The “Tiny-but-Mighty” Onboarding Handbook: The kit that helps you start right!

Welcome to IMV! We believe that with enthusiasm, youthfulness and energy, you will go far at IMV. To help you get in sync quickly, this compact reminder guide will help you hit the ground running and do things right from day one.

📅 Standing meetings & the IMV spirit

IMV holds standing meetings on two Tuesdays each month. Agendas are delivered by the Board of Directors (BOD) or arranged by Human Resources (HR). Please be on time! And don’t forget to participate in calling out our guiding motto and operating principle at the end of the session: “Unity is strength, strength lies in will, and a determined will leads to success.”

✨ 6S – operational discipline

6S means Sort, Set in order, Shine, Standardize, Sustain, Safety. Firstly, from your first day, set up your workspace and label where things belong. Lastly, every day, use the last minute of the shift to tidy up, return items to the right place and check for safety. Careful—If you keep to 6S especially well, the company might notice and shower you with gifts!

🧩 Base – your daily admin hub (including room booking)

Base is where you clock in, submit requests (time off, business trips, purchase or reimbursement etc.), track leave and follow approval flows. Use the company-wide forms and department-specific forms—ask your manager for access and guidance.

Base is where you book meeting rooms—choose the room and duration, state the meeting objective, attach the agenda and invite the right people. When you need to locate someone, directory information is also available in Base.

Base Mess is where you’ll find official announcements / notices—pin channels like All-IMV, HR-Policy and IT-Notice. Check and read these notices every day.

Within the first three days, make it your goal to: Complete your profile, clock in correctly, book one test meeting room, and submit one test request to learn the flow and Service Level Agreements (SLA); Activate your company email (imv.com.vn domain), set a proper signature, create folders/filters by department or project. Make it a habit to check email at least twice a day. When collaborating, paste the relevant email link into Lark so the team has full context.

💻 Lark Suite – your “work log” so efforts are recognized

Treat Lark as the place where everything you do is recorded. Each day, update the Document (Doc) titled “Worklog – [Your Name]” with what you did, outcomes and blockers. Attach evidence, such as Base request IDs, photos, files/POSM or a brief email summary.

When using chat, always reply in the thread so that the information is where it should be and isn’t lost. When a discussion or meeting ends, add a TL;DR with the decision, owner and deadline, and link back to your Worklog.

On Mondays at 9:30 am, send a weekly recap (3–5 bullet points) and tag your manager for acknowledgement. This is the trail that powers performance feedback, shout-outs and rewards.

🧠 UFIDA ERP (current) and upgrade direction

The company currently uses UFIDA ERP for Procurement, Sales, Inventory and Accounting. You will receive 3–5-minute micro-learning clips on: creating Purchase Requisition and Purchase Order (PR/PO), goods receipt or Goods Received Note (GRN); inventory control; Accounts Receivable and Accounts Payable (AR/AP) reconciliation; and master data standards (SKU, vendor, warehouse codes). Relevant roles will join UAT/super-user groups when modules are updated. Please note: If there is a transition/upgrade roadmap in the future, the Human Resources and Information Technology departments (HR/IT) will make an official announcement.

📘 SOP on Portal.imv.com.vn

Standard Operating Procedures (SOP) are how IMV works faster, neater and correctly, together. Log in to Portal.imv.com.vn, read company and department SOPs, complete any mini-quiz, and jot down three questions or improvement ideas to share with your manager.

🎁 Small-but-mighty onboarding perks

You will be issued with a laptop computer and accessories. Please ask IT to issue the IDs relevant to your department and set up your printer address. You’ll also receive an IMV ceramic or glass cup, notebook, starter stationery kit and an office access card. On your first day visit HR/IT to collect your kit, check your equipment and sign the handover. Also, the pantry has free cold water and ice.

“Onboarded” means…

“Onboarded” means you’ve: attended the scheduled standing meetings; kept your workspace to 6S standards; clocked in correctly and submitted one Base request; checked Base Mess consistently; used your @mail.imv.com.vn email well; booked rooms smoothly in Base and hosted online meetings via Google Meet or Lark; maintained a Worklog and stored Docs properly in Drive; read the SOPs; and visited 3–5 related teams. If you get stuck, ask early, clearly and to the right owner. The whole team is here to help you into professional mode—tidy, fast and full of energy.

🚀 Final note

IMV believes unity is our foundation, willpower is our fuel and results are our measure. If you hit a snag, ask the right person early and openly. We’re here to help you get in stride—tidy, professional, energized and ready to adapt.

Contributor: Hà Phú Phúc

Department: FMCG

Position: Sales Intern