What is Written communication? What are its advantages and disadvantages?

What is Written communication? What are its advantages and disadvantages?

Ans: Written communication 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.

Advantages of Written Communication

• Written communication helps in laying down apparent principles, policies and rules for running of an organization.
• It is a permanent means of communication. Thus, it is useful where record maintenance is required.
• 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.
• Written communication is more precise and explicit.
• Effective written communication develops and enhances an organization’s image.
• It provides ready records and references.
• Legal defenses can depend upon written communication as it provides valid records.

Disadvantages of Written Communication

• 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.
• 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.
• Written communication is time-consuming as the feedback is not immediate. The encoding and sending of message takes time.
• 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.
• Too much paper work and e-mails burden is involved.

What is Oral Communication?What are its advantages and disadvantages?

What is Oral Communication?What are its advantages and disadvantages?

 Ans: Oral communication implies communication through mouth. It includes individuals conversing with each other, be it direct conversation or telephonic conversation. Speeches, presentations, discussions are all forms of oral communication. Oral communication is generally recommended when the communication matter is of temporary kind or where a direct interaction is required. Face to face communication (meetings, lectures, conferences, interviews, etc.) is significant so as to build a rapport and trust.

Advantages of Oral Communication There is high level of understanding and transparency in oral communication as it is interpersonal. There is no element of rigidity in oral communication. There is flexibility for allowing changes in the decisions previously taken. The feedback is spontaneous in case of oral communication. Thus, decisions can be made quickly without any delay. Oral communication is not only time saving, but it also saves upon money and efforts. Oral communication is best in case of problem resolution. The conflicts, disputes and many issues/differences can be put to an end by talking them over. Oral communication is an essential for teamwork and group energy. Oral communication promotes a receptive and encouraging morale among organizational employees. Oral communication can be best used to transfer private and confidential information/matter.

Disadvantages/Limitations of Oral Communication

• Relying only on oral communication may not be sufficient as business communication is formal and very organized.
• Oral communication is less authentic than written communication as they are informal and not as organized as written communication.
• Oral communication is time-saving as far as daily interactions are concerned, but in case of meetings, long speeches consume lot of time and are unproductive at times.
• Oral communications are not easy to maintain and thus they are unsteady.
• There may be misunderstandings as the information is not complete and may lack essentials.
• It requires attentiveness and great receptivity on part of the receivers/audience.
• Oral communication (such as speeches) is not frequently used as legal records except in investigation work.

What are the objectives of Communication?

What are the objectives of Communication?

Ans. Various objectives of Communication are :—

1) Information: One of the most important objectives of communication is passing or receiving information about a particular fact or circumstance.

2) Advice: Advice is an important objective of communication as it involves personal opinions and is likely to be subjective. Advice is given to influence his/her opinion or behaviour.

3) Order: Order is an authoritative communication. The downward flow of information is dominated by orders. Orders may be written or oral, general or specific, procedural or operational, mandatory or discretionary.

4) Suggestion: Suggestion enjoys great advantage over other means of communication like advice or order. Suggestion is supposed to be very mild and subtle form of communication.

5) Persuasion: It is an important objective of communication. In the office or the factory, the lazy, the incompetent and the disgruntled workers have o be persuaded to do their work.

6) Education: Education is a very conscious process of communication. The main purpose of education is to widen knowledge as well as to improve skills.

7) Warning: Warning is a forceful means of communication as it demands immediate action. If employees do not abide by the norms of the organization, or violate the rules and regulations, it may become necessary to warn them.

8) Raising Morale: Morale boosting is only possible through communication. High morale results in better performance.

9) Motivation: Motivation energizes and activates a person and channelises his behaviour towards the attainment of desired goals.

Thus, motivation as a form of communication is very crucial in handling human behaviour.

What is Business Communication ?

Ans.

• Communication is the process by which information is transmitted between individuals and organizations so that an understanding response results.

Communication is neither transmission of message nor message itself.  It is the mutual exchange of understanding, originating with the reciever. Communication needs to be effective in business. Communication is essence of management. The basic functions of management (Planning, Organizing, Staffing, Directing and Controlling) cannot be performed well without effective communication. Business communication involves constant flow of information. Feedback is integral part of business communication. Organizations these days are verly large. It involves number of people. There are various levels of hierarchy in an organization. Greater the number of levels, the more difficult is the job of managing the organization. Communication here plays a very important role in process of directing and controlling the people in the oragnization. Immediate feedback can be obtained and misunderstandings if any can be avoided. There should be effective communication between superiors and subordinated in an organization, between organization and society at large(for example between management and trade unions). It is essential for success and growth of an organization. Communication gaps should not occur in any organization.

• Business Communication is goal oriented.
• The rules, regulations and policies of a company have to be communicated to people within and outside the organization.
• Business Communication is regulated by certain rules and norms.
• Business Communication can be of two types:

1. Oral Communication - An oral communication can be formal or informal. Generally business communication is a formal means of communication, like : meetings, interviews, group discussion, speeches etc. An example of Informal business communication would be - Grapevine.
2. Written Communication - Written means of business communication includes - agenda, reports, manuals etc.