WRITTEN COMMUNICATION
BUSINESS COMMUNICATION PROJECT
INTRODUCTION
Written Communication is communication by means of written symbols that is communicated by or to or between people or groups. The meaning of
communication is in the way that it is received.
Communication through words maybe in writing or oral. It mainly consists of diagrams, pictures, graphs, etc. Reports, orders, etc have to be conveyed in written form Written communication guarantees that everyone concerned has the same information. It provides a long-lasting record of communication for future.
The Communication Process
Source
Channel Receiver
Message
Message
Message
Message
Encoding
Decoding
Feedback
TYPES OF WRITTEN COMMUNICATION
E-mails Letters and Memos Letters and Memos Agendas Reports Agendas Promotional ReportsMaterial Academic Documents Promotional Material Research (scientific) manuscripts Academic Documents White Papers Research (scientific) manuscripts White Papers
E-mails
E-Mails
E-mail is fast, convenient and easy.
Email is now the dominant method of communicating in business.
Convenient for communicating with people in different places and different time zones. Easier to communicate with people who understand written English but dont speak it well.
Excellent mechanism for follow-up or action items after a meeting. Messages can be saved and retrieved easily.
E-Mails (Challenges)
Email is not always confidential -- emails can sometime be obtained from central network even if deleted from personal computers
USE WITH CARE.
Email is often sent out without re-reading, proof-reading and other standards applied to written communications. We press the send button too soon! Emails can be forwarded and sent to others without your approval or knowledge.
LETTERS AND MEMOS
Letters and memos are the basic vehicles of business communication. They should be brief and make a single point (no more than 2 pages). Letters are for external communications.
Memos are for internal communications.
All Business Letters Should Include:
Heading Or Letterhead
Date
Inside Address
Body
Salutation
Subject line
Closing and Signature
Enclosures or CC
TO: (To whom is the memo directed?) FROM: (Who wrote the memo?) DATE: SUBJECT: or RE:
Types Of Letters & Memos
Letters of request Sales letters Response letters Cover letters, recommendations Letters of collection Letters to vendors and suppliers Memos that deal with employee issues Memos that make announcements Memos for policies and procedures
Reports
Define the main point Define the goals and objectives Collect the evidence needed to support the main point Organize the report
State the conclusions and recommendations
Organization of Reports
Title Executive summary Introduction
Materials and methods
Results and discussions
Conclusions
Recommendations
Written communication helps
in laying down apparent principles, policies and rules for running of an organization.
It is a permanent means of
communication. Thus, it is useful where record maintenance is required.
It assists in proper delegation
of responsibilities on the grounds of speech as it cannot be taken back by the speaker or he cannot refuse to acknowledge.
Effective written communication
develops and enhances an organizations image. It provides ready records and references. Legal defences can depend upon written communication as it provides valid records. Legal defences can depend upon written communication as it provides valid records. It tends to be comprehensive, obvious and accurate. It is well suited to express messages to a large number of persons at the same time.
Disadvantages Of Written Communication
Written Communication is a time consuming process. It takes time to reach the recipient and for him to read it.
It is an expensive mode of transfer as well as the stationery used involves money. Secret or sensitive messages can never be transferred as the information may reach the wrong hands. Its inability to get immediate feedback. Both encoding and transmission of the message take time, resulting in immediate delays.
Written Language Communication is communication by means of written symbols that is communicated by or to or between people or groups.
Immediate clarification is not possible in exchange of written communication.
Written communication creates mountains of paper cluttered around the premises of the organization.
At times its tough to communicate when the writers are poor in grammar and in the choice of words.
Tips For Effective Of Written Communication
Use Of Simple Language Use Active Verbs To Give Life
Write Briefly
Effective Communicati on
Using The Right Tone
Avoid Long Sentences
Conclusion
Conclusion
Ironically, the importance of good writing skills in the business world has become more evident even as companies rely increasingly on computers and other new technologies to meet their obligations. Indeed, business experts warn that any business's positive qualitiesfrom dedication to customer service to high-tech expertisewill be blunted to some degree if they are unable to transfer that dedication and knowledge to the printed page. "Whether you are pitching a business case or justifying a budget, the quality of your writing can determine success or failure," wrote Paula Jacobs in InfoWorld. "Writing ability is especially important in customer communication. Business proposals, status reports, customer documentation, technical support, or even e-mail replies all depend on clear written communication."
Done By :
Ankita 241 Tanisa Sanghavi 242 Mitesh Jain Aakash Panjabi 244 Abhishekh - 245
