The process of conveying a message through written symbols is written communication. In other terms, written communication refers to any message conveyed between two or more people using written language. The most prevalent and effective technique of business communication is written communication. Electronic mails, memos, reports, documents, letters, diaries, job descriptions, staff manuals, and other types of textual communication are routinely employed in every firm.
The correct choice of words, their organization into correct sentence sequence, and the coherence of the sentences all contribute to the efficacy of written content. Written information is believed to be more legal and valid than spoken speech. Furthermore, individuals place a greater emphasis on written material than what is spoken orally. However, unlike verbal communication, written communication does not provide rapid response because it is not spontaneous and takes time to translate into an understandable form.
When the information is lengthy and includes some problematic concepts that cannot be explained verbally, this type of communication is used. In addition, the organizations keep their documents in writing to be used as a reference and proof of any future transaction. As a result, it is critical for any business to establish good writing abilities and instill them in its personnel.
In today’s information era, written communication is an essential ability. Most jobs include written communication, whether it’s via email, formal letters, notes, text messages, or internet messaging. You can effectively give direction if you have good written communication abilities.
Written communication refers to any conversation that involves the written word. Along with oral/spoken communication, it is one of the two primary communication modalities. Because written communication is so ubiquitous in business, small business owners and managers must learn to communicate effectively in writing. Memos, reports, bulletins, job descriptions, staff manuals, and electronic mail are examples of written communication used internally for business operations. Electronic mail, Internet Web sites, letters, proposals, telegrams, faxes, postcards, contracts, ads, brochures, and news releases are all examples of textual communication pathways commonly pursued with clients, vendors, and other members of the business community.
1. What Is the Basic Difference between Oral And Written Communication?
The primary difference between oral and written communication is in presentation. Oral communication involves words, while written communication includes tone of voice, facial expression, and body language.
The method of communication in which the sender communicates with the receiver by speaking the message aloud. Written communication is a type of communication that involves conveying information through written or printed language.
The participants in written communication must be literate, although there is no such need in the case of oral communication. In Written Communication, proper records are kept, whereas, in Oral Communication, the opposite is true.
Written communication takes longer than oral communication. In the case of Oral Communication, once the words have been spoken, they cannot be taken back. Written Communication, on the other hand, allows for the alteration of the original communication.
In Oral Communication, misinterpretation of the message is possible, but not in Written Communication. In oral communication, the recipient provides immediate feedback, which is not feasible in written communication. Written communication can be classified as oral or visual. When it comes to oral communication, the speaker is usually the one who conveys information. The other person is the recipient. In written communication, the speaker conveys instructions. These instructions should be clearly articulated.
Moreover, the language should be simple and understandable to the audience. It should be accurate and precise. This is the most crucial benefit of oral and video communications. In written documents, the recipient can receive instructions, while the sender will not receive them.
2. Characteristics of Written Communication
Written communication is a kind of expression. It necessitates inventive facts. A human intellect generates creative facts. The following are the main qualities of written communication:
1. Recorded or written: Written communication is an efficient method of conveying information. The sender composes the message and sends it to the recipient in a letter, report, chart, diagram, or questionnaire.
2. An Imaginative Activity: Written communication is a kind of expression. The human mind is the source of all creative endeavors.
3. Human activity: In written form, a human being can express an idea, an opinion, or information. Written communication is thus a human activity.
4. Language: A language can be used to express written communication. It could be in Hindi, English, any coding language, a chart, or a figure, for example. The language chosen is determined by the sender’s and receiver’s preferences.
5. Permanent record: There is proof of evidence in written communication. It creates a permanent record that can be referred to in the future.
6. Evidence in Court: When a message is sent via written communication, it is also considered legal proof.
7. Protracted Procedure: Written communication is a time-consuming procedure. Several channels are used to transmit the message in this process. As a result, it takes longer.
8. Accuracy: Generally, written messages are composed in a calm environment. It is more effective in attaining an organization’s long-term objectives. As a result, the sender has meticulously prepared it.
3. Process of Written Communication
The communication process involves four essential components: sender, receiver, medium of transmission, and decoding. The sender is responsible for the message, and the receiver is responsible for its reception. In addition, there is feedback between the parties involved in a communication.
One of the essential elements of written communication is the format. It can be an email, a memo, or any other piece of content. Whether it is online or offline, it is effective for delivering a message and can be understood by the intended audience. It is also essential to be clear, concise, and easy to follow. The structure should be logical and easy to read. Use bullet points and numbering phrases to highlight critical points. Written communication also includes a formal style. Unlike oral communication, written communication is a permanent record used as legal proof. It is time-consuming and expensive and should not communicate confidential information. To ensure that the message is understandable, it must be complete, correct, and courteous. It is suitable for long-distance communication, repetitive standing orders, and other types of written communication. The written form of communication also allows the sender and receiver sufficient time to think and act.
Written communication can relay complex information, such as technical specifications, and facilitate the assignment of responsibilities. However, it has a few drawbacks, including delays in feedback. It takes longer than word-of-mouth and lacks the personal touch. Because of its length, written communication tends to be lengthy and requires more time than verbal communication. It is also costly to produce and can result in misinterpretation.
The process of written communication is the exchange of messages, ideas, and concepts. Effective written communication is critical to business. It keeps people on the same page. Even though this process takes time, the message is more durable and reliable. If the recipient does not understand what you’re trying to say, then the goal of written communication has been defeated. There are several disadvantages to this form of communication, but it’s still the best option when a message needs to be written.
In written communication, instructions are provided clearly and understandably. The instructions should be easy to understand and include primary and step-by-step instructions. Using bullet points and numbering phrases is an excellent way to make straightforward instructions. It also keeps the reader on track. The purpose of writing must be clear, and the reader should follow it easily. This is an example of virtuous written communication.
4. What Are the Advantages of Written Communication?
There are many benefits of this type of communication. It does not necessitate both participants’ physical presence. It ensures that information is transmitted consistently. It helps in the transmission of complex information and the assignment of responsibilities. Conflicts and misunderstandings are frequently resolved as a result of it. It makes it easier to send a message to a large group of people. It is helpful for future reference. It creates a permanent record that can be used to develop new policies. It is correct. It is unlikely to make mistakes because it is available for verification, and its validity may be verified. Written communication is essential for a business. Its most common forms are emails, primary marketing materials, and reports. Today, most businesses have a digital element to their activities, and this means that written communication is an essential component of a successful online business. It allows entrepreneurs to expand their reach to their potential audience. This type of communication is crucial for many reasons. Having a professional website and a blog that is informative and beautiful is a good sign.
Written communication provides instructions. It’s important to make written communication as accessible as possible for the recipient to understand. It should be concise, easy to follow, and include bullet points or numbering phrases for better comprehension. It should be free from errors and grammatical or spelling mistakes. It should also be easy to comprehend. The reader should be able to follow the information without too much difficulty. This type of communication is often the most effective for transmitting complicated information.
5. Disadvantages of Written Communication
- It takes a long time. It takes a long time to compose a message in writing. Writing letters, typing orders, notices, and other documents, and forwarding them to the relevant recipients, take time. The feedback procedure is likewise not instantaneous.
- It is costly not so much in terms of postal costs as in terms of so many people devoting so much of their time to it.
- It is unable to maintain the strict confidentiality that would have been feasible in spoken communication
- If written communication is misunderstood, there is no way to provide instant clarification.
- Because it is written in nature, it is less flexible and difficult to change.
- It is ineffective in an emergency.
Every type of employment necessitates some level of written communication ability. Your business expects you to have outstanding written communication abilities, whether you send an email, compose a memo, generate meeting agendas, publish bulletins, create circulars, or provide briefings. Clear and concise communication, depending on your role, ensures that you communicate effectively with everyone you deal with.