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Practice report

- Timber Rotrading S.R.L. -


Practice Report Timber Rotrading Company

1. The company

„Timber Rotrading” is a comercial company which has the headquarters in


Romania specifically in Bucharest market, even the activity keeps both the
Romanian market and Jordan, because the company trades timber to the Jordan.
The company has imposed it self on the market using fairness and
professionalism on a high level.
The company’s activities are placed on the commercial domain, on the rent
domain and also on the limit of the real estate and the tourism, in fact the
company hires out apartments in hotel conditions. This is a new occurrence that
scale takes our days more and more because of the wish to live in comfort of the
most persons.
Identification data for Timber Rotrading company contains the fiscal
identification code: 22979130 and the registry of commerce number: J03/2549/2007.
The company is known not only through the experience but by the high
level of the services offered. It provides for it’s customers a large variety of
apartments and also a competent team, extremely efficient, with the flexibility
needed in addressing any situations..
Since the year 1996 the company promotes successful its services. Timber
Rotrading attracted customers with interesting offers using like slogan the idea
that each customer is important. All the transactions are treated with maximum
responsibility and seriousness. This is why any collaborator or customer of the
company had no complaints about the services till now. However the capital is of
100% private nature.
The range of services provided by the Timber Rotrading company includes
sales and export of timber. The activity of the company should go on under the
Romanian economical and timber trade law and also the Jordanian laws for
being possible the export of timber.
The head-office of the company is in Bucharest city, in an apartment
holding of the company, on the Mihai Eminescu street, no. 69.
The headquarters of the company disposes by modern design according
the standards of professionalism promoted. Also there is a reception area for the
customers and the reception. The offices are furnished with new and modern
furniture.
The evolution technique of the information had given enough benefits to
the field sales. Besides of the management of the data base and the storage of an
impressive volume of information, the employees have the most modern and
complete software, which assist the evaluation process of the sellings and ensure
the management of the information in short time.

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Practice Report Timber Rotrading Company

The company disposes by technical equipment: digital photo devices, fax,


color stamp, wireless internet.
The Romanian construction sector boosted in recent years. Nonetheless,
demand has settled due to current economic difficult times. For the longer term,
however, the construction sector is expected to recover again, creating
opportunities for producers of timber and timber products. This market survey
covers the Romanian market for timber and timber products. Working also on
another marketplace offers to the company more opportunities than the
opportunities had by the other companies of the same profile which operate in
Romania, where these type of marketplace is seriously affected this year.

The organizational and functional structure

The degree of centralization of the company is the level of the centralized


organizations because the authority is concentrated at the top and very little
decision-making authority is delegated to lower levels.
The organizational structure has a line form and it includes: the owner, a
manager and employees.
The owner is not a Romanian citizen but this didn’t stop him to invest his
money on a company that works in to the Romania. His investment represents
now a real successful business story.
On the other hand the owner is in the same time the most important sales
person he has because he understands his operation totally. He is able to see how
potential clients can make use of his services in the ways his sales staff would
likely overlook. He is the most important public relations person. He is the best
research and development person that he has because by continually meeting
with his clients and potential clients, you can find niche markets to fill in your
area. He might be out of the day-to-day problems, but he will be kept very busy
with the long term ones.
The manager is the leader of the agency’s team. It is the leader’s
responsibility to make the environment conducive to work. He studies the
employees individually and insists interest in them. By encouraging the
inquisitive employees and by prohibiting insidious elements, he creates hygienic
environment. He inculcates the sense of collectivism in employees to work as a
team. The resultant output will then be efficiency. The manager, depending on
the situation, exercises different types of power. Besides the formal basis, the
informal base of power also has a more powerful impact on organizational
effectiveness. No leader is effective unless the subordinates obey his orders.
There fore, the leader uses appropriate power so that subordinates willingly obey
the orders and come forward with commitment. Managerial behavior implies the
existence of a manager managed relationship. This relationship arises with in
organizational context. The manger has command over all allocation and
distributions of sanctions. For Example, manager has control over the positive
sanctions such as promotion and awards for his task performance and the

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Practice Report Timber Rotrading Company

contribution to organizational objectives. The manager is also in a position to


exercises the negative sanctions such as with holding promotions, or mistakes,
etc. In a sharp contrast, a leader has altogether different type of sanctions to
exercises and grant. He cans gerent or with hold access to satisfying the very
purpose of joining the group’s social satisfactions and related task rewards.
Then there are the employees of the company, they demonstrate
competency in theirs work and theirs positions into the structure of the company.
The functional structure is based on departmentalization and has the
following departments:
- president;
- the management department;
- the finance department;
- the marketing department;
- the law department;
- the secretariat.

The team, that compiles the finance department of the “Timber Rotrading”
company, should provide periodically standardized planning and reporting at an
agreed set of levels.
The finance function provides a broad range of different services to meet
corporate, legal, statutory, tax and compliance requirements, to provide
transactional, administrative, professional and technical services to the business,
and to deliver financial and management reporting and value add decision
support.
The marketing department acts as a guide and lead the company's other
departments in developing, producing, fulfilling, and servicing products or
services for their customers. Communication is vital. The marketing department
of the company has a better understanding of the market and customer needs,
but should not act independently of product development or customer service.
Marketing should be involved, and there should be a meeting of the minds,
whenever discussions are held regarding new product development or any
customer-related function of the company. Also the team trained into the
marketing department studies the market and the customers, determines the best
way to reach those customers, and works with the rest of the company to help
determine the new product needs of the market and represent the company in a
consistent voice.
The company’s law department is integrally involved in that organization's
records-management policies and procedures. Those policies and procedures are
conform to legal standards. The department trains a team that analyzes (or
oversee the analysis of) the requirements and their applicability, as well as the
conformity of the company's procedures with the standards.
Even if the company secretary of a private limited company needs no
formal qualifications, the director or better said the owner decided that even the
secretariat department needs people with qualifications for proving quality
services to the customers. The company secretary's principal responsibility is to
the directors but also the company secretary takes on other administrative
responsibilities like: managing the company's premises and facilities, keeping, or

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Practice Report Timber Rotrading Company

arranging for the keeping, of minutes of directors' meetings and general


meetings, registering the members, registering the charges signing leases on
behalf of the board, or to act as signatory for the board more generally, for
example on the bank account or statutory documents.

The decision system and the top management leading style

Decision represents a social, deliberate, act of an individual or a group


individuals by means of which the goal and the objectives of an action, the
directions and the ways of realizing them are set. They are chosen according to a
certain need, on the basis of a process of information, thinking and evaluation of
the necessary means and of the consequences deriving from the action
development. The decisional act implies the existence of one or several goals, of
several alternatives for achieving a goal, the decisional agent having the
responsibility to select the best alternative for the given situation by means of
analysis, deduction and intuition.
Therefore, it can state that the essential elements of a decision in the company
are:
- A fundamental view with clearly determined goals;
- Designing a precise strategy of action;
- The improvement of the pair of values „functional autonomy – unitary
coordination”;
- Expressing the system correlation of the activities;
- The responsible conclusion of each decision;

The internal and external factors that can affect the decision are the following:
- Explaining the objectives and the performance standards;
- Knowledge and capacity;
- The managers and the employees ability;
- The difficulty of the transactions to accomplish;
- The company and the staff motivation;

The main management function in the company consists in the adjustment of


its way of functioning and of the relations between the organization and the
environment as well as between different parts of the organization.
The stages of a management system are four in number. First of all is the
determination with accuracy of the objectives system for the company on long
term and the way of implementing them, the company strategy. The second one
is the evaluation of resources required for the company efficient functioning and
development, according to the purposes. The establishment of sub-objectives and
determination of activities and tasks requires for fulfilling the global strategic
objectives is another stage, while the last one is the inter-correlated designing of

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Practice Report Timber Rotrading Company

the structural – organizational, decisional, informational, motivational and


methodological systems.
The decisional process of the “Timber Rotrading” company has a strategic
structure, exactly it includes strategic decisions. These are specific managerial
decisions and they refer to the ability of discovering, formulating and analyzing a
problem in order to find the best solution for it, respectively the best course of
action for implementing it. The manager and the president of the company are
those who have the most important roles in the process. The most of the decision
taken are risky decisions because that are made by top manager and sometime
the probability to achieve the objectives is reduced due to conditions in which
they are made and which are hard to anticipate but who depend on a succession
of controllable variables.
The decisional dilemma that appears almost in any company, the
centralization – decentralization of the decision system has a clear answer in the
case of the “Timber Rotrading” company. In what concerns the decision system
the agency is a centralization company because the decision system ensures
uniformity in the way of functioning of the company structural departments. Also
this type of decision system ensures the uniformity of decision, eliminates the
possibilities of superposition of different activities and performs a coordination
and a direct control upon the company departments.
This is why the authority and power are concentrated at the disposal of a
small number of individuals avoiding to force decisional responsibility of some
individuals that are not interested in and that do not want to get involved.

2. The management department : the


motivational system

In the center of all business stay the people. All other resources - land,
building facilities, vehicles or money - are of secondary importance. With no
people can not do business. In fact, the purpose of business is to serve the needs
of people. Organizations goals can be achieved only through joint efforts of their
members. Reasons why some organizations are more effective than others are the
quality and quantity of employees' efforts, efforts that are related to motivation.
To work well, people should be heavily involved in their work and eager to
achieve specific purposes, from the simple (such as the desire to get money or to
get home faster) to the most complex and useful organization (do important
things, find new methods, to produce what they pleased).

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Practice Report Timber Rotrading Company

People are motivated by factors from the external environment (such as


supervision, pay), while auto motivated may be by some extent, without the
application of the external factors.
In the company is used for motivating the employee all the types of
motivation.
The positive motivation consists in relating directly proportional and the
results obtained and the behavior promoted personal satisfaction. Although, the
emphasis is on positive side of the honors, recognition and reward, the diversity
of the structures of human psycho-intellectual satisfaction, that is perceived to be
different. Satisfaction depends on the way to be, to think, to conceive the sense of
life and every individual separately. Examples of positive motivations would
raise premiums, thanks, promotion, granting of titles of the employees of the
agency. Positive motivation, satisfaction with the many causes that contribute to
a high and moral development of individual employees, to shape a climate
propitious organizational performance and labor affairs.
Negative motivation - is the opposite of the positive motivation, is referring to
the salary reduction, demotion, fine, reprimand, verbal threats. The negative
motivation by generating common dissatisfaction to the employees of the
organization, contributing to a moral low, and their inhibition in the setting up of
a tense organizational climate, deprived obtain performance. This is why this
type of motivation is used in very few cases, especially in the case of persons
which seem not to be interested and which have no interest in their work.
The cognitive motivation pays attention at the intellectual dimension of the
employee, focusing on individual needs: to be informed, to know, to operate and
control the environment in which they operate. It is manifested in the form of
curiosity towards the new, the innovative, complex, as well as high tolerance to
risk. Cognitive motivation will find satisfaction in explaining and resolve as for
itself. This type of motivation appears when the company sends it’s employees to
the specializations and trainings and it supports the costs of them.
The affective motivation is determined by human need to get the recognition
of others and to feel good about their company. It has in view the worker to feel
good at work and within the organization, to be popular and appreciated by
colleagues, bosses, subordinated to him to show sympathy and consideration.
The motivation which has a crucial role in the company, because expectations
and aspirations of ordinary employee in an organization aimed mostly meet its
economic needs is the economic motivation. Is the motivation achieved by
classical means, aiming at satisfying the aspirations and expectations of the
economic employees. The main motivations used are: salaries, bonuses,
penalties, financial blame in case of error, fine for committing irregularities.
The motivation moral-spiritual is to meet aspirations and expectations of the
nature of moral-spiritual concerns that primarily the value of employees, their
attitudes and behaviors. Achievement motivation in moral-spiritual use: the
provision of reliable employees, expressing the thanks and praise, launching
warnings, reprimand, granting honorific titles. Relying on this the company
offers the best condition to work for the employees and assures periodical short
meetings of each employee with the manager and also with the president of the
company in order to praise the efforts of every estate agent.

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Practice Report Timber Rotrading Company

The analysis of the motivational system could not be completed without the
evidence of the motivational factors, which are:
- attractive work ;
- promotion in work;
- personal development;
- professional achievement;
- recognition;
- accountability and control;
- achieving consistency person-job.
Attractive work. Job itself may provide the most important and motivating
rewards. The power to know how to do a good thing to do well is very important.
That's why training is a strong motivational factor. As employees are trained so
they can increase performance and work motivation, the needs of employees.
Promotion in work. Boarding in a hierarchy is a form of recognition of
professional development and it motivates the one promoted. The employee that
doesn’t receive the advance, while he wants this or he doesn’t receive the
recognition by colleagues as a promotion, it is a employee with no motivation.
Personal development. It can promote by offering professional development
opportunities, the existence of a training program, facilitate participation in
training courses, cooptation in the projects attractive.
Professional achievement. Fulfilling a task motivates the employee to try to
obtain still other successes. Discourages failure, therefore it is necessary that the
objectives are achievable.
Recognition. Obtaining good results motivates, but the recognition
performance and its reward is motivational factor. Sometimes a simple "thank
you" is enough! A successful work remained the absence of reward takes over the
motivation. Employee will think in such situations: "It appears that there was no
difference between doing something well and doing something stupid. Then what
sense is I endeavor to do something good ".
Accountability and control. Each employee prefers to be responsible and
control how they operate, the decisions it takes and their results. If team
members have individual responsibilities, their work will be more effective. Lack
of individual responsibility will allow blame to be thrown on the other team
members.
Achieving consistency person-job. Some employees have a higher potential
than others and prefer to not be too much control. Others need support. To the
extent that the employee will be found under the appropriate item, it will be
motivated to fulfill the tasks entrusted.
Analyzing all these categories of motivational factors and non-motivation,
we emphasize once again an important organizational environment: a single
employee is able to motivate motivational processes that are triggered and
coordinated from within human beings. The role of management is to identify
and specify how the achievement of organizational objectives and ensure the
needs of employees.

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Practice Report Timber Rotrading Company

3. Practice diary

During the period of practice, I had been working on the position of


Assistant Manager. The job description of this position includes much ore tasks
than those that there were given to me for the time I worked into this company.
Actually, as a student in practice I had some basic tasks for this kind of job.
The responsibilities of an manager assistant are included on the following
levels:

a. Emergency preparation and response capacity:


- Provide treatment and resolving any incident, accident or emergency
affecting the department / company;
- Reporting the occurrence any incident, accident or emergency situation
arises;

b. Communication:
- Providing the information necessary for carrying on the senior.

c. Processes relating to the relationship with other employees:


- Carrying out activities related to not only of the departments but also to
employees as persons;

d. Ensuring smooth functioning of business into the company:


- Carrying out activities related to not only of the management
department but also other company departments;

The practice period lasted 21 days, between the 26-th of April and the 24-
th of May 2010. The program of each day was of 8 hours of work, between 9.00
AM and 5.00 PM, except the first and the last day of practice when I was in
business from 9.00AM to 2.00 PM. The following tasks are the tasks that I did
almost daily in the practice period:

- Take over and directing phone calls to the manager or other


departments;
- Ensure the delivery of the documents by mail, fax, email or the
delivery of the paper documents inside of the company, between the
departments;
- Develop and draft the documents and statements required into the
management department;
- Do the registration, distribution of the departments concerned, filing
and archiving of correspondence and messages received from partners,
customers and other employees;

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Practice Report Timber Rotrading Company

- Update the database of some type of documents;


- Take care of the visitors reception and the protocol in meetings;
- Provide support for all the others company departments and to ensure
a good communication between them.

4. Conclusions

After those I had observed in the timber trade company from Bucharest, in
the last period I consider that there is a door that could be used by the companies
from the Romanian market where things don’t go very well. This door is exactly
the international market where the company from Romania could enter by
exporting the main products they sell into the internal market. This is why I
consider that the company where I spent the period of practice study is a
company led by people able to see to which direction a business should be carried
to a avoid the mediocrity or financial decline.
The fact that the company doesn’t kept the activity at the Romanian market
level offered t the company many opportunities including the expanding business
and especially its balance.
Working in the company is a good thing, as long as the human being occupies
an important place in the business no matter if we talk about a personal as
costumer or as employee. More than that, there are jobs that in this case became
more interactive. For example the assistant manager position involves the person
that occupies this job into a dynamic work. It is great to could work in a
department and to know in the same time lot of information about the others
department and their activity. Using the documents from inside and outside the
company it is also a fact that gives dynamic to this job, as much as the daily
interaction with people in your company or the occasional collaborators during
meetings with supervisors.
The international activity of a company offers opportunities for the activity of
the company and for it’s employees, fact that is very important today when
stability and satisfaction of employees in the private sector are very low.

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Practice Report Timber Rotrading Company

SUMARY

1.The company.....................................................................................................................2
2.The management department : the motivational system..................................................6
3.Practice diary....................................................................................................................9
4.Conclusions.....................................................................................................................10

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