time since employees are the first "customers" of the company. Therefore, if a company can communicate well with their employees, they can also communicate well with their external customers In many respects, communication is the distinguishing characteristic that establishes whether a group of people are part of an organization or are just a random assortment of individuals. We are able to come to common goals, discover a common purpose, and function as a team because of the communication process.
Through communication, an organization may communicate its tone or culture to all employees. Whether it is controlled or not, communication takes place within organizations. While regular contacts between coworkers are important for getting the task done, organizations must also make sure that staff are aware of the company’s objectives and priorities. Besides, as organizations become bigger and more complicated, it becomes harder to include employees in the bigger picture, dangers, and difficulties that the organization as a whole faces.
Internal communication is becoming more and more important as an organizational function, which justifies a specific focus on the subject. Not just multinational or huge organizations that must connect with hundreds of employees need to be concerned with internal communication. While a sophisticated communication system is necessary for a multinational corporation to communicate with its workers globally, a small, family-owned business may also gain a lot from information exchange and feedback to improve operations. In addition, internal communication is essential whenever a company of any size or in any industry goes through a transition or transformation.
The internal public will need to understand Tran Thị Kim Anh — 11190547 — Business English 61A exactly what the company expects from them. As customer demands must be explained by businesses, or service goals must be made clear by public sector organizations, employees' demands must be heard by the company. Besides good compensation and benefits, internal communication enables a company to be a prominent employer in the job market. The way employees communicate has a profound impact on different aspects of a company, helps the message be delivered successfully between different levels, and makes sure everyone is aligned with the company's value.
Research rationale The world’s economy has transformed rapidly in recent years, with the advancement of technology. New technological devices appear every day, or new tools are introduced to the world. Besides, the world is now volatile, uncertain, complex and ambiguous, and the COVID-19 pandemic is a prominent example. People had to change their living habits, so did a business, especially ones in the technology sector.
The reason is that it is a fast-evolving industry where experts may not always agree or have similar views. Interconnected systems and global supply chains are complicated and hard to understand. Disruptive technologies are developed every day. Vietnam's economy is changing significantly since it is going through a phase of economic integration with the rest of the world.
The country will have many potentials to grow as a result of integration. However, at the same time, businesses and organizations need to compete fiercely to maintain their market share and grow. Besides modern technology and equipment or new organizational structure, human resources management is essential for almost all organizations to have competitive advantages. It is one of the most important factors contributing to the success of a business.
The job market in our country has been more demanding than ever before, notably in the technology field. In order to create competitive advantages over other companies in the same field, a company needs to have effective internal communication to keep their staff, since human is considered the most important asset. Tran Thị Kim Anh — 11190547 — Business English 61A Gear Inc., Vietnam Limited Company is also one of the companies in the technology field, and therefore, not an exception. From just 10 employees at the start, it now has more than 2000 employees in 3 branches (Hanoi, Danang, Ho Chi Minh City).
Internal communication plays a significant role in attracting and retaining the talented. However, the bigger the company size, the more difficult it is for internal communication. There have been some weak points in internal communication. With all reasons mentioned above, the author has chosen the topic “Recommendations to improve internal communication at Gear Inc., Vietnam Limited Company” with the hope that it can help the board of company managers realizes the impact of current internal communication by collecting and evaluating data through a survey, then understand the upsides and downsides of it and propose some solutions to make internal communication better.
Research objectives This research aims to find possible solutions for the internal communication of Gear Inc., Vietnam Limited Company. The objectives of this research are: e Understanding current internal communication at Gear Inc., Vietnam Limited Company e Find the upsides and downsides of internal communication at Gear Inc., Vietnam Limited Company e Propose some recommendations to improve internal communication at Gear Inc., Vietnam Limited Company Research questions This research aims to address the following questions: e What is the current situation of internal communication at Gear Inc., Vietnam Limited Company e@ What are the upsides and downsides of internal communication at Gear Inc., Vietnam Limited Company e@ What are some recommendations to improve internal communication at Gear Inc., Vietnam Limited Company Tran Thị Kim Anh — 11190547 — Business English 61A Research scope This research only collects opinions of present Gear Inc.'s staff working in team Back Office, Enginering, Udemy and Express, without classifying their years of experience or working office due to the time limit and other available resources. Research methodology This research used the following methods to collect and analyze data: Primary data A total of 65 employees at Gear Inc.'s head office participated in this survey. They are working in team Back Office, Engineering, Udemy and Express.
They come from different ages and genders, with different years of experience. The survey was conducted anonymously and voluntarily, which means the staff's names were not included in the survey. The participants were asked to complete an online Google form about current internal communication at Gear Inc. based on their perspectives.
Secondary data This research used the internal documents of Gear Inc., Vietnam Limited Company under the agreement of the Head of Human Resources. It includes the information about company’s development, structure and characteristics of current staff. The information on the company's website was also used to collect data about business field and vision. In addition, related research on Communication and Internal Communication was reviewed.
Tran Thị Kim Anh — 11190547 — Business English 61A CHAPTER 1. INTRODUCTION OF GEAR INC., VIETNAM LIMITED COMPANY 1. Founding and development of Gear Inc., Vietnam Limited Company Gear Inc Vietnam Limited Company is a Vietnam company providing software outsourcing, information censorship and game production. Gear Inc Vietnam Limited Company is also known as Gear Inc.
(used as Gear Inc. from now on). In 2006, Gear Inc. was established with a small office in Hanoi, focusing mainly on software outsourcing.