Written Communication in Business

Need for Written Media of Communication

The old style of communication did not have public relation, advertising, technology and many aspects of modern day communication. They would converse almost daily and instruction was given verbally to people who worked together in an organization. Also the number of people working together in any organization was less and so they could easily inspect, direct and judge the work of the employees. But today, organizations have a team of qualified person to carry out assignments. These specialists and experts have to communicate their ideas to one another and also to the management. This flow of information is necessary to be maintained through written medial because of the complexity of all these activities.

The written media is like the human sensory organs and memory power, which receives analyses and records the information for the purpose of decision making in the future. Written media helps to coordinate the knowledge and work of the staff specialists and the research specialists. There is need for accurate written information to carry our management and other professional duties.

Art of Written Communication

A person, who aspires to get mastery over the techniques of written communication, must keep his writing tools in enough practice. The action-oriented people may have the ability to get the things done, but they may find it difficult to put their thoughts in written words, because they occupy themselves in their selected activates rather than in practicing writing skills. Such a person may have the ability to think logically and clearly and he may express his thinking through oral communication. He may organize, analyze and evaluate the ideas of his own and those of others too, and he may really deserve to acquire the mastery of written media, but he would certainly require some of his devotion, time and practice to acquire writing skills.

Everybody possesses the tools of the written media, but they have to learn to make effective use of their priceless possession. All the individuals in the field of business, industry, science, and education use the tools of written media. These tools of written media are as follows:

  • Memory
  • Imaginative power
  • Power of observation and study
  • Units of language like words, phrases, sentences, etc
  • Ability of thinking
  • Ability of collecting and analyzing information
  • Ability of writing

A good writer is an artist who knows how to write a specific message effectively by making use of the above tools. He must keep his tools in good working order. It usually takes years of struggle and hard work to learn and master the art of writing. Besides reading, a good writer should try to find a world of information with an inquiring mind and discerning eye. He can learn a great deal by putting up question on the subject he wishes to write.

The main purpose of written communication is to move, motivate and mould the minds and behavior of the people. So it is necessity for the communicator to study the minds of people he wish to target through his writing. It must be remembered that the art and skill of writing depends on the competence and knowledge of the communicator. Besides all this, the communicator should prevent his feelings from dictating his thinking and should organize his thoughts, which are based on factual information.

Types of Written Communication in an Organization:

Memorandum or memos is a file or other communication that helps the memory by documenting events or inspections on a topic, such as may be used in a business office. Memorandum may have any layout, or it may have a design specific to an office or institution. In law particularly, a memorandum is a document of the terms of a operation or agreement, such as a policy memo, memorandum of understanding, memorandum of agreement, or memorandum of association. If the user is a associate, the format is usually much more adaptable. At its most basic level, a memorandum can be a handwritten note to one’s supervisor.

Annual report is an inclusive report on a company’s performance all through the preceding year. Annual reports are proposed to give shareholders and other interested people information about the company’s actions and financial occurrence. Most fields require companies to organize and disclose annual reports, and several need the annual report to be recorded at the company’s registry. Companies listed on a stock exchange are also required to report at more numerous times.

Business letter is a letter written in proper language, usually used when writing from one business association to another, or for connection between such organizations and their customers, clients and other external parties. The general style of letter will depend on the connection between the parties concerned.

Business proposal is a written proposal from a seller to a potential buyer. Business proposals are often a first step in the complicated sales process. For example whenever a buyer considers more than price in a purchase. Business proposals have three distinct categories. These are formally solicited, informally solicited and unsolicited. A proposal puts the customer’s requests in a situation that favours the seller’s products and services, and educates the customer about the potentials of the seller in satisfying their requirements. A successful proposal results in a sale, where both parties get what they want, a win to win position.

Bulletin Board System is a computer system running software that acknowledge users to join and log into the system using a station program. Once logged in, a user can execute functions such as uploading and downloading software and data, reading news and bulletins, and exchanging messages with other users, both through electronic mail or in public message boards. Many bulletin board systems are also on-line, in which users can connect with each other, and bulletin board systems with multiple phone lines frequently offer chat rooms, allowing users to network with each other.

Advantage of Written Communication

  1. Permanent record: Written message can be kept in files as a permanent record of the general, like the Affairs, transactions and agreements of the business organization. It remains as an evidence of the company’s performance, which is useful for future reference. It forms a basis for new policy decisions and also for the fresh measures for the development and expansion of the business.
  2. Legal evidence: Written message provides tangible evidence of the agreements signed between the two particles. It also gives a proof of the stages in which the transaction was carried out. It can show how the mistakes were committed in carrying out the transactions by either of the parties involved in it.
  3. Accuracy: Usually, the written messages are organized more carefully than the spoken messages. The communicator uses standard languages and tries to avoid colloquial words and expressions. As compared to oral messages, the written messages are more accurate in grammatical structures. Accuracy in languages helps to prevent any misunderstanding or misinterpretation of the message.
  4. Lengthy messages: Written media is especially more suited for lengthy and complicated messages. The receiver can read it repeatedly till he properly understands it. Secondly, it assures retaining every vital detail if the lengthy and complicated message.
  5. Correspondence: Postal correspondence has given a really wide access to written media. This facility is available to almost all the communicators and receivers in the nooks and corners of the world.

Limitations of written Communication

  1. Access to literates: The access of the written media is limited to the literates only. There are millions of illiterate people who cannot use this media.
  2. Costly and time-consuming process: A number of people get involved in the process of collecting information, consulting, drafting, typing and posting the messages. It takes the total cost of a business letter to not less that twenty rupees. Secondly, the oral message reaches almost instantaneously on the telephone, whereas a letter may reach to the receiver after 2/3 days.
  3. Delayed feedback: The communicator has to wait for the reply from the receiver. In oral communication, the feedback is almost immediate.

Leave a Reply

Your email address will not be published.

This site uses Akismet to reduce spam. Learn how your comment data is processed.