INTERNSHIP BRIEFING: WRITING SKILLS & EMAIL & DOCUMENTATION

INTERNSHIP BRIEFING: WRITING SKILLS & EMAIL & DOCUMENTATION

• Category: Internship Briefing 2024
• Date 25-09-2024

INTERNSHIP BRIEFING: WRITING SKILLS & EMAIL & DOCUMENTATION

Category: Internship Briefing 2024

Date: 25-09-2024

Overview of the Workshop

On September 25, 2024, Goon International College (GIC) hosted a comprehensive Writing Skills & Email & Documentation Workshop specifically designed for Semester 7 students. The purpose of this workshop was to equip students with essential skills they would need for their upcoming internships. In today’s professional environment, effective communication is crucial, and the workshop aimed to enhance students' abilities in email writing, documentation, and crafting an internship final report.

Importance of Writing Skills

In any career, strong writing skills are necessary for conveying ideas clearly and professionally. The ability to write well can significantly influence how others perceive you, especially in formal situations like internships. Employers often evaluate candidates based on their written communication skills, making it essential for students to be prepared.

The workshop emphasized that students should not only focus on grammar and punctuation but also on clarity, conciseness, and professionalism in their writing. By mastering these aspects, students can create documents that reflect their skills and professionalism.

Email Writing Essentials

The workshop began with a session on email etiquette, led by Madonna Francis. She highlighted the significance of emails as the primary mode of communication in the business world. Here are some critical points she covered:

1. Understanding Email Fields:
2. Madonna explained the differences between the “To,” “Cc,” and “Bcc” fields. Understanding these distinctions is crucial for effective email communication. The "To" field should contain the primary recipient's address, while "Cc" (carbon copy) is used for secondary recipients who should be aware of the conversation. The "Bcc" (blind carbon copy) allows you to send an email to multiple recipients without them knowing who else received it. Knowing how to use these fields can enhance professionalism in communication.
3. Crafting a Good Email:
4. A well-structured email should clearly communicate its purpose. Students were encouraged to:

• Address the Recipient Appropriately: Use formal titles and the correct names.
• Be Concise and Straightforward: Get to the point quickly to respect the recipient's time. Avoid unnecessary details that may confuse or distract from the main message.
• Maintain Professional Tone: Emails should be written in a professional tone, avoiding slang or overly casual language.

1. Professional Email Signature:
2. Madonna discussed the importance of an effective email signature. This signature should include relevant contact information, such as the sender's name, phone number, and position. An email signature is not just a courtesy; it serves as a form of personal branding that can leave a lasting impression on the recipient.
3. Proofreading:
4. Finally, she stressed the importance of double-checking emails before sending them. Taking the time to read your email helps catch errors and ensures clarity. A well-written email can make a significant difference in how your message is received.
5. Avoiding Common Mistakes:
6. Common pitfalls include using ambiguous language, making spelling or grammatical errors, and forgetting attachments. Avoiding these mistakes can lead to clearer communication and a more professional appearance.

Writing Skills for the Internship Final Report

The next session, led by Nurul Atikah Binti Kamaruddin, focused on the Internship Final Report, a vital document that summarizes students’ experiences and learnings during their internships. Here are the essential points covered in this session:

1. Structure of the Report:
2. Nurul guided students on how to structure their reports effectively. The main components of an internship final report include:

• Title Page: A clear title identifying the report and the student’s name.
• Company Profile: A brief overview of the organization where the internship took place, including its mission, vision, and key activities.
• Internship Activities: A detailed description of tasks and projects undertaken during the internship. This section should highlight the skills gained and challenges faced.
• Personal Evaluations: Insights into what students learned during their internship and how they developed professionally and personally.
• Recommendations: Suggestions for improvement based on their experiences. This section can also reflect on what the organization could do differently to enhance the internship experience for future students.

1. Additional Information:
2. Including additional information, such as feedback from supervisors or specific projects, can enhance the quality of the report. It’s also a good idea to use tables of content for easy navigation, making it simpler for the reader to find specific sections.
3. Formatting Tips:
4. Nurul emphasized the importance of proper formatting, including headings, subheadings, and bullet points, to improve readability. Keeping the report organized makes it easier for readers to follow and understand the content.

Documentation Skills

The final segment of the workshop, presented by Elaveenthan A/L Kumaran, covered the topic of documentation. Proper documentation is essential in any professional setting. Here are the key takeaways from this session:

1. Organizing Information:
2. Learning how to logically organize information is vital for maintaining an efficient workflow. Students were encouraged to categorize documents and keep track of important communications effectively.
3. Record-Keeping:
4. Good documentation practices help prevent misunderstandings and errors. Being able to access needed information quickly is essential for smooth operations within any organization.
5. Importance of Documentation in Professional Settings:
6. Documentation is not just about keeping records; it also ensures accountability and traceability. By mastering documentation skills, students can enhance their effectiveness in team environments.
7. Types of Documents:
8. Various types of documents may be required during an internship, including reports, meeting minutes, and project plans. Knowing how to create and maintain these documents is crucial for any intern.
9. Best Practices for Documentation:
10. Good documentation includes clear labeling of files, regular updates, and thorough reviews. These practices help maintain the integrity of the information being shared.

Preparing for Internships and Future Careers

The Writing Skills & Email & Documentation Workshop provided students with vital skills they will need to present themselves professionally during their internships and in their future careers. By understanding how to write effective emails, structure their internship final reports, and maintain proper documentation, students are better prepared to meet the demands of the professional world.

Conclusion

At Goon International College, we believe that comprehensive writing skills and effective email communication are essential for students' personal and professional growth. This workshop not only equipped students with important tools for their internships but also laid a foundation for their future careers. As they prepare to enter the workforce, the skills they learned will prove invaluable in helping them communicate effectively, document their experiences, and present themselves professionally.

By focusing on email writing, the structure of the report, and essential documentation practices, students can enhance their ability to convey their thoughts clearly and effectively. As they embark on their internships, we encourage them to apply these skills and continue improving their writing capabilities.