Written Communication
Written Communication - Meaning, Advantages and
Disadvantages
Written
communication has great significance in today’s business world. It is an
innovative activity of the mind. Effective written communication is essential
for preparing worthy promotional materials for business development. Speech
came before writing. But writing is more unique and formal than speech.
Effective writing involves careful choice of words, their organization in
correct order in sentences formation as well as cohesive composition of
sentences. Also, writing is more valid and reliable than speech. But while
speech is spontaneous, writing causes delay and takes time as feedback is not
immediate.
The purpose of written communication is to
capture your reader’s attention and get your point across clearly. Ultimately,
when you communicate in writing, you are helping the reader understand your
perspective on a topic.
The Five Cs of
Effective Written Communication
Good written
communication depends on the audience, the topic, your purpose in
communicating, and other factors. However, all effective written communication
has some characteristics in common:
- Connection -
Good written communication forms a connection between the reader and the
writer.
- Clarity -
Effective written communication is clear and easy to understand.
- Cause - The
cause or reason for writing needs to be clear to both the writer and the
reader, including any specific actions you need from your audience.
- Conciseness -
Good written communication sticks to the point and doesn’t meander around
or include lots of extraneous information.
- Correctness - To
be effective, the written communication should use the correct tone,
inoffensive language, and appropriate grammar.
Advantages of Written Communication
o
Written
communication helps in laying down apparent principles, policies and rules for
running of an organization.
o
It
is a permanent means of communication. Thus, it is useful where record
maintenance is required.
o
It
assists in proper delegation of responsibilities. While in case of oral
communication, it is impossible to fix and delegate responsibilities on the
grounds of speech as it can be taken back by the speaker or he may refuse to
acknowledge.
o
Written
communication is more precise and explicit.
o
Effective
written communication develops and enhances an organization’s image.
o
It
provides ready records and references.
o
Legal
defenses can depend upon written communication as it provides valid records.
Disadvantages of Written Communication
o
Written
communication does not save upon the costs. It costs huge in terms of
stationery and the manpower employed in writing/typing and delivering letters.
o
Also,
if the receivers of the written message are separated by distance and if they
need to clear their doubts, the response is not spontaneous.
o
Written
communication is time-consuming as the feedback is not immediate. The encoding
and sending of message takes time.
o
Effective
written communication requires great skills and competencies in language and
vocabulary use. Poor writing skills and quality have a negative impact on
organization’s reputation.
o
Too
much paper work and e-mails burden is involved.
