The Benefits of Written Communication

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What are Benefits of Written Communication?

Written communication is the form if communicating using written text, graphs, bars, pictures, letters, etc. Written communication is used when management wants permanence in their instructions. Instructions that are lengthy and cannot be read by all members within an organization due to large distances are also distributed in written form. It is important for written instructions to have the following characteristics: clarity, completeness, accurate, and intelligibility. It should be noted that written and oral communication must be used to complement each other. Either on cannot be used and will not serve the purpose alone.

Advantages of written communication:

1. Written communication can be stored for future reference and referred back to during legal cases. Documents such as company policies, terms and conditions, confidential orders, and instructions are stored and transmitted in written form.

2. Written communication can be exchanged when the sender and receiver are separated by vast distances and time zones.

3. Written communication can be used when the message is long and is expected to reach a lot of recipients.

4. Written communication provides more time to receiver in order to make decisions about the information.

5. Written communication is more organized and ordered, and serves as a binding contract between management and employees.

6. Written communication can be passed around between various departments and entities while preserving its integrity.

Disadvantages of written communication:

1. Written communication takes a lot of time to prepare, transmission and understanding. It may also be costly.

2. Certain expressions cannot be put into text.

3. Written communication needs to be carefully written. Sometimes, words are comprehended in different contexts by different people, and this may result in legal battles.

4. Written communication looses confidentiality as it spreads.

5. Written communication is fixed and cannot be altered.

Additional Readings:

1. Definition and Characteristics of Communication
2. Principles of Effective Communication
3. Reasons why Communications is a Two-Way Process
4. Effective Communication and People Management
5. Categories of Organization Communication
6. The Benefits of Written Communication
7. Barriers to Effective Communication
8. Overcoming Barriers to Effective Communication
9. Types of Business Communication within an Organization
10. Important Elements of Report-Writing
11. Scope of Communication
12. The Grapevine
13. Communication with Workers’ Families
14. Effective Listening
15. Qualities of a Business Letter

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