Written communication is sent by written words by means of letters, memos, circulars, bulletins, information, instruction cards, guides, publications, handbooks etc. Written Communication generally goes downward. Upward communication in the written form is generally discouraged, or the employees are hesitant to utilize it. Dynamic management should encourage it by setting up a suitable advice system under which workers are permitted to write their grievance and ideas freely.
Written communication can take place through the following modes:
Letters: Communication though is a very old method. Under this the meaning is transmitted from the senders to the receiver though a letter. The receiver can provide his response though another letter.
Notice: When many people within an organization are to be contacted, notice is among the finest method. It is the most common approach to mass communication.
Memo/Memorandum: It is an informal message between members of a company pertaining to routine concerns.
Telegram: For calling people at distant places telegrams can be utilized. Because it given an impression of emergency to the device, immediate response can be done. To mention the matters urgently also to take actions, telegrams are utilized.
Telex: It really is a device (telegraphic device) which has a service to type out the messages together on the senders machine and the Receivers machine. It really is a route for sending as well as obtaining messages. Telex text messages can be utilized on a display in share marketplaces, newspaper offices, airports, railways channels etc.
ADVANTAGES OF WRITTEN COMMUNICATION :
Written communication can be used to concern specific instructions and orders to the subordinates.
Written communication is the only path out when the subject matter is quite lengthy which is not possible to convey all the tips through oral communication.
Sometimes, written communication are also used to sophisticated verbal communication and also to keep a record of it. Written communications serves as a trusted record for future reference point and can be utilized in legal proceedings.
Written messages are usually more carefully developed than oral communication. That is why, they are simply more clear and specific.
Written communication is a cheaper method of communication when the celebrations to communicate are situated at distant places.
It is very difficult to improve the items of the written subject matter.
Response to written communication is normally well-thought out because the receiver gets sufficient time to comprehend and measure the message.
LIMITATIONS OF WRITTEN COMMUNICATION :
Written communication is more expensive for transmitting the short messages. In addition, it takes very long time to mention the subject matter.
Once a written concept has been dispatched, you can find little scope remaining to make amends for the inaccuracy that may have crept into it.
If the written communication is badly drafted, it could create misunderstanding and misunderstanding in your brain of the receiver. It may lead to creation of conflicts between the get-togethers to communication.
Written messages bring about inquiries for clarification and elaboration which lead to future loss of time an money. In addition, written channels may be blocked credited to bureaucratic steps in the business.
Written communication is generally formal in nature. One cannot employ postures to mention one's emotions and emotions combined with the written concept.
CHOICE OF APPROACH TO COMMUNICATION
It is difficult to predict which method of communication will be used in a particular organization. In practice, all the three ways of expression are used in varying levels under different circumstances. Postural communication is frequently used to supplement oral communication. Written communication has been found to work in the next situations :
Executives give written instructions where the task is important which is essential to fix responsibility.
Written communication serves the purpose of an archive for future reference.
Workers / Trade unions use written communication to communicate with the management officially and also to get formal response from the management.
ELECTRONIC COMMUNICATION
In modern organizations, the utilization of computer-based technology to talk is endemic and becoming increasingly commonplace. The facsimile (fax) machine is now is key piece of equipment for sending text messages between locations and use of the copier and e-mail systems allow information to be circulated more greatly and quicker than previously. In fact many enhancements including computerized information, digesting systems, telecommunication system, inter and intranet have revolutionized the organization of today. As a result managers a can send (and acquire) numerous kinds of marketing communications to (and from) 1% or an organization scattered throughout the world on their computer terminals plus they can do this in their vehicles or via their mobile computing and cellar telephones on the train. Several new companies are developing around information safe-keeping, transmitting and retrieval which were not even dreamt couple of years ago.
Organizations can design computer systems that allow designated individuals usage of appropriate information from a database. For instance, a computerized staff system can hold home elevators each employee's profession history, references, performance evaluations, pay development, attendance record, disciplinary action etc. Access to the available information can be constrained in a variety of ways. For example, job history, references and previous performance evaluations could be available to the section head but not the immediate supervisor of the individual. The same principles can be employed to any of the company's information systems including financial and marketing.
INTERNET AND INTRANET
Internet communication between individuals and business organizations of different towns, states and nations is increasing immensely. Internet is an internet of millions of computer users linked by telephones on a large number of interconnected networks. The reasons for the acceptance of internet include :
i)global dissemination, ii)quick and better relationship, iii)effective integration, and iv)facilitation of digital commerce(e-commerce)
Several companies also have developed companywide intranet systems for efficient inner communication. An intranet system makes available interior E-mail, company regulations and directives and allows information showing throughout the business. It, thus, paves just how for a knowledge-based group.
EFFECTIVE WRITING SKILLS
Unified writing
Coherence
Unified Writing :
Effective writing is always unified. There is a proper development of the topic duly selected. There is absolutely no digression in the introduction of the topic. The position and the stature of the audience is usually to be kept in mind.
Being Senior Supervisor, HR, of my company. I'd need to use clear, concise and modern English in written communication available environment. Utilizing a list format, write a couple of guidelines including at least twelve what to advice workers in my firm on how better to speak effectively :
Simplicity
Use simple syntax. Complex sentence structure can complicate what you want to say and be easily misunderstood. Keep your sentences concise also to the point. Rather than saying "I would like to schedule a gathering to go over the essential facts of the circumstance at your earliest convenience, " say "Please i want to know when we can meet to go over the situation. "
Avoid Jargon
Do not use jargon or terminology that only you and select band of individuals understand. Your written communication should be accessible to your audience, no matter who you are communicating with. Technical terms and jargon should only be used when more simplistic vocabulary will not suffice.
Specificity
Provide specific details whenever possible. Preventing writing in ambiguous or unclear details. Rather than writing "I've a great deal of experience working in this field, " say "I have worked as an engineer for three and a half years. "
Be Conversational
Written communication differs from educational or scholarly writing and should be more conversational in mother nature. As a rule of thumb, write in similar fashion as discussion. Read your message aloud to ensure that your writing looks conversational.
Ideas in Sequence
Try for an average sentence amount of 17 words. Introduce no more than a couple of ideas per phrase. The common paragraph in a small business notice is two sentences long. Long paragraphs often contain much more than one idea and can be divided so that each idea has its paragraph.
Avoid Gendered Language
Avoid attaching a masculine or female pronoun to your writing. Although it is technically acoustics grammar to utilize "he" or "his" when the gender is anonymous or when discussing a group of people, the language may offend some individuals. For being on the safe aspect, do not use a gendered pronoun unless you are sure of the person's gender you are referencing.
Avoid Passive Language
Choose lively verbs rather than passive verbs to include interest to your written communication. Write "I drove to the beach on Sunday, " instead of "AFTER I was traveling to the beach on Sunday. ". Using active speech will also enable you to appear more conversational, once we rarely use passive tone of voice in verbal communication.
Be Personable
If you understand the individual you are writing to, acknowledge this relationship. Instead of using blanket pronouns such as "you, " use the person's name. Make the information you include in your written communication pertinent to the audience. Depending on the marriage you have with person, begin and end your writing with an appropriate greeting.
Medium Selection
Choose the right medium for your written communication. Whether you utilize email, text messaging, or a notice will depend on who you are writing to and what you are writing about. If you have never used texting in the work environment, it might not exactly be the best way to correspond with a coworker.
Appropriate Humor
Use laughter in moderation, and only when appropriate for the problem. If you are not really acquainted with your reader, avoid making jokes so as not to offend the reader. If you have a good romance with your audience, feel absolve to use laughter in your written communication. Even if you know the audience well, avoid offensive or controversial laughter.
Proof Read
No matter how good at writing you may be, it is advisable to substantiation read your written communication. Check for spelling or grammatical errors in your writing. Ensure that what you have written effectively communicates the planned message.
Write with a Positive Tone
Establishing the right build in written marketing communications can make the difference between a positive response and a hostile one. To greatly help make a positive build :Avoid "I. " Instead use "you" as the main topic of sentences to receive the reader included.
Use the reader's name, if the correspondence is dealt with to 1 person.
Replace negative words with positive ones. Instead of saying "Don't hesitate to call me, " try "Feel free to call me. "
Words with negative connotations include: hold off, doubt, difficult, fail, problem. Words with positive connotations include: glad, improvement, service, happy, contribution.
Present ideas as opportunities, not as difficulties to be conquer.
CONCLUSION
Writing is definitely a deliberate action with a purpode. The goal of writing is to connect ideas, facts, impression, examination, conclusions etc. A article writer shares his / her experiences along with his or her readers. However, it is true that the writer ought to know how much reading time he could seek from his audience or reads so that he succeeds in expressing himself. An excellent writer is the fact who succeds not only to make the perfect use of his time but also in showing his / her matter so that reading of which makes the reader willingly, with interest and without sense of reduction or wastage of your time, extend the duration of reading thinking and additional reading and finally contributing his or her best to the reason for writing.
