One of the most highly demanding skills is written communication skill. It is a necessary skill that requires effective use of writing symbols which includes the use of letters, alphabets, punctuation marks, spaces, and so on. This article contains the advantages of written communication as well as the disadvantages of written communication.
The writing process is a process used to pass information and communicate. Written communication can be sent through emails, letters, texts, online messages, newspapers, memos, reports, journals, and so on. For communication to be effective through writing, such writing should be concise.
In addition, written communication is a widely used form of communication by various organizations and individuals. However, the effectiveness of a written message depends on the choice of words and the cohesiveness of the content.
Table of Contents
What is written communication?
Written communication simply means the transfer or exchange of information through a written message. This is the most common form of communication used by various businesses, professionals, and individuals to relay information.
Communication is a very crucial part that every business needs in order to operate effectively, of which written communication plays a great role.
Written communication can be done manually by writing on paper or electronically by composing and sending messages via an electronic device.
Types of written communication
Below are various types of written communication:
- Text message
- Emails
- Letter
- Memo
- Proposals
- Manual
- Newspapers
- Bulletin
- Brochure
- Faxes
- Questionnaires
- Blog posts and so on.
In addition, written communication requires that the context of that the writing is detailed, accurate, clear, and appropriate.
Moreover, there are advantages and disadvantages of written communication.
Advantages of Written Communication
Below are 15 advantages of written communication:
1) Sending of messages
Written communication is an ideal form of sending messages, especially messages that require references. Moreover, various companies and professionals prefer to send or document messages, proposals, and information in written form.
2) Future Reference
Written communication can be kept for future reference. Most written information can be passed on repetitively. This is a major advantage of written communication.
3) Suitable for statistical information
This is an advantage of written communication that helps in conveying statistical information in form of charts, diagrams, or pictures.
Without written communication, information in this form might be difficult to pass across orally.
4) Use for legal documentation
Eventually, every document is in a written form. Documentation is passing information, communicating, explaining, or instructing a procedure. Legal papers are always written down and signed in order to serve as proof or a reference.
5) Easy to send to many people at a time
Written communication can be sent across to different people at the same time in order to reduce the stress typing of numerous messages—e.g sending bulk SMS, broadcast messages, and so on.
6)Â Does not require a physical meeting
By sending messages in a written form, you do not require a physical meeting. Every piece of information can be communicated and sent across as a text or written message.
7) Lasting Delegation of Authorities
This is especially crucial in large businesses where delegating responsibilities is essential.
Rather than constantly and continually discussing tasks with new workers, a written document including the expected duties can be provided to the new staff for review and frequent reference.
8) Provides proof
A written document can be used to provide proof or evidence when needed. In cases where there is a dispute or disagreement, a written document or statement can be used to communicate proof.
9) Widely Acceptable
Written communication is a largely accepted means of communication especially when it is for formal purposes.
10) Easily understood
It is very easy for anyone to understand written information especially when it is concise and clear.
11) Alternative communication method
Written communication can be used as an alternative method of communication when it may be challenging to communicate orally.
13) Effective communication
Due to the widespread use of written communication, effective communication is attainable. However, it requires that the context be clear and straight to the point.
14) Easily accessible
Written can is the only form of communication that can be accessed regardless of the time or period it was used. You can easily get access to information that was sent a long time ago provided it was written and kept.
15) Easy to modify
Written communication can be edited, drafted, and modified before sending it out to people or to the receiver.
Disadvantages of written communication
Below are 15 disadvantages of written communication:
1) Delay in getting responses
One major disadvantage of written communication is the delay you’ll probably get in receiving a response, especially when compared with oral communication.
This common factor could lead to communication barriers, especially when an urgent response from the receiver is needed.
2) Take more time to construct
The major challenge faced in written communication is time consumption in composing these messages. Typing or writing messages, sending as well as waiting for the receiver to respond are factors that limit or affect communication.
3) Not effective for an emergency
Written communication is not an effective form of communication in cases of emergency. This is because getting an urgent response might not be feasible.
4) Expensive
Written communication is quite expensive compared to communicating orally. In this case, it requires materials that may incur a huge cost. e.g getting a computer, pen, or paper, as the case may be.
5) Complex sentence
Written communication may involve a series of complex sentences that make it difficult for the receiver to understand the message’s intent or purpose.
Moreover, this is a major disadvantage of written communication.
6) Delay in getting approval
Getting approval for a written or documented project may take a longer time. This challenge is mainly faced by companies, business partitioners, students, and so on.
7) Unsuitable to illiterates
This is an important factor in communication. For communication to be effective without any barriers, it is expected to be accessible to everyone.
However, written communication is not accessible to everyone, especially to those who can not read what is communicated to them through writing.
8) No direct communication
Communication with people may sometimes require face-face interaction. However, this isn’t possible with written communication.
9) It requires writing skills
Generally, writing requires you have good writing skills. However, this is a disadvantage with written communication; without good writing skills, no one can communicate successfully.
Communicating cannot be effective if there are not flexible. In other for communication between the sender and receiver to be effective, it’s expected that it be flexible. e.g a written document can not be easily changed and a prompt response is not possible.
11) Inflated information
Written information can be inflated or incorrect; it takes time to determine whether or not what is written is genuine. Examples of information that can be inflated are resumes, cover letters, and so on.
However, an inflated or false resume and cover letter can result in employees not getting a job if their resumes are identified to be false.
12) Delay in correcting a misinformation
Due to the fact that written communication lacks face-face communication, errors or misinformation may take a longer time to be corrected even if they are identified immediately.
13) No secrecy
There is no secrecy with written communication; it is exposed to anyone who it is concerned with. Moreover, there is a high risk of leakage of information which is a major disadvantage of having communication written.
14) Usually formal
Written communication usually sounds formal and difficult to make posture in order to convey some information. An example is a communication that involves feelings and emotions; it is usually best-communicated face-face.
15) Misinterpretation of information
There is a high chance of misinterpretation or misunderstanding of written information, especially when the communicator can not easily and clearly express their message.
Frequently asked questions about the advantages and disadvantages of written communication
1)Why is written communication highly recommended?
Written communication is highly recommended because it is more precise and can be used to keep records for references.
2) How can written communication be improved?
Well, there are various steps to take in order to improve written communication: this included: Find out what you want to achieve with the message, jot down your ideas, keep it as simple as you can understand read and edit, remove wordy sentences to make your message clear and concise, ask a friend to help out or read it out loud to him/her
3) Is written communication more advantageous in communicating a statistical message.
Yes, written communication is more advantageous in detailing statistical messages than communicating orally.
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Conclusion
Modern textual communication methods have advanced, making it easier to send messages utilizing digital instruments.
Moreover, any employer values good and effective written communication skills. Every company, organization, and individual has diversified into using written communication.
You can now see that written communication is an important form of communication.
Developing this skill is a key attribute for employment. According to the NACE community, over 75% of employers accept an applicant with well-written communication skills.