Written Communication: Advantages and Disadvantages
In business world each and every organization, small or large, makes use of written verbal exchange for its inherent advantages. Consequently, it has occupied an necessary area in the subject of communication. Its Importance can be grasped from the following listing of benefits:
State the advantages/Merits of written communication
Legal Document
Written statements are considered reliable legal documents and are admissible if there is a difference of opinion on some important issues, when presenting some evidence in court.
Accurate and precise
Written verbal exchange is typically made correct and precise. This is due to the fact written conversation is open to verification and its authenticity can be effortlessly challenged. Generally, the communicator has to be correct and factual.
Clear understanding of the message
Written communication gives the communicate an opportunity to go through the message again and again till he properly understands the message. As a result, clear and complete understanding of the message is possible under the system.
Effective presentation:
Some people cannot effectively present their statements orally. In the case of written communication, draft of the message to be sent is first prepared. Then the message is finally prepared after necessary editing. This gives scope to make the message attractive, well organized and easily understandable.
Permanent record
Written information is a permanent record and thus useful for future reference. For example, old orders and rules can serve as a guide for new decision-making.
Prevention from passing the buck:
If any mistake is committed as a result of oral communication and it is difficult to determine where the mistake has been committed-whether it is at the communicator's end or at the receiver's-managers may have a tendency to pass the buck for the mistake to the subordinates.
Helps delegation of authority
Written communication facilitates delegation of authority. From the written message, the employees who are assigned delegated authorities can clearly know their span of activities, authorities and responsibilities.
Facilities of duplication
When receivers are large in number, written message can be well communicated. As written messages can be duplicated, so many copies can be sent to many receivers at the same time.
Wide and quick access
The sender and the receiver of a message residing at a far distance from each other can exchange their written message through internet in the cheapest and the fastest, possible way.
Reduction of risk
As the subject-matter of written communication can be preserved, so a rational decision can be taken after a careful comparative study of preserved information of several years. As a result, unexpected risk or loss can be avoided or at least reduced.
Minimization of distortion
As the subject matter of the message is written, there is less probability of presenting the message in distorted way.
Facilitates control
Written message being more responsible and certified, it ensures effective control Generally, supervisors feel more secure in discharging their controlling jobs more efficiently with written communication.
Creating confidence
Written communications being permanent in nature, creates confidence in the minds of all the persons involved. Such confidence increases morale and motivation among the concerned persons.
State the disadvantages/demerits of written communication
Although written communication greatly influence organization positively there are same disadvantages & limitation also that are shortly:
No immediate feedback
The vital limitation of written communication is no immediate feedback. But in oral communication the message is sent instantly & feedback immediately.
Meaningless to illiterate
It is meaningless to the illiterates people as they arc-not able to read the message. But in case of oral communication it is not a problem.
Lack of secrecy
In case of written communication it very difficult to keep the written, document as secret.
Time consuming & expensive
it is time consuming & precious. It includes cost of paper, printing & postage.
Lack in Quick clarification & correction
In this communication. When receiver fails to understand anything or there is any mistake in the message it is difficult to clarify quickly.
Slow in nature
Written message suffers from slowness at every stages of communication process.
Others
(i) Red tapism
(ii) Lack of instant explanation:
(iii) Lack of flexibility:
(iv) Chances of Misunderstanding:
(v) Lack of personal intimacy:
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