Advantages and Disadvantages of Written Communication; Types and Qualities.
In the modern business world, written communication is extremely important. It is a creative mental endeavor.
For the creation of worthwhile promotional materials for business development, effective written communication is a requirement. Writing came after speech. However, writing is more distinctive and formal than speaking. Learn about the advantages and disadvantages of written communication in this article.
Effective writing requires careful word selection, sentence construction that is coherent, and word placement in the right order. Additionally, writing is more reliable and valid than speech. While communication is spontaneous, writing takes time and generates delays since the feedback is delayed.
What is written Communication?
Written communications broadly speaking include all forms of correspondence, including letters, circulars, manuals, reports, telegrams, office memos, bulletins, and more. It is a stricter, more official way of speaking. It is set in stone and unalterable. In order to be used in the future, an exact written record must be preserved. Writing is crucial but also existing are the advantages and disadvantages of written communication that you must note.
Written Communication FAQs
What are the Qualities of an Effective Written Communication?
All good written communication has the following characteristics:
1. Comprehensive: Contains all the necessary information
2. Accurate: All information is true.
3. Has the appropriate cadence and formality level.
4. Contains accurate spelling and grammar
5. Clear: Is comprehensible.
What are the types of Written Communication?
2. SMS messages
3. Blog posts
8. Jobs description
9. Employees handbooks
12. Instant Messages
17. News reports
The Value/Advantages/Benefits of Written Communication
Advantages and disadvantages of written communication are many but here are the advantages:
1. LEGITIMATE DOCUMENT
The proof, usually referred to as an authoritative document, is the primary goal of written communication.
2. SIMPLE TO UNDERSTAND
Another factor in written communication’s appeal is its ease of comprehension. If you don’t grasp something the first time, you have a great chance of comprehending it the following time, which is not possible with oral communication.
People accept written communication exceptionally well, especially when it is official.
Without a doubt, we can state that most people assign printed documents more importance, and all organizations declare serious issues in written form.
5. ENDURING RECORD
Another crucial tool for textual communication is this one. Each type of written communication has a permanent record that can be kept for future reference.
6. LOWERING OF RISK
The most significant benefit of written communication is that it can lower risk because it is one type of evidence.
7. LESS CHANCE OF DISTORTION
Written communication has a lower risk of distortion because there are more opportunities for document revision.
8. ALTERNATE APPROACH
Any kind of communication can be easily replaced by written communication.
9. ÜBERTRAGUNG OF POWER
Delegation of authority can only be properly maintained through written communication. Actually, there isn’t any alternative means of power delegation communication.
10. EFFICIENT COMMAND
Effective organization control can be achieved through written communication. The major purpose of this kind of communication is organizational control.
11. INDIVIDUAL IMAGE
Written communication can protect your reputation because it does not involve any private matters. Keeping the company’s reputation intact is also beneficial.
12. BROAD ACCESS
Every sort of business can benefit from written communication in a variety of ways. In fact, without written communication, an organization would not even exist.
13. SIMPLICITY OF VERIFICATION
This benefit of texting seems pretty clear. Any ambiguity can be swiftly verified. By reading the written record, you can confirm that something said or acclaimed is true.
14. NO WASTING OF TIME OR RESOURCES
The ability to prevent wasting time and money thanks to written communication is another advantage. It is because communicators and receivers can exchange thoughts without ever having talked, meaning that all parties or members who are sharing their ideas or facts can do so even if they have never met.
15. POSSESSES LEGAL SIGNIFICANCE
Legal documentation for key business transactions and activity is in the form of written documents. The type of evidence that is accepted in court trials is written communication.
16. FACILITATES PRESENTATION
The advantage of textual communication is that it allows us to convey any complex ideas or information more effectively and swiftly.
17. EASY TO MAINTAIN
The simplicity with which written records may be retained is one of the main advantages of written communication. Verbal and nonverbal communication are not maintained
Disadvantages of Written Communication
To balance the sides of advantages and disadvantages of written communication, here are the disadvantages:
18. NOT ALL SITUATIONS CALL FOR WRITTEN COMMUNICATION.
Written communication is not always a reliable form of communication due to several restrictions.
19. THERE IS NO SECRECY
Everyone who is interested in the message or information is made aware of written communication. Therefore, there is a potential that any employee could leak information, which could result in a significant loss for the company.
The cost of this communication is high. It entails spending money to buy supplies including paper, ink, typing devices, and printing machines, as well as to keep them maintained.
20. A TIME WASTER
Such communication takes time. The entire process takes a long time. A communication delivered using a mechanical device, such as a telephone, may take only a few seconds to reach its destination; meanwhile, a message sent via a written instrument, such as a letter, may take two, three, or even more days to do so.
21. LATE RESPONSE
When communicating in writing, the recipient opens the letter and takes their time reading it carefully. He takes some extra time to respond to the letter in accordance with the requirements. Feedback is delayed as a result.
22. NO DIRECT RELATIONSHIPS
There is very little room for a personal relationship to develop between the sender and the recipient through written communication. A communication gap or a delay in communication could result from a lack of personal touch.
23. NOT BEING FLEXIBLE
When communicating in writing, there are several pre-established protocols that must be followed. The procedure of adhering to such formalities takes time. Because textual communication lacks flexibility, any necessary changes cannot be made immediately.
Red tape is made easier by written communication. A communication from the CEO reaches its target through various groups of people. It can happen that a critical letter or message is filed away without being read. The individuals in question purposefully act in a way that slows down information processing.
25. USELESS TO ILLITERATE PEOPLE
Written communication is useless if the recipient cannot read or write. Therefore, such communication is useless to those who lack literacy. Ineffective communication results from this.
26. COST OF INDEXING AND FILING
The Organization will be responsible for paying this additional expense. Written communication is archived or documented for later use. For the purpose of constructing racks and organizing other equipment, expenses must be incurred.
27. FALSE INFORMATION AND FLATTERY
There is a potential that the person in question will fabricate a message if it is intended to harm employees’ or higher officials’ interests. Such a person may flatter and exaggerate information in the written message in order to acquire an extra advantage or to avoid criticism.
28. DELAYED RECTIFICATION
Any error that occurs in written communication takes a long time to remedy because there is no direct touch between the communicator and the communication. Even if the error is discovered right away, repair is still impossible. A letter that has been posted, for instance, cannot be returned to be corrected if a mistake is found later.
29. COMPLICATION AND SLOWNESS
to ascertain the purpose of any message being sent. The creation of such a message and the subsequent transmission to the recipient involve adhering to a number of rules, formalities, or guidelines. Furthermore, such communication results in a lag in feedback. The entire process is complicated and drawn out.
30. Other issues include the inability to provide prompt feedback, slowness, bureaucratic attitudes, a lack of understanding between superiors and subordinates, a delay in providing clarification and correction, a formality issue, a lack of personal connection, etc.
Conclusion on Advantages and Disadvantages of Written Communication
To improve your writing effectiveness, you can take an online written communication course. Any interaction that incorporates the written word counts as written communication. Along with oral/spoken communication, it is one of the two primary forms of communication. Since written communication occurs frequently in professional settings, it is crucial for managers and owners of small businesses to cultivate strong writing abilities. We’ve come to the end of the advantages and disadvantages of written communication, we hope you find it helpful
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