Explain the concept of Written Communication

Written communication is that type of the communication that is done on the basis of the written words, charts, graphs, diagrams, reports, pictures and many more and with the help of all these, the written communication can be completed in the various kinds of the forms like the letters, bulletins, memos, reports etc. the mail can be either external or internal in the nature, can be ordinary based or at times can be based on the various types of the computer technologies. But it can be said that irrespective of the type or the form or the channel of the written communication, every bit of it involves the involvement of the human memory, observation ability, the very important power to imagine and to think, control and the command over the language, followed by the ability to write. The communication that is done in the form of the written communication acts as a permanent record as it has the power of being stored and this storage can be used for any type of the reference that is required in the future and also has the power to act as the legal document if required at any point of the time. Hence, the various types of the procedural instructions, policy matters and the various forms of the confidential orders are issued in the form of the written communication as in such type of the communication if the message is forgotten by the receiver, then he or she can go back to the various files that actually contain the written records that have been preserved in the past.

As compared to the oral communication, the written communication is very easy to understand as the reader has ample amount of the time to get an in depth analysis of the same and the reader has the convenience to think and analyse the information according to his choice and leisure. He or she can read some of the message and then if wants to, can take a break and then again continue reading. This is the reason that supports the cause that says the lengthy type of the information is generally transferred by this mode of the communication as the reader can take time accordingly to get the taste of the information. There are times when the individuals can compose the communication well in the advance before the time the same is to be delivered as in this type of the communication, the sender has the power to ponder over the words and can also ponder the effect of the communication on the receiver and hence ultimately, the message can be changed as per the requirement at that present moment of the time. The information that is transferred with the help of the written mode of the communication is usually very accurate in the nature as it is very less prone to the various types of the mistakes as such type of the messages are composed in due course of the time and not at all like the oral communication, where there are times when the information is transferred in a hurry. Hence the written communication gives an individual the time to make the communication very clear, accurate, concise and also complete in the nature, so that the reader can have an in depth analysis of the information, clearing all the points that may actually come in the mind of the reader at the different moments. The written communication has the power to move to more number of the people as the circulation of the written communication takes place as have the large access to the employees and this is not the case in the form of the oral communication. Like the two sides of the coin, the written communication also has some of the merits along with some of the demerits as well.

The major demerit of the written communication is that this whole process is very much time consuming in the nature. The whole process includes writing, at times rewriting as well, printing accompanied by the proof reading of the message that is actually to be communicated. But this is actually not the case in the oral communication as the information is actually transferred very instantly. In the case of the written communication, the information is written first, checked, thorough review and then is send to the receiver and here the same takes time to be delivered, so it can be said that in comparison with the oral communication, this type of the communication is much more time consuming in the nature. This type of the communication is not at all suitable for the people who are not literate and hence are not able write and read as well, so they are not at all able to use this mode of the communication for the transfer of the information from one end to the other. This type of the communication is the formal type of the communication as while transferring the information from the one end to the other, certain specific formats need to be followed as the written communication is much more rigid type of the communication as compared to the oral form of the communication. In this case, the reports suggest that in certain type of the organisations, the written type of the communication results in the red-tapism in the organisation, leading to the very defensive behaviour between the employees. As it was possible in the oral communication, in the written communication, instant feed back or the reaction to the certain transfer of the information is not at all possible as in the written communication, the message is written, may be rewritten, checked, printed and then it is moved towards the receiver and when coming back, the same steps are actually followed and it takes a lot of the time but this is not the same in the form of the oral communication as the message here is very instantly transferred and made to understand to the receiver and then immediate feed back or the reaction can be received in such case.

The email referred to as the electronic mail and the FAX referred to as the Facsimile act the most widely used tools based on the technology of the computer for the transfer of the information from one end to the other in the form of the written message. They have made space for themselves with the passage of the time and in the present scenario of the intense competition in the world, both of these tools and specially the email has become an integral part of the whole system as the whole system literally is managed on the basis of the emails, may it be for the internal use or the external use. In the case of the FAX, the information is actually transferred from the one end to the other based on the various copies, diagrams etc and this is made possible by the fact that the FAX machines are in fact connected with the help of the telephone at the receiving end as well as the transmitting end. All this actually helps in the transfer of the information as in the case of the FAX, it is fed by a document or the message in the transmitting end that is further then converted in to the various forms of the electrical signals. Now these signals that come in to the existence move via the telephone lines to another FAX machine and now here the role of this FAX machine is that it now reconverts all these signals in to the hand copies that are obtained after the process of the printing. After this the FAX machine that is at the receiving end sends a message that has the duty to confirm that the whole of the message has been received and hence in the other words it can be said that this acts as the receipt of the whole of the information or the message. In the present scenario, a large number of the companies have come up that are actually coming up with a large number of the FAX machines itself, depending on the requirements of the respective firms or the organisations. These firms have tried to study and then conduct the research work on the requirements of the firms or the organisations and then try to design the product according to these requirements. These days the companies are coming up with the FAX machines that can be controlled by the remotes. So in the other words it can be said that such type of the FAX machines can be started or activated with the help of the remote or with the help of the cordless or in other cases the phone line that is running parallel to the whole system. There is the ability with the FAX machine that provides it with a certain level of the memory and helps to store a message if at any particular moment; there is no paper for printing. The cost of the reception and the transmission depends a lot on the speed of the transmission. More is the speed of the transmission and as a result of this less are the transmission cost and also the cost of the reception decreases. The auto paper facility can be availed in the FAX machine but in the cases where there is no auto paper cutter then the paper needs to be cut off. Also most of the FAX machines have the answering machines that are actually in built in the nature.

After this comes the turn of the email, called as the electronic mail and is actually the most widely used form of the written communication for the transfer of the information from the one end to the other. It acts as the very fast means of the written communication as in this case, the message can be transmitted in the form of the written information with the help of the computers that form a connection in the form of the network. For the functioning on the email a modem with the software, access to the network area, a telephone and a computer are required. In the case where the internet is linked with the network, the communication at the global level can be achieved and that too at the prices that are very much comparative to the various forms of the local charges. In the present day scenario, the world has come to such a stage that no one in this world seems to be having time and every one wants to do things and actually achieve the things as soon as possible and hence the world is slowly but steadily moving towards the less formal world and here the world of the email helps the office to be more and more paper less in the nature and helps or facilitates the employees to transfer the information from one end to the other with the help of the emails and by staying at the homes itself, means being operational at there own respective places itself. An easy link of the communication has been formed between the colleagues leading to the transcending of the barriers of the hierarchy and as a result of all this has led to them to be still working even after the working is over. The email acts as the very cheapest mode of the transfer of the information from one end to the other and also helps in getting instant feed back at times when ever required. In the case of the email, one is able to transfer the information to a single person or to a large number of the persons at the same time and these acts as the USP for the email in the written communication. As in the case of the FAX, the email also possesses the power to save some of the data in the memory and hence as a result of all this, the wastage of the time in the various types of the telephone tags is saved up to a very large extent. The coming of the emails has also affected the use of the telephones for the transfer of the information from the one end to the other as in the present day, the emails have become very popular as compared to the telephones as it act as the documented form of the communication and can be used as a record. The people these days are taking more interest towards taking or sharing the email address between each other rather to share the telephone numbers or the postal addresses. It has actually become the base for the shift of the society of the world towards the globalisation and ultimately to the E-expression and the E-culture. But as the 2 sides of the coin, the email is also having some of the disadvantages like it has some of the advantages. One of the demerits of the email is that the email is restricted to the people only with the computers. If the computer or the mobile is removed from loop of the email, the transmission of the information can not be initiated and the whole set up will not be able to work. But as a whole the email act as a very good and an efficient tool for the transfer of the information from one side to the other and now with the passage of the time and with key advancements taking place, the emails can be operated not only with the help of the computers but the same can be done with the help of the mobiles also. A large number of the smart mobile phones have come in to the market that help in the transfer of the information or the message with the help of the emails and at a large number of the platforms generally act as the computers do and hence the loop of the email has widened in the past. Hence the things can be concluded by saying that depending on the various types of the scenarios that come in the day to day life personally or at the work stations, oral communication and the written communication has there own benefits and the demerits but life can not move ahead without these and hence it can be said that depending on the situation from time to time, choice can be made between the oral communication and the written communication in order to transfer the information form one side to the other. Among the written communication, the email is far better than the FAX and as a result of all this, it has assumed very significant rise in the popularity in the present E-culture and this tool can be used not only for the local communication but can be used for the communication at the global level as well. No type of the mode is always good in all the directions and hence depending on the situation, one needs to select between the 2 modes of the communication. As with the help of the oral communication, a personal touch can be given to the communication with urgent or immediate feed back facility. But in the formal ways of the working, the written communication is much better than the other form of the communication as the records on the permanent level are maintained with the message in the complicated state is actually conveyed after pinpointing the responsibility towards the certain person or the certain department.