Advantages and Disadvantages of Written Communication

Advantages and Disadvantages of Written Communication

Professor Ram Lakhana Meena

There are several advantages and disadvantages of using written forms of communication. One advantage is that written messages do not have to be delivered on the spur of the moment; instead, they can be edited and revised several times before they are sent so that the content can be shaped to maximum effect. Another advantage is that written communication provides a permanent record of the messages that have been sent and can be saved for later study. Since they are permanent, written forms of communication also enable recipients to take more time in reviewing the message and providing appropriate feedback. For these reasons, written forms of communication are often considered more appropriate for complex business messages that include important facts and figures. Other benefits commonly associated with good writing skills include increased customer/client satisfaction; improved inter organizational efficiency; and enhanced image in the community and industry.

There are also several potential pitfalls associated with written communication, however. For instance, unlike oral communication, wherein impressions and reactions are exchanged instantaneously, the sender of written communication does not generally receive immediate feedback to his or her message. This can be a source of frustration and uncertainty in business situations in which a swift response is desired. In addition, written messages often take more time to compose, both because of their information-packed nature and the difficulty that many individuals have in composing such correspondence. Many companies, however, have taken a proactive stance in addressing the latter issue. Mindful of the large number of workers who struggle with their writing abilities, some firms have begun to offer on-site writing courses or enrolled employees in business writing workshops offered by professional training organizations, colleges, and community education programs.

Electronic mail has emerged as a highly popular business communication tool in recent years. Indeed, its capacity to convey important corporate communications swiftly and easily has transformed it into a communications workhorse for business enterprises of all sizes and orientations. But many users of e-mail technology pay little attention to basic rules of grammar and format when composing their letters, even when they are penning business correspondence addressed to clients, customers, vendors, business partners, or internal colleagues. This sloppy correspondence reflects an "astonishing" lack of professionalism, wrote Sana Reynolds in Communication World: "We seem to have been seduced by the ease and informality of the medium to produce messages that ignore the rules and conventions usually in place when producing hard copy. We send out messages with grammar, usage or spelling errors…. In the name of speed, we throw caution to the winds and forget sentence patterning, paragraphing, and other conventions that make messages intelligible, creating unattractive and impenetrable data dumps." Given this unfortunate trend, many business experts counsel companies to install firm guidelines on tone, content, and shape of e-mail correspondence. These guidelines should make it clear that all employees are expected to adhere to the same standards of professionalism that (presumably) remain in place for traditional postal correspondence. Proper spelling and grammar and the ability to frame correspondence in suitably diplomatic language should be hallmarks of electronic mail as well as regular mail, especially if the communication is directed at a person or persons outside the company.

The ability to write clearly is becoming more and more important, especially in organizations that work primarily online. Whether you’re using an IM client, a project management app or email, clear writing will speed up the process and minimize problems. When you’re working with a distributed team, your written communications absolutely have to be as clear as possible. A lot of in-person communication has absolutely nothing to do with the actual words we’re using. Body language, tone of voice and other factors that can completely change the meaning of a few words, and they simply don’t translate to email. Using written communications to manage a distributed team can amplify problems, especially when you factor in issues like cultural differences. Here are some tips for ensuring that your written communications are as clear as possible.

1)      Use precise language. Don’t suggest “doing the thing to the stuff” or anything similar — in fact, removing words like “stuff” and “thing” from your vocabulary entirely is a good plan. Vague words are just an opportunity for problems to creep in. That’s true of jargon and abbreviations, too.

2)      Keep your sentences short. It’s important to remember that the longer the sentence, the more likely that the reader will lose track. When in doubt, err on the side of short, plain sentences.

3)      Reread what you’ve written. Spell check certainly isn’t infallible, and can’t spot if you’ve used a correctly spelled yet wrong word. In fact, it may be better in some cases not to run spell check at all. Look for problems yourself before letting your computer try to solve them, and pay attention to any automated processes your word processor or email client tries to inflict on your writing.

4)      Ask for feedback. If someone isn’t entirely clear on what message you’re trying to send them, make sure that they can easily come back and ask questions. Incorporate that feedback into your writing, as well. If you’ve got the time, rewrite your message to correct the issues it had, if only to make sure that you don’t have the same problems next time. If you’re working on a big document, write up clean versions that make use of feedback, rather than relying on a string of comments, updates or responses that you can’t guarantee anyone will read.

5)      Read messages out loud to yourself. Reading your message out loud to yourself is a good way to check whether what you’ve written makes sense. If you notice yourself gesturing or changing your tone of voice as you read, stop and think about whether you need to add a few more words to convey whatever meaning you were gesturing. If it’s a particularly important message, you might run it by someone else, as well.

The ability to write clearly is becoming more and more important, especially in organizations that work primarily online. Whether you’re using an IM client to plan projects, a robust piece of project management software to keep up-to-date or email just to stay in touch, clear writing will speed up the process and minimize problems.

Nonverbal communication

Nonverbal communication describes the process of conveying meaning in the form of non-word messages. Research shows that majority of our communication is non-verbal also known as body language. In fact, 63-93% of communication is non-verbal. Some of non-verbal communication includes chronemics, haptics, gesture, body language or posture; facial expression and eye contact, object communication such as clothing, hairstyles, architecture, symbols info graphics, and tone of voice as well as through an aggregate of the above. Speech also contains nonverbal elements known as paralanguage. These include voice lesson quality, emotion and speaking style as well as prosodic features such as rhythm, intonation and stress. Likewise, written texts include nonverbal elements such as handwriting style, spatial arrangement of words and the use of emoticons to convey emotional expressions in pictorial form.

·        Nonverbal communication is usually understood as the process of communication through sending and receiving wordless (mostly visual) cues between people. Messages can be communicated through gestures and touch, by body language or posture, by facial expression and eye contact, which are all considered types of nonverbal communication. Speech contains nonverbal elements known as paralanguage, including voice quality, rate, pitch, volume, and speaking style, as well prosodic features such as rhythm, intonation, and stress. Likewise, written texts have nonverbal elements such as handwriting style, spatial arrangement of words, or the physical layout of a page. However, much of the study of nonverbal communication has focused on face-to-face interaction, where it can be classified into three principal areas: environmental conditions where communication takes place, physical characteristics of the communicators, and behaviors of communicators during interaction. To deliver the full impact of a message, use nonverbal behaviors to raise the channel of interpersonal communication:

»        Eye contact: This helps to regulate the flow of communication. It signals interest in others and increases the speaker's credibility. People who make eye contact open the flow of communication and convey interest, concern, warmth, and credibility.

»        Facial Expressions: Smiling is a powerful cue that transmits happiness, friendliness, warmth, and liking. So, if you smile frequently you will be perceived as more likable, friendly, warm and approachable. Smiling is often contagious and people will react favorably. They will be more comfortable around you and will want to listen more.

»        Gestures: If you fail to gesture while speaking you may be perceived as boring and stiff. A lively speaking style captures the listener's attention, makes the conversation more interesting, and facilitates understanding.

»        Posture and body orientation: You communicate numerous messages by the way you talk and move. Standing erect and leaning forward communicates to listeners that you are approachable, receptive and friendly. Interpersonal closeness results when you and the listener face each other. Speaking with your back turned or looking at the floor or ceiling should be avoided as it communicates disinterest.

»        Proximity: Cultural norms dictate a comfortable distance for interaction with others. You should look for signals of discomfort caused by invading the other person's space. Some of these are: rocking, leg swinging, tapping, and gaze aversion.

»        Vocal: Speaking can signal nonverbal communication when you include such vocal elements as: tone, pitch, rhythm, timbre, loudness, and inflection. For maximum teaching effectiveness, learn to vary these six elements of your voice. One of the major criticisms of many speakers is that they speak in a monotone voice. Listeners perceive this type of speaker as boring and dull.

Interaction of verbal and nonverbal communication

When communicating, nonverbal messages can interact with verbal messages in six ways: repeating, conflicting, complementing, substituting, regulating and accenting/moderating. Conflicting Verbal and nonverbal messages within the same interaction can sometimes send opposing or conflicting messages. A person verbally expressing a statement of truth while simultaneously fidgeting or avoiding eye contact may convey a mixed message to the receiver in the interaction. Conflicting messages may occur for a variety of reasons often stemming from feelings of uncertainty, ambivalence, or frustration. When mixed messages occur, nonverbal communication becomes the primary tool people use to attain additional information to clarify the situation; great attention is placed on bodily movements and positioning when people perceive mixed messages during interactions

Business communication is communication that promotes a product, service, or organization; relays information within a business; or functions as an official statement from a company. Business communication (or simply "communications", in a business context) encompasses such topics as marketing, brand management, customer relations, consumer behaviour, advertising, public relations, corporate communication, community engagement, reputation management, interpersonal communication, employee engagement, and event management. It is closely related to the fields of professional communication and technical communication. Media channels for business communication include the Internet, print media, radio, television, ambient media, and word of mouth. Business communication can also refer to internal communication. A communications director will typically manage internal communication and craft messages sent to employees. It is vital that internal communications are managed properly because a poorly crafted or managed message could foster distrust or hostility from employees. Business communication is a common topic included in the curricula of Masters of Business Administration (MBA) programs of many universities. AS well, many community colleges and universities offer degrees in Communications. There are several methods of business communication, including:

»        Web-based communication - for better and improved communication, anytime anywhere ...

»        Video conferencing which allow people in different locations to hold interactive meetings;

»        E-mails, which provide an instantaneous medium of written communication worldwide;

»        Reports - important in documenting the activities of any department;

»        Presentations - very popular method of communication in all types of organizations, usually involving audiovisual material, like copies of reports, or material prepared in Microsoft PowerPoint orAdobe Flash;

»        Telephoned meetings, which allow for long distance speech;

»        Forum boards, which allow people to instantly post information at a centralized location; and

»        Face-to-face meetings, which are personal and should be succeeded by a written followup.

Business communication is somewhat different and unique from other types of communication since the purpose of business is to make money. Thus, to develop profitability, the communicator should develop good communication skills. Knowing the importance of communication, many organisations train their employees in communication techniques. Types of business communication;

1)      Verbal communication: Verbal communication is a type of communication that involves use of words for communicating.

2)      Non-verbal communication: Non-verbal communication is a mode of communication which only majorly uses body language and various other physical gestures as a means for communicating.

3)      Written communication: Written communication is a type that only includes written forms for communicating.

4)      Employment communication: Employment communication is a mode of communication that is particularly used for accepting the applicants for a job.

5)      Electronic communication: Electronic communication is the modern way of communication that includes electronics and latest technology for communicating such as teleconferencing e-mail, etc.

6)      Team B Communication: Team B Communication is a form of communication that exists in the cyber classroom where solid teamwork and collaboration results in excellent grades in academia.

Top 6 Reasons for Business Communication Barriers

·         Complex Messages: The use of complex technical terms can result in a lack of communication. The remedy is to stick to the point, use clear and concise messages that are easy to understand.

·         Withholding Information: In an organization, much of the information is kept confidential due to company policies. Make sure the information that is needed is readily available and easily accessible.

·         Different Status: Management must keep employees well informed and encourage feedback.

·         Ineffective Communication Processes: The maintenance of the hierarchy in the organization is essential, but its very presence can reduce the flow of the communication. It is therefore essential to reduce hierarchical levels and increase departmental interaction and communication.

·         Lack of Trust: The most important factor behind a lack of communication in an organization is competition, which leads to a lack of trust among the various employees. Share information, communicate openly and honestly, involve others in decisions.

·         Language barrier Language barrier is another important factor in business communication, if communication happens without a common language, it is not worthwhile. 

Effective Communication is significant for managers in the organizations so as to perform the basic functions of management, i.e., Planning, Organizing, Leading and Controlling. Communication helps managers to perform their jobs and responsibilities. Communication serves as a foundation for planning. All the essential information must be communicated to the managers who in-turn must communicate the plans so as to implement them. Organizing also requires effective communication with others about their job task. Similarly leaders as managers must communicate effectively with their subordinates so as to achieve the team goals. Controlling is not possible without written and oral communication. Managers devote a great part of their time in communication. They generally devote approximately 6 hours per day in communicating. They spend great time on face to face or telephonic communication with their superiors, subordinates, colleagues, customers or suppliers. Managers also use Written Communication in form of letters, reports or memos wherever oral communication is not feasible. Thus, we can say that “effective communication is a building block of successful organizations”. In other words, communication acts as organizational blood. The importance of communication in an organization can be summarized as follows:

·         Communication promotes motivation by informing and clarifying the employees about the task to be done, the manner they are performing the task, and how to improve their performance if it is not up to the mark.

·         Communication is a source of information to the organizational members for decision-making process as it helps identifying and assessing alternative course of actions.

·         Communication also plays a crucial role in altering individual’s attitudes, i.e., a well-informed individual will have better attitude than a less-informed individual. Organizational magazines, journals, meetings and various other forms of oral and written communication help in moulding employee’s attitudes.

·         Communication also helps in socializing. In today’s life the only presence of another individual fosters communication. It is also said that one cannot survive without communication.

As discussed earlier, communication also assists in controlling process. It helps controlling organizational member’s behaviour in various ways. There are various levels of hierarchy and certain principles and guidelines that employees must follow in an organization. They must comply with organizational policies, perform their job role efficiently and communicate any work problem and grievance to their superiors. Thus, communication helps in controlling function of management. An effective and efficient communication system requires managerial proficiency in delivering and receiving messages. A manager must discover various barriers to communication, analyze the reasons for their occurrence and take preventive steps to avoid those barriers. Thus, the primary responsibility of a manager is to develop and maintain an effective communication system in the organization.