While oral communication comes naturally and spontaneously to man, written communication
requires a lot of effort. By its very nature writing is a result of fairly long practice and patience in
learning. In all languages of the world writing appeared ages after speaking.
There are different forms of communication in business, such as verbal, nonverbal and written. Each
of these communication forms is significant. Writing must be concise, informative and easy to read
as both an informative and instructional tool. The importance of written communication in business
is evident by the plethora of forms, manuals and materials that companies publish each day.
Importance of Written Communication:
Written communication is so important that it is not possible to think of a business organisation
without it. The working of any organisation depends to a large extent on the exchange of letters,
reports, etc. There are various reasons for it.
And the most important reason is that face-to- face communication is not always possible because
the workers of an organisation may be spread over widely spread geographical distances. We have,
therefore, to depend on exchange of letters. Modern technological distances have not decreased
the importance of letters. Modes of transmission have changed. But written communication remains
as important as ever.
It provides us records, references etc., on which important decisions, rest.
It builds up the legal defences of the organisation through records, letters, instructions etc.
It builds up the image of the company.
It makes for accuracy and dependability.
It is permanent.
Responsibility can be easily assigned.
Limitations of Written Communication:
It builds up unmanageable clutter of papers and files. It costs a lot to the organisations.
It is time consuming. Immediate feedback is not possible.
It is costly in terms of money and man-hours.
It becomes ineffective in the hands of people who are poor in expression.
Absence of immediate clarification. In conclusion, we can say that written communication
remains the backbone of an organisation; whatever be its disadvantages or limitations.
Almost all formal communication is in writing.
Writing is a skill, however, that will permeate every aspect of your business. Aside from marketing,
you will write to suppliers, clients and in some instances, fellow consultants. You will create reports,
design process implementation plans and draft specifications. In short, without effective writing
skills, you may be in trouble!
With Writing Skill one can create Documents:
Marketing materials for your business: These could be service brochures, whitepapers, or research
documents, but their main goal is to interest the reader in your business, and your service.
Press releases: These should be drawn up when you launch your business, and at every newsworthy
milestone that follows.
Articles, blogs and newsletters, for off and online marketing of your company and your website:
Submit the former to industry journals and trade publications, and let the latter work for you online!
Reports and case studies: These can be for internal use, for example, when dealing with a client, or
for marketing purposes, indicating the ROI a particular course of action has achieved.
A book, which should be the last step, once you have honed your writing skills: Getting a
consulting book published will add credibility, are a great publicity tool, and can be a profitable
venture in their own right.
Email: Email is an extremely important written communication tool used in business. Employees
write multiple emails each day, setting up meetings or apprising bosses about the status of projects.
The email is often used as an information tool after a meeting. Managers can sum up the key points
of a meeting, and then confirm follow-up assignments or tasks with email recipients.
Always check spelling and grammar!!!