Drafting Skill - Presentation for MGI.pptx

Helps to teach good drafting skill to employees

1. Dr. Arvinder Kour M.A., LLM ( Business and Labour Law), MIRPM, MBA ( HR and Marketing), Professor, Researcher, Author, Writer, Limca Book of Record holder, awarded with Most Promising Educator and most Innovative Teacher of the Year Drafting Skill Presented by

2. Menu Introduction to Drafting Clarity and Conciseness Grammar and Punctuation Document Formatting Practice Exercises

3. What is Drafting Drafting is the process of creating written documents, such as letters, memos, reports, emails, or other written communication, in a preliminary form. It involves composing and structuring the content of a document before it is finalized and sent to its intended audience. Drafting allows individuals to outline their thoughts, convey information, or communicate ideas in a written format.

4. Clarity Meaning Definition : Clarity means that your message is free from ambiguity, confusion, or unnecessary complexity. It should be easy for the audience to grasp your intended meaning. Concise Meaning: Definition: Conveying concise meaning means expressing your point or message succinctly and without unnecessary repetition or verbosity. Example of wordy and its concise counterpart is given Clarity and Conciseness

5. Subject-Verb Agreement: Ensure that the subject and verb in a sentence agree in number. For example, "The cat (singular subject) jumps (singular verb)," but "The cats (plural subject) jump (plural verb ). Apostrophe Misuse: Use apostrophes to indicate possession (e.g., "John's book") or contractions (e.g., "it's" for "it is" or "they're" for "they are"). Avoid using apostrophes to form plurals. Grammar and Punctuation

6. Comma Splices: Avoid joining two independent clauses with only a comma. Use a semicolon, conjunction, or separate sentences instead. For example, "I like coffee, she prefers tea" should be "I like coffee; she prefers tea" or "I like coffee. She prefers tea .“ Misplaced and Dangling Modifiers: Ensure that descriptive phrases or modifiers are placed near the words they modify. For example, "Running quickly, the cat chased the mouse" should be "The cat chased the mouse quickly." Grammar and Punctuation

7. Sentence Fragments: Complete sentences should contain both a subject and a verb. Avoid fragments that lack one or the other . Double Negatives: Avoid using double negatives in a sentence, as they can create confusion. For example, "I don't want no dessert" should be "I don't want any dessert . Parallelism: Maintain parallel structure in lists and series. For example, "She enjoys hiking, swimming, and to bike" should be "She enjoys hiking, swimming, and biking." Grammar and Punctuation

8. Memo: Header: Date To (Recipient's Name and Title) From (Your Name and Title) Subject Opening/Introduction: A brief introduction or context for the memo. State the purpose of the memo. Main Body: Present the information or content of the memo. Use clear and concise paragraphs. Organize information logically with headings or bullet points if needed. Conclusion: Summarize key points. Indicate any actions required or next steps. Closing: Express appreciation or a positive closing remark. Include your contact information if necessary. Attachments (if any ): Document Formatting

9. Email: Subject Line: Write a concise and descriptive subject line. Salutation: Use an appropriate greeting, such as "Dear [Recipient's Name]" or "Hello [Recipient's Name]," Opening/Introduction: Begin with a brief introduction or context for the email. State the purpose of the email. Main Body: Present the information or content of the email. Organize information logically with headings, bullet points, or numbered lists if needed. Conclusion: Summarize key points. Indicate any actions required or next steps. Closing: Use an appropriate closing, such as "Sincerely" or "Best regards." Include your name and contact information. Attachments (if any ): Document Formatting

10. Report: Cover Page: Title of the report ./ Author's name and affiliation.Date of submission. Table of Contents (if lengthy): List of sections or chapters with page numbers. Executive Summary: A brief summary of the report's key findings and recommendations. Introduction: Provide an overview of the report's purpose and scope and state the objectives. Methodology (if applicable): Explain the research methods or data collection techniques used. Main Body: Present detailed information, findings, and analysis. Use clear headings and subheadings to organize content. Conclusion: Summarize the main findings. Offer recommendations or implications. Recommendations (if applicable): Provide specific recommendations based on the findings. Appendices (if necessary): References : List all sources cited in the report using a recognized citation style. Document Formatting

11. Time for some Exercise

12. Reference for further Study on Drafting Online Courses and Learning Platforms: Coursera : Offers courses like "Business Writing" and "Effective Communication" from top universities and institutions. edX : Provides courses such as "Writing Professional Emails and Memos" and "Business Writing." Udemy : Offers a wide range of writing courses, including "Writing With Flair" and "Technical Writing: How to Write User Manuals." LinkedIn Learning (formerly Lynda.com): Offers courses like "Writing in Plain English" and "Writing Email." Grammarly Handbook: An online resource with articles and tips on writing and grammar. Books on Business Communication: "Crucial Conversations: Tools for Talking When Stakes Are High" by Kerry Patterson: Focuses on effective communication in crucial situations. "Made to Stick: Why Some Ideas Survive and Others Die" by Chip Heath and Dan Heath: Explores how to make your messages more memorable and persuasive. "Talk Like TED: The 9 Public-Speaking Secrets of the World's Top Minds" by Carmine Gallo: Offers insights into delivering powerful presentations and talks.

13. If you have any question ple ase ask… Thank You