FEATURES OF WRITTEN COMMUNICATION

FEATURES OF WRITTEN COMMUNICATION

Written communication is a very critical recipe for success of managers and leaders. Following famous statement also underpins the importance of writing skills:

“Beneath the rule of men entirely great,
The pen is mightier than the sword!”

Written communication has the following unique features:

(1) Creativity
Written communication is the product of a well thought out process: It is not a spontaneous response as is the case with oral communication. A message written in the form of letters (and even emails) is deliberate and creative.

(2) Delayed response
Since crafting a written communication takes some time, the response to the sender is not as prompt as it is for oral communication.

(3) Limited cycles of exchange
In oral communication whether face-to-face or otherwise, in a short span of time, it can complete several cycles of communication and all doubts get cleared quickly. In written communication, ideally responses should be complete and clear in the first instance but in case, some clarification is needed, one has to make do with one or two cycles of communication only.

(4) Feedback from the receiver
There may be a considerable time lag in receiving the response from the receiver. A fax message (telex of old days), may be answered quickly, possibly within a few hours. If it is a letter, the receiver may take a day before it is read and responded, if at all. Similarly, a written report (including soft copy sent online) may be read in a few days. This time lag is longer. In many cases, it may not happen at all. Lack of feedback/response can arise from lack of concern, forgetfulness or even contempt!