Class -FYBBA /FYBCA Business communication Skills

 

• Written Communication 

Definition:

 The Written Communication refers to the process of conveying a message through the written symbols. In other words, any message exchanged between two or more persons that make use of written words is called as written communication.

Meaning of Written Communication:

A ‘Written Communication’ means the sending of messages, orders or instructions in writing through letters, circulars, manuals, reports, telegrams, office memos, bulletins, etc.

It is a formal method of communication and is less flexible. A written document preserved properly becomes a permanent record for future reference.

It can also be used as legal evidence. It is time-consuming, costly and unsuitable for confidential and emergent communication.

Written communication, to be effective, should be clear, complete, concise, correct, and courteous.

• Components of Written Communication

1. Writer
2. Reader
3. Content of Message
4. Language used
5. Purpose of communication
6. Writing style (formal or informal)
7. Tone

• Form of written communication

1. External Written Communication                 Internal Written communication 

2. Business Letters                                                            Circular
3. Correspondence                                                            Notices
4. Proposal                                                                          Memos
5. Technical Article                                                               Complaints 
6. Fax                                                                                   E-mails  
7. Telegrams                                                                       Questionnaire /Form
8. Telex Messages                                                              Minutes
9. Brochures/ Leaflets                                      
10. Press Release
11. Reports

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• Qualities of effective written communication 
• Characteristics

Its salient features or characteristics are:

Creative Activity:

 Written Communication requires imagination and conscious effort, to reach the final outcome and that is why it is a creative activity. For Example: Suppose we have to submit a report to the company’s management, so, first of all, we need to collect all the required and relevant information and arrange the same in a rational manner, next we need to analyze the information before writing and presenting it to the management.

Time-Consuming activity:

 It consumes a lot of time, as the feedback is not immediate. So, the sender of the message needs to plan out the communication carefully. For this, the sender encodes a message then sends it to the receiver. After that, the reader decodes it and then gives any reaction to that message in the form of feedback.

Fewer Cycles:

 Unlike Oral communication, written communication involves fewer cycles. This is because oral communication attracts immediate response from the receiver, which results in a further exchange of words which is missing in written communication.

Authentic and Reliable:

 As written information acts as proof or as a reference in case of any dispute in the future, at different points in time. And so we can say that written communication is more authentic as compared to oral communication:

Expression: 

In written communication, the purpose is not to impress with extensive knowledge, powerful vocabulary, or graceful use of sentences, but the aim is to express the ideas in a very clear sense which the reader can get easily.

Comprehensive:

Includes all the relevant details

Accurate:

 All details are correct

Appropriate:

 Has the right tone and level of formality

Composition:

 Has correct spelling and grammar

Clear: 

Is understandable 

• Constraints in Developing Effective Written Communication

Planning and Organization

1. Purdue University's Online Writing Lab emphasizes the need to take higher-order concerns into consideration when drafting and revising business documents. Higher-order concerns include aspects of planning and organization. Keep in mind the proper audience, the main purpose of the communication and the main points that must be addressed. If the message contains multiple points or several pieces of information, create an outline to help you prioritize the information and convey each point.

2. Proper Format

   1. Use proper formats to convey your information. For example, if your manager asks for a detailed report, don’t create a summary version and simply send an email (unless that’s what he asked for). In addition, keep readability in mind. According to MindTools Ltd., every document should be as reader-friendly as possible. Break up long paragraphs, use bullet points and headings, and include helpful sections such as “Key Points” or “Takeaways” to help readers who simply skim the information but need the main points.

   Style

   1. Business writing is often persuasive, informational and professional. Mangers and business owners still live by the old adage that “time is money,” so make conscious efforts to pare down unnecessary words, phrases or sentences. Use facts and research to back up claims and arguments in your documents. Persuasive writing is clear and concise, and the reader should be able to easily follow your logic and be compelled to agree with your conclusions.

   Grammar and Proofing

   1. Your style -- from grammar and word choices to sentence structure and voice -- reflect who you are. Like other aspects of business, you want to turn in your best work. Poor grammar, spelling mistakes and erroneous information reflect poorly on you as a worker and make the writing harder to use and understand. After finishing a draft, let it sit for a brief period and revisit it to revise and redraft as necessary.

   
   

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   4. Content: Oral Communication Vs Written Communication

      Comparison Chart

      BASIS FOR COMMUNICATION	ORAL COMMUNICATION	WRITTEN COMMUNICATION
      Meaning	Exchange of ideas, information and message through spoken words is Oral Communication.	Interchange of message, opinions and information in written or printed form is Written Communication.
      What is it ?	Communication with the help of words of mouth.	Communication with the help of text.
      Literacy	Not required at all.	Necessary for communication.
      Transmission of message	Speedy	Slow
      Proof	No record of communication is there.	Proper records of communication are present.
      Feedback	Immediate feedback can be given	Feedback takes time.
      Revision before delivering the message?	Not possible	Possible
      Receipt of nonverbal cues	Yes	No
      Probability of misunderstanding	Very high	Quite less

3. • Advantages of Written Communication:

   The advantages of Written Communication are stated below:

   1. It is suitable for long distance communication and repetitive standing orders.

   2. It creates permanent record of evidence. It can be used for future reference.

   3. It gives the receiver sufficient time to think, act and react.

   4. It can be used as legal document.

   5. It can be sent to many persons at a time.

   6. It is suitable for sending statistical data, chart, diagram, pictures, etc.

   7. Order, allocation of work, job distribution, etc. in written form reduce ambiguity and help in fixation of responsibility.

   8. Uniformity in work procedure can be maintained through written communication.

   9. It is easy to send unpleasant or bad news through written communication.

   
   

   10. A good written communication can create goodwill and promote business.

   • Limitations or Disadvantages of Written Communication:

   Followings are the limitations or disadvantages of Written Communication:

   • Difficulties of written communication

   
   

   1. It is time-consuming. Composing a message in writing takes much time. Writing letters, typing orders, notices, etc. and sending to appropriate destination require time. Feedback process also is not instant.

   2. It is expensive not so much due to postal charges but in terms of so many people spending so much of their time.

   3. It cannot maintain strict secrecy which would have been possible in oral communi­cation.

   4. Written communication has no scope for immediate clarification if not understood properly.

   5. Being written in nature it is less flexible and cannot be changed easily.

   6. It is not effective in the case of emergency.