"Advantages and Disadvantages of Written Communication"

 WRITTEN COMMUNICATION – 

- Written communication is sending written messages, written orders, and written instructions over circulars, reports, letters, emails, telegrams, bulletins, manuals, etc. 

-This method communication is very formal and less flexible.

- It is mainly used when the information is lengthy and contains complex terms which are difficult to explain verbally. 

- These written documents can also be used in the future as legal evidence, and hence they should be appropriately preserved. 

Advantages of Written Communication:

1. Easy to preserve:

The documents of written communication are easy to preserve. Oral and non-verbal communication cannot be preserved. If it is needed, important information can be collected from the preserved documents. 

2. Easy presentation of complex matter:

Written communication is the best way to represent any complex matter easily and attractively. 

3. Permanent record: 

The documents of written communication act as a permanent record. When it is needed, important information can be easily collected from the preserved documents.

 4. Prevention of wastage of time and money:

Written communication prevents the waste of money and time. Without meeting with each other the communicator and communicate can exchange their views. 

5. Accurate presentation: 

Through the documents of the written communication top executive can present the information more accurately and clearly. As it is a legal document everybody takes much care does draft it. 

 6. Use as a reference:

If it is needed, written communication can be used as future reference.

 7. Delegation of authority: Written communication can help the authority to delegate the power and authority to the subordinate. It is quite impossible to delegate power without a written document. 

8. Longevity: 

Written document can be preserved for a long time easily. That is why; all the important issues of an organization should be back and white.

 9. Effective communication:

Written communication helps to make communication effective. It is more dependable and effective than those of other forms of communication. 

10. Maintaining image: 

Written communication helps to maintain the images of both the person and the organization. It also protects the images of the company or organization. 

11. Proper information:

It is a proper and complete communication system. There is no opportunity to include any unnecessary information in a written document. 

12. Less distortion possibility: 

In this communication system information is recorded permanently. So, there is less possibility of distortion and alteration of the information. 

13. No opportunity to misinterpret: 

there is any opportunity to misinterpret the information or messages of written communication. 

14. Controlling tool: 

Written communication can help to control the organizational activity. The written document may be used as a tool for controlling.

 15. Easy to verify: 

The information and messages that are preserved can be verified easily. If there arises any misunderstanding any party can easily verify the information.

 16. Others:

Clear understanding, Legal document, Acceptability, Reduction of risk, Creating confidence, Easy circulation, Wide access or coverage etc. 

 Disadvantages of Written Communication - 

1. Expensive: 

Written communication is comparatively expensive. For this communication paper, pen, ink, typewriter, computer and a large number of employees are needed. 

2. Time consuming: 

Written communication takes time to communicate with others. It is a time consuming media. It costs the valuable time of both the writer and the reader.

 3. Red-Taoism:

Red-Taoism is one of the most disadvantages of written communication. It means to take time for approval of a project.

 4. Useless for illiterate person: 

It messages receiver is illiterate, written communication is quite impossible. This is major disadvantage written communication. 

5. Difficult to maintain secrecy: 

It is an unexpected medium to keep business secrecy. Secrecy is not always possible to maintain through written communication. Because here needs to discuss everything in black and white. 

 6. Lack of flexibility: 

Since writing documents cannot be changed easily at any time. Lack of flexibility is one of the most important limitations of written communication. 

7. Delay in response: 

It takes much time to get a response from the message receiver; prompt response is not possible in case of written communication that is possible in oral communication. 

8. Delay in decision making: 

Written communication takes much time to communicate with all the parties concerned. So the decision maker cannot take decisions quickly.

 9. Cost in record keeping: 

It is very difficult and expensive to keep all the records in written communication. 

10. Complex words: 

Sometimes the writer uses complex words in writing a message. It becomes difficult to meaning out to the reader. So the objectives of the communication may lose.

 11. Lack of direct relation: 

If there is no direct relation between the writer and the reader, writer communication cannot help to establish a direct relation between them. 

12. Other: 

Prompt feedback is impossible, Slowness, Bureaucratic attitude, Understanding problem between boos and subordinates, lack in quick clarification and correction, formality problem, lack of personal intimacy, etc