Introduction: Written Communication:
The Written Communication refers to the process of conveying a message through the written symbols. In other words, any message exchanged between two or more persons that make use of written words is called as written communication. It is the most common and effective mode of business communication. In any organization, the electronic mails, memos, reports, documents, letters, journals, job descriptions, and also employee manuals are some of the commonly used forms of written communication. Let’s see What is a Written Communication, its features and its Advantages & Disadvantages
What is a Written Communication?
A Written Communication’ means the sending of messages, orders or instructions in writing through letters, circulars, manuals, reports, telegrams, office memos, bulletins, etc. It is a formal method of communication and is less flexible. A written document preserved properly becomes a permanent record for future reference. It can also be used as legal evidence. It is time-consuming, costly and unsuitable for confidential and emergent communication. Written communication, to be effective, should be clear, complete, concise, correct, and also courteous.
What are Written Communication Features?
- Firstly it is a creative activity that requires a lot of imagination and effort to arrive at the finished product.
- While oral communication is spontaneous, written communication is based on conscious effort. Let us take the example of a report that we want to present. We first of all have to collect all the necessary information, arrange it in a logical order and then write out very carefully.
- We have to be careful at every step. That is not always the case with spoken messages or other forms of oral communication.
- Thus Letters and reports, nicely produced, reflect the image of the organisation. The more creative and imaginative the writers the brighter the image of the company.
- Another important characteristic is the time factor that is involved in it. Oral messages, in a face-to-face situation or through telephone reach the receiver immediately and the feedback almost always comes immediately.
- The sender has to plan out his message, viz., a letter or report carefully and encode it with great care. Then he sends it to the person for whom it is meant. The receiver takes his own time in decoding it. Then he gives it careful thought or filters it through his mind and plans out his reaction to it.
- Sending back the reply or his comments on it will take some time. So it is to be kept in mind that written communication is a time consuming activity.
- Thirdly, it is to be noted that written communication has fewer cycles than oral or face- to-face communication. Oral communication is a multiple cycle event.
- Oral messages get immediate response that leads very often to further exchange of words. This is not possible in written communication. Mostly it is a one-cycle event.
What are Written Communication advantages?
The advantages are stated below:
- Firstly It is suitable for long distance communication and repetitive standing orders.
- It creates permanent record of evidence. It can be used for future reference.
- It gives the receiver sufficient time to think, act and react.
- It can be used as legal document.
- It can be sent to many persons at a time.
- It is suitable for sending statistical data, chart, diagram, pictures, etc.
- Order, allocation of work, job distribution, etc. in written form reduce ambiguity and also help in fixation of responsibility.
- Uniformity in work procedure can be maintained
- It is easy to send unpleasant or bad news
- It helps to create goodwill and also promote business
What are Written Communication disadvantages?
Followings are the limitations or disadvantages:
- Firstly It is time-consuming. Composing a message in writing takes much time. Writing letters, typing orders, notices, etc. and also sending to appropriate destination require time. Feedback process also is not instant.
- It is expensive not so much due to postal charges but in terms of so many people spending so much of their time.
- It cannot maintain strict secrecy which would have been possible in oral communication.
- Written communication has no scope for immediate clarification if not understood properly.
- Being written in nature it is less flexible and also cannot be changed easily.
- Lastly It is not effective in the case of emergency.
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