Advantages and Disadvantages of Written Communication

Pros

1. Written messages do not have to be delivered on the spur of the moment;  they can be edited and revised several times before they are sent so that the content can be shaped to maximum effect

2. Written communication provides a permanent record of the messages and can be saved for later study

3. Written forms of communication also enable recipients to take more time in reviewing the message and providing appropriate feedback

4. Written forms of communication are often considered more appropriate for complex business messages that include important facts and figures

5. Good writing skills often lead to increased customer/client satisfaction; improved inter-organizational efficiency; and enhanced image in the community and industry

Cons

1. The sender of written communication does not generally receive immediate feedback to his or her message; this can be a source of frustration and uncertainty in business situations in which a swift response is desired

2. Written messages often take more time to compose, both because of their information-packed nature and the difficulty that many individuals have in composing such correspondence

To prevent such  disadvantages, there are principles and techniques that people can apply.

Elements to Consider Before Writing A Business Document

1) The Purpose. This will serve as the direction, the reference, and the path of your details. This will set the tone, the style, and structure of your letter. This is your message and your goal. Defining your purpose will set things right at the very beginning. For example, if your purpose is to excite and invite the employees to join the annual talent contest of the company as a team-building effort, you cannot bore them with long paragraphs explaining how the activity will help boost their productivity, write too formal sentences, or use heavy office or work jargon. The purpose tells you to keep your lines light yet still professional, use bullets, and add an exclamation point or two at the end of the memo.

To determine how the document will appear, it is only critical to ask yourself first if your purpose is:

· to inform

· to persuade

· to argue

· to invite

· to confirm information

· to make an inquiry

· to ask for approval

· to reject or approve

· to propose or suggest

2) The Audience. Another significant step in order to make an impact on your audience is to know them. For example, if you simply send a letter to employees about attending a conference on a Sunday and reiterating that it is a requirement, a portion of your workforce might resume to work with worries in their heads because they have religious obligations to meet on Sundays. If you can tailor your letter without touching any religion, culture or sensitive issue in an uncomfortable way, work would be much smoother and solidarity among the people will remain intact.

Here are methods you can take to know your audience better:

· If you are sending an external communication to a company, determine its vision, its mission, its accomplishments and goals. If your letter reflects these things, the company would realize that you care both for its objectives and its situation. Gather these data using the company’s website, social media networks, and other corporate paraphernalia.

· If you are sending a proposal to an individual, know his/her preferences, pain, problem or wants. If you can answer one or two of them in your letter (sales, marketing, proposal, etc), it will make your document more interesting and more memorable.

· You can also take a look at the company’s communication style through its public documents and press releases. This way, you know how you should convey your message to them.

· A Business Insider suggests the following guide questions as you develop your writing:

1. Why does the reader care?

2. How does the reader benefit?

3. What should the reader do?

4. When should the reader do it?

5. What happens if the reader does take action?

6. What happens if the reader doesn’t take action?

7. Who else will benefit? Why?

8. Where does the reader go for more information?