Learning Journal (after three weeks in internship)

Learning Journal and Internship Report of a POL student attached to Hong Kong Police Force – Service Quality Wing in 2020 summer

Learning Journal

By writing this journal, it implies that my internship had started for approximately three weeks. Besides doing all those daily tasks and assigned work, it is also crucial to reflect on how much I have got to known about my workplace and how can I improve my performance.

This essay encompasses some discovery of the organization’s structure and daily routine work, while also denoting some tasks I was assigned to do and the relationship between the regulars and me, furthermore, reflected on the ways to improve.

The working environment in the Police Headquarters is definitely differing from working in the regions and districts. Under the Formation of the Hong Kong Police Force (HKPF), the Service Quality Wing (SQW) belongs to the Department D. Upon arrival on my first day of work, my on-site supervisor gave me a tour of this floor which encompasses the office for the three branches under SQW: Performance Review Branch (PRB), Research & Inspection Branch, and Complaints & Internal Inspection Branch. Officers who are working in this department are mostly the Inspector or above cadre, with a few junior police officers (JPOs).

The organization structure was not hard for me to figure out as I had basic knowledge with the overall structure of the Hong Kong Police Force beforehand as a frontline officer.

In a nutshell, the working environment is comfy as officers have their own space to work and having a friendly attitude to one another. The workplace design is suitable for all to work all day long in an office since the office is relatively quiet with more privacy given to each officer compared to the regions and districts even though most officers work individually in a room, while some work within a table sharing a room with a few people. The floorplan was specific and spacious enough that it is easy to identify which branch locates in which part of the floor while the furnishings and equipment are sufficient to support daily working routine and maintained the productivity of the branches. In general, the work environment is

comfortable and encourages a healthy workplace. For instance, I share a room with three alumni but I would not feel uncomfortable with it as I have enough privacy within a room while establishing a friendly relationship with the three alumni.

The work in SQW is progressive but influential, since I work under the PRB, learning from my alumni, I have come to recognize the main tasks for this department which encompasses the development of Quality Management Framework for the HKPF, the Quality Award Scheme, the enhancement of the HKPF’s Strategic Planning process, and sustain the D

Department Positioning, the main goal of these tasks are to engage themselves in the community and enhance personal and professional qualities of the HKPF members. SQW strive to achieve their vision which targeted to promote integrity, professionalism and continuous improvement for the HKPF. From my observations, this department operates by examining the surveys from the non-governmental organizations, reviewing the suggestions submitted by the regular, auxiliary, or civilian members concerning to seek continuous improvement. There are not many officers working in this branch, from the top-down approach, the one with the highest rank is the Commissioner of Police, then the Deputy Commissioner of Police, Management which hardly shows up in office since their responsibilities are not only confined to this department. Furthermore, the Director of Management Services D Department whose office is located on this floor will be reported with daily reports of surveys from non-governmental organizations which are related to the police, next, is the Chief Superintendent of Police which commands all the three branches and the Superintendent of Police commands their branch individually, lastly, the Chief Inspector of Police who is in charge of the screening and the approval of the papers and tasks with the Senior Inspector of Police who is in charge of the drafting and initial screening of the daily tasks while having a JPO member as their secretary to facilitate their work regarding the smoothness of the tasks. The three branches work separately but cooperate in achieving their vision.

I was able to gain insights with the progressive work while being honored to participate and contribute to the future workshop which is important for all JPO, Inspector, and

Superintendent Cadre. I was assigned to different daily tasks every day while progressively studying and brainstorming the next wave of the Living-the-value (LTV) workshop. On daily basis, there are two main tasks for me to participate, one is the analysis of the non-

governmental surveys, Hong Kong Public Opinion Research Institute’s publications is a case in point to denote the surveys that this branch needs to read and analyze which eventually required the drafting of a short report for the department head to study; the second task is to review and study the possibilities for the suggestions submitted by regular, auxiliary, or civilian members that can be implemented under the current policy that can improve the efficiency and the quality of service delivery. The first daily task requires an efficient and accurate analysis of the report regardless of which part of the report I was assigned to, once I attempted to write a short report of the comparison between the first and second edition of the publication within approximately an hour, and had also attempted to search the evidence of the data to prove the precision, this task personally to me is challenging as normally I would have more time to go through the papers when writing a report for it, therefore, this task is able to train my analyzing skills and provided me an opportunity to discover about the society more in accordance to the surveys and publications. The second daily task required me to

scrutinize whether the suggestions are effective and implementable within the Force. This task to me personally is arduous since I am not familiar with the operations within the whole Force, beforehand, I had some basic knowledge of the frontline patrol officers, however, dealing with this tasks required me to have more knowledge with this department, therefore, I need to do research quickly to familiarize myself to the regulations and operations of the Force, doing that daily, I had found myself having more knowledge and insights within this department. These two major daily tasks undoubtedly will benefit me a lot regardless of study or future career, and benefit the department since the work is progressive and are daily in enhancing the productivity and the operation of the department. Furthermore, as a

progressive task, I was assigned to scrutinize the drafting and brainstorming the initial idea for the next wave of LTV workshop in the coming years. This workshop is crucial for all officers to participate to strengthen their enforcement of the Force values. Although being an intern can only participate for a short time and little contribution, I believe that being able to draft and brainstorm some initial content for the workshop can actually be a great

contribution to the department as an intern.

In terms of task completion, I believe that in the coming days, I could improve by enhancing my effectiveness in handling the daily tasks through learning the knowledge within the Force such as by asking my colleagues from the regions or divisions or to ask the three alumni who I am working with for the time being to get myself more familiarize with the Force.

Furthermore, concerning productivity, I could be more realistic with the urgency so that I can finish my tasks earlier especially for urgent tasks. So far, I was able to finish my tasks on time but I would be grateful that I could seek ways for myself to finish the work more efficiently and effectively. In terms of relationship with the colleagues, since this floor encompasses officers from different ranks, I could only establish a friendly relationship with JPOs not only because we work in the same room or nearby, but also, being less nervous around people with ranks since this is a normal tradition within this department. I must admit that some inspectors and civilian members are nice to me and still being able to establish a friendly relationship, however, it is still hard to be talkative with them or to exchange ideas with them. To improve this situation, I believe that I had to make myself more comfortable when having a talk with seniors. In general, the relationship between me and the colleagues on this floor is already quite good in my perspective.

Within approximately three weeks of internship work, I had been doing a lot of work on a daily basis which might contribute to the branch a lot and myself, however, for the time left, there are still rooms of improvement in excelling more of my ability and to gain more insights in working within the department which may be beneficial for my study and my future.

Internship Report

With more than a month working in the Hong Kong Police Force’s Service Quality Wing, I believed that this internship had made me more determined in choosing the Hong Kong Police Force as one of my job options on the career path. By familiarizing myself with the department, I have definitely gained more insights into how the whole department works and how different bureaus or wings bring contribution in maintaining the quality and

effectiveness of the service delivery through engaging myself in various daily routine work and assigned research tasks. These tasks and work had undoubtedly served as an opportunity to sharpen my skills and enhanced my knowledge, not only experiencing how full-time work- life is but also the professional knowledge that I need to equip with when working with different departments.

Achievements and Accomplishments

Learning from my senior, he told me that my work here differs from last years’ interns as last year the three interns were assigned with research in learning the underlying reasons that caused the turning point of the relationship between police and citizens after the outbreak of riot on June 12, 2019. As for me, as I was solely alone to do all the tasks and as auxiliary police myself, my supervisor provided me an opportunity to experience how her work as senior inspector police are within the Service Quality Wing is, by giving me progressive projects to learn more about how the whole Hong Kong Police Force is and to contribute in finding ways to improve efficiency and effectiveness of police service delivery through assessing the suggestions submitted to the panel through a suggestion scheme. During my internship, I have reviewed over two hundred submitted and provided my thoughts during the discussion with my supervisor on whether those suggestions are able to achieve the goal of the suggestion scheme through enhancing the effectiveness, quality, and efficiency of the police service delivery or inviting other departments of the Hong Kong Police Force to examine some trivial or policies changes. Furthermore, as a half-yearly meeting as about to held during my internship, I am very thankful that I can participate in drafting the documents needed in the meetings to learn how to prepare meeting documents and notes as a secretary since my supervisor role in the panel is the secretary. To this suggestion scheme, my

contribution was not that much or maybe little, but to me, this is one of the achievements in my career path since I was able to familiarize myself with the Hong Kong Police Force apart from frontline’s work and learning to prepare various documents and ways to present my ideas in a way that the bosses prefer. All in all, my contribution to this suggestion scheme has achieved me learning more about the Force and myself.

Furthermore, I had also given a remarkable opportunity to plan ahead with the videos used in the most important workshop with the Hong Kong Police Forces, as all cadre are forced to participate in, the Living-the-Values Workshop. This workshop to all members in the Hong Kong Police Force is important as it is one of the methods for them in reflecting how much they equip themselves well and performing the Force Values. Given the opportunity to draft out the plays for this workshop had definitely made me more familiar with the job apart from frontlines, as I had to remind myself with the real-life situations when drafting the stories while making sure that the stories can fulfill the aims of the workshop which encompassed the promotion of the awareness and acceptance of Force values and acting as a way for receiving feedback to improve the management among the senior Force management and the departments. For most of the members in the Hong Kong Police Force, we could only

participate in this workshop, however, this internship provided me an opportunity to

participate in the production of the workshop especially in the initial period. To me, this is a great and remarkable achievement for me and as auxiliary police being one of the helpers behind in leading to the success of the Living-the-Values workshop.

The above-mentioned to me are just some achievements that could highlight the main duty of mine as an intern in the seven weeks, however, there are more trivial works that I have

participated and contributed to. I believe these seven weeks have made me more familiar with Force work and had learned a lot with different works I have been attached to, thence, to me, this internship had unlocked a lot of my first-times.

Knowledge and Skills Gained

In terms of the professional knowledge, these seven weeks had made me more familiarize myself with the two manuals commonly used in the Force, and also familiarize myself with various Lines-to-take of different departments or standing order of different regions, even had known more different forms that are commonly used over the Force. Furthermore, I also learned how a public sector runs and regulates, and the position of it is contributing to the safety and stability of Hong Kong since the Hong Kong Police Force is the biggest disciplinary department. This knowledge definitely can help me enhance my knowledge towards the Force while making use of my account in the Police Internet as before this intern, I didn’t really go through the standing orders or the forms used in the Force or the two

manuals, all the knowledge I used to had come from the training materials and what I learned from the seniors in the police station. Thence, this internship had definitely made me know more about the Force, not only how it runs or regulates, or how the Service Quality Wing monitors the performance of the officers while making attempts in enhancing the quality and efficiency of the service delivery but also familiarized myself with the standing orders of different divisions and the two manuals that guide an officer which also implies that the

knowledge I gained during this internship definitely can benefit me when performing my duty as auxiliary police.

In terms of technical skills, these seven weeks had provided me many opportunities to discover more about myself or sharpen the skills that I had acquired, especially on the statistical analytical skills, reporting skills, and, writing skills.

First, analytical skills especially statistical analytical skills. Since the Service Quality Wing attached their importance to the surveys conducted during the society related to the

government and the Hong Kong Police Force, one of the well-known organizations is the Hong Kong Public Opinion Research Institute. With the handling of the statistics and the report published by the Hong Kong Public Opinion Research Institute, I was able to practice my analytical skills since I had to produce a short report and present to my madam in a very short period, even in between, I had to find the resources and confirm the validity of the information written in the publications of the Hong Kong Public Opinion Research Institute all by myself with some help from my alumni. This definitely can allow me to train my analytical skills, beneficial to my future as this skill is used commonly in the career field.

Moreover, by reading all those publications of Hong Kong Public Opinion Research Institute, I had actually known more about how a survey needs to be conducted in order to succeed or which data processing method is the best in suiting the large amount of data collected in the research. Moreover, analytical skills are definitely important in the future as it provided me a way to find solutions to various basic problems and make decisions about what is after the solution. Regardless whether the skills are related to analytical skills or specifically on the dealing with various statistics collected during research or reviewing the differences between the first and second edition or learning, this technical skills undoubtedly had improved my quality and efficiency in improving the performance of my works and will definitely prove to others and myself in the ability to work in excellence.

Second, reporting skills, both orally and in written format. As mentioned before, I had to directly report my process to my supervisor or to those with higher ranks, the pressure is definitely there and I had to learn how to present my work in a way that they prefer or write in a way that is commonly used over the Force. Unlike being a frontline officer, these reporting skills are more valued among the Service Quality Wing to me as there is more pressure and I had to directly report my finding to the Inspector Cadre or above. Reporting skills are essential in any career, not only because of the significance of it is proving effective in decision making, but also provided an openness and transparency to your bosses about what have you done and what the reality searches for. During my internship, oral presentation of report findings is needed, with a higher level of reporting skills, even the presentation is

orally conducted, my supervisor will easily briefly get the findings are and what materials are needed for her to further develop the report when showing it to the sirs and madams who ranks above her. Furthermore, for written reporting skills, these skills are essential as a higher level of this skill can make the information clear and determine the success of the projects by letting the bosses know what is happening before and what can be seen in the future. For me, this skills can be trained especially when I was preparing various meeting documents since it requires not only amendments on the old meeting documents but also writing drafts for introducing a new system that can be beneficial for the Hong Kong Police Force, or even contributed to the writing of Offbeat with my reporting skills in highlighting the awardees from the suggestion scheme, previously mentioned. Without good excellent reporting skills, those who are reading this report might not have a clear picture of what is occurring really outside which might hinder the smoothness of the meeting or effectiveness of the project.

Thence, this internship had given me a great opportunity to train my reporting skills.

Third, writing skills. The most remarkable challenge is the scriptwriting for the Living-the- Values Workshop as I have never participated or wrote any scripts for plays, therefore, this is a valuable opportunity for me to attempt something I have never tried before. My experience with videos are just hairstylist or make-up artist, I have never tried anything with the writings of it. This internship had given me chances to discover more skills out there that I myself might be capable to handle within developing a better self. I was really glad when I finally can figure out how the draft of the script with the knowledge I gained when watching the eighth and ninth wave of the Living-the-values Workshop. Writing skills, to me, is as important as the reporting skills, as writing skills can make me stand out of the rest and be competitive while being able to express myself, bringing good impression to other, while allowing me to express my opinions in the scriptwriting. This internship had purveyed me chances to train my writing skills apart from reporting skills and analytical skills.

All in all, besides the technical skills mentioned above, this internship had actually given me a ton of opportunities to discover more of my abilities and skills. This definitely had

benefited me beyond the internship.

In terms of personal skills, the most remarkable skills I have been trained in communication skills and time-management skills. Workplace communication is important, especially when exchanging ideas and information with the people working in it. Aforementioned, the scriptwriting to me is a challenge, however, the colleagues in my office, more specifically, the three alumni had experienced in it. By developing a friendly relationship with them, not only can make me learn knowledge with them, but also establish a friendship with them.

Furthermore, the communication skills with handling the projects with my supervisor are

essential when making sure that the progress is on track. As for the time-management skills, this internship had made me experience how multitasking is and how reports are required to publish fast. With this experience, day by day, I believe that it had trained me with better time-management skills since I have to finish different tasks at the various time but all are finished by the same day. In a nutshell, this internship had also trained me with different personal and management skills that are beneficial to me from now till then.

Comments from my Supervisor

I had established a close relationship with my supervisor, even up till now, even though I had left for around two weeks, we still contacted each other and check up on one another whether they are safe and how are their health or so. My supervisor and I undoubtedly had developed a more meaningful relationship rather than just being my supervisor. From here, I have learned that there are some abilities of mine that suits this job a lot and some skills that I might need to improve or learn more about in the Force. Her comments for me are the most valuable words that I took back home especially when performing my duty as auxiliary police to make sure that I could be the best version of me when I am in the police uniform.

Her life lessons that she taught me are also treasures to me in developing a better version of me, especially in interpersonal skills and relationships.

Adding Value to my Studies and Understanding my Career Interests and Directions This internship can definitely add value to my studies. For example, I can apply the above- mentioned skills encompassing reporting skills, and communication skills in my studies or when I carry out a project with my groupmates, especially during the initial step of the projects. Furthermore, this internship had undoubtedly strengthened my knowledge of the past knowledge I gained during the POL courses such as public sector operation and employee motivations. These proven how this internship adds value to my studies.

This internship had made me more determined than Police is one of my job options as my career interests. As an auxiliary police constable, I had experienced how frontline officers work daily and what are the challenges that they encounter, this had already made me quite sure that I am suitable for this job in terms of personalities and abilities. Through this internship, having an experience apart from being a frontline officer, I have learned how different departments cooperate and their significance in the Hong Kong Police Force. Take Service Quality Wing as an example, even though this department focuses on paperwork, the experience I had had made me know that paperwork is not as bored as I think as long as I found the importance of it. I must admit that the frontline officer’s working environment is more challenging to me and I would love to take up the challenge, however, working in departments similar to the Service Quality Wing is also suitable for me, not only it matches

my abilities and personalities to a certain extent, but that I found the meaning in it, especially when considered making the frontline officers less exhausting when performing their duty.

This internship had provided me an opportunity to develop a better version of myself and learn more about myself besides learning and training myself with new skills and potentials.

The pieces of stuff I have learned during this internship and the people I met are the most precious things I took back home after this internship. Furthermore, this internship had made me more sure of what I wanted in my future and made me more determined to pursue what I wanted for me, regardless of the hate I experience beforehand. Now, I am more clear and sure of what my career path is, and I am proud of myself in finding my ways in the future.