Q.N.7. What
is Written communication? What are its characteristics? Explain its merits and
Demerits.
Ans: Written communication means communication
through words written. In written communication, both the parties to the
process, i.e. sender and receiver, exchange their ideas through written words,
graphs, diagrams, pictographs, etc. It transmits messages through letters,
memos, notices, circular notes, manuals etc. While oral communication is
spontaneous and natural, written communication requires conscious efforts.
Written communication depends on language as a means up of sentences into
clauses and of matter into paragraph etc is very important.
The characteristics of written communication are
as follows:-
I.
Written communication is a one cycle even because
it does not get immediate response from the receiver.
II.
Written communication is specific when it is
meant for specific persons. It can also be general when it is meant for public
at large.
III.
Written communication is a creative activity. It
requires a lot of imagination and continuous efforts.
IV.
Written communication is however not spontaneous.
It requires a meticulous planning on the part of the writer.
V.
Written communication is time taking. The message
has to be planned, drafted and finally encoded (written) before sending.
Advantages:
I.
Permanent Record:
Written communication provides a permanent record
for future reference and serves as a good guide for decision making and
planning in future.
II.
Precise and
Accurate: The writer tries to organize his ideas logically
before penning them down. As a result written communication tends to be more
accurate, precise and reliable.
III.
Legal evidence: Written messages provide a permanent record and as such are
used as legal evidence in a court of law. Written records are more reliable and
acceptance as documentary proof.
IV.
Wide coverage: Written communication has the widest possible coverage. It is
perhaps the only means of communication when the sender and the receiver are
separated by long distance.
V.
Easy to
understand: Written messages can be read and re-read again
and again. Thus it is likely to be understood better.
VI.
Suitable for
lengthy message: Lengthy messages loose their authenticity in oral
communication. Written communication is thus very suitable for transmitting
lengthy messages.
VII.
Aids control: Written communication encourages deliberation, permits
editing and review, helps to prevent distortion and consequent
misunderstandings.
Disadvantages:
I.
Time consuming: Written communication is not suitable when the message is to
be sent immediately. It is time consuming event which requires time in not only
sending it but also in putting the message in writing.
II.
Rigid: Written communication is rigid and lacks flexibility. The
doubts and queries cannot be clarified immediately.
III.
Costly: Written communication is a bit more expensive than oral
communication. It costs a lot in terms of stationary, postage and typing costs.
IV.
Lack of secrecy: It is difficult to maintain secrecy in written communication.
V.
Delayed feedback:
Written communication is mostly affected by its
inability to get immediate feedback. The sender of the message is not able to
judge the response of the receiver from his facial expression.
VI.
Increase the
workload: Written communication creates a lot of paper. The
staff has a tough time in managing it very often valuable papers are lost.
Therefore staff/managers have to be extra careful about the papers.
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