Communication is one of the most important factors in any phase of life. Whether it is a crying baby trying to tell his mother that he's hungry or a politician getting his point across using different modes and means. You may able to escape an aspect of communication, but you cannot escape communication as a whole.
Such is the importance of communication, that organizations, whether big or small, allocate separate departments to take care of the inflow and outflow of communication. Written communication is the most important and the most effective of any other modes of business communication. Read ahead to know more about the different types of written communication that are used in workplaces and also their uses.
Importance of Effective Written Communication
Why is written communication so important? Let us see.
- Record: Written communication within the organization serves as a record of its daily proceedings.
- Evidence: Written communication at the workplace can also play the role of legal evidence in court cases.
- Delegation: Intradepartmental communication helps in the delegation of work within the different departments of the organization.
- Contact: Communication such as emails, etc., are an important means of maintaining contact with clients, employees, suppliers, etc.
- Advertising: Different forms of written communication are used to attract prospective buyers/customers. Hence, written communication as an advertising tool is also important.
Types of Written Communication
Contracts and Agreements: This is the most important form of written communication within any organization. It involves everything from contracts to licenses to different types of letters, like a letter of offer to a prospective employee, a letter of intent, confidentiality agreements, terms and conditions, business introduction letter, etc. These written documents are to be preserved very carefully by both the parties mentioned therein, as they are important legal documents.
Emails: Today, emails have almost entirely replaced handwritten letters. Though the medium may have changed, the same basic letter writing and other skills for writing apply even for writing emails. In fact, there are special departments that take care of this. These people are specially appointed to monitor and ensure the smooth flow of correspondence within and outside the organization. They also keep an eye out for any unethical emails that may be circulating around the office. Emails as workplace communication can also be used as evidence in a court of law.
Intranet: Intranet can be used for both, vertical and horizontal communication. Vertical is from the top management to the employees. Horizontal communication is within a single department on the same level. Instead of using telephones or personally visiting another colleague's workstation, companies use the intranet which gives them the facility of being connected via a network to the workstations of their colleagues. Different instant messaging services (within the office) are also used by many companies.
In-house Newsletters/Magazines: Many corporate houses are adopting the idea of having an in-house magazine or newsletter published. This serves two purposes: it helps employees explore their hidden talents and everyone gets to know everyone better when they see them in the journals.
Others: Other small forms of written communication within a workplace include notices, circulars, rosters, posters, memos, etc. These are seen all across the office and can be changed frequently. They have a very limited validity but can sometimes be very crucial forms of written communication.
These were the different forms of written communication that can be used in the workplace. Unethical business writing is a very serious matter. Improper use of the means of written communication provided in the office can very easily be traced back to the guilty party. So, avoid indulging in any such activity and have a hassle free professional life.