The Advantages Of Written Communications English Language Essay

2042 words (8 pages) Essay

1st Jan 1970 English Language Reference this

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word is derived from Latin word communis which means to share. It is the process of exchanging information, message. It involves sender as well as receiver. Sender is the one who encodes the message & receiver is the one who gives feedback through proper decoding of the message.

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Oral communication: Oral communication imply communication through mouth. It includes individuals conversing with each other, be it direct conversation or telephonic conversation. Speeches, presentations, discussions are all forms of oral communication. Oral communication is generally optional when the communication matter is of temporary kind or where a direct contact is required. Face to face communication (meetings, lectures, conferences, interviews, etc. is significant so as to build a rapport and trust.

Advantages of Oral Communication

There is high level of understanding and transparency in oral communication as it is interpersonal.

There is no element of inflexibility in oral communication. There is flexibility for allowing changes in the decisions beforehand taken.

Disadvantages/Limitations of Oral Communication

Relying only on oral communication may not be adequate as business communication is formal and very organized.

Oral communication is less genuine than written communication as they are informal and not as organized as written communication.

Written communication: The communication in the form of written words. Like in an organization we use circulars, memos, letters, and notices to communicate with employees & outside world.

Need to use clear, concise & modern English in written communication in the business environment

Advantages of Written Communication

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.

Modern English:

A written communication should use modern English to serve followed needs.

It would help to make clear understanding of the fact.

This is a well known language today.

It would be easy to construct paragraphs.

Everyone can speak this easily.

It helps to get better feedback.

Communication play a very important role in our life & the effective communication is probable only if sender would be able to create proper understanding in the mind of receiver. Message have to contain relevant facts & easily understandable language. We can take an example of Titanic tragedy. If there would be clearer communication many lives would have been saved.

Concise: In business communication we should use as few words as possible in the message keeping in mind that the shortness is not affecting the meaning of the message. A concise message should be meaningful without being lengthy. It serves the following needs:

It saves time & expense for both sender & receiver.

It contributes to emphasis, by eliminating unnecessary words & let important ideas stand out.

It helps us to maintain consistency within relevant facts used in short but meaningful one.

A letter should be as long or as short as is necessary to tell the story effectively.

Conciseness in business communication can be activated by observing the following guidelines:

Avoid wordy expressions.

Include only relevant material.

Avoid unnecessary repetition.

Organize your message well.

Example: wordy: at this point of time,

Concise: now.

Wordy: due to the fact that,

Concise: because.

Clear: The message must be put in simple terms to ensure clarity. Words must mean the same thing to both sender & receiver. For ensuring clear message we require to ensure following consideration:

Choose precise, concrete & familiar simple words.

Construct effective sentences & paragraphs.

it serves the following needs:

No conflicts will arise.

There will be better feedback.

It helps to build trust

It will help to communicate effectively

There will be clear understanding of facts.

Examples: Pompous words (avoid them) Simple words(use them)

At a later date Later

At the present moment Now

Demonstrate Show

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Visualize See

Long phrases (avoid them) Single words (use them)

Importance of good communication skills in today’s business environment:

Good Communicators : Do Good Work

Good business communication helps get the job done well, on time and on budget. The boss or team member who can communicate objectives, step-wise tasks in a concise and logical manner contributes more to a company’s success than one who does not. These communicators are highly valued in today’s multifaceted and competitive business world, and are often earmarked for promotion and increased responsibility.

Cross-Cultural Communication

Today’s global economy, businesses cannot pay no attention to the importance of cross-cultural communication. Businesses are finding that it is in their best interest to learn about national, cultural , they need to communicate with to grow their businesses. Knowledge of language nuances and local customs are important to that growth as a misstep can cause a lost sale or a delayed project.

Dispel Rumors

During any turbulent situation, rumors can spread quickly; thus, it is important to communicate effectively. You want to censor those rumors and ensure that key persons are getting accurate, up-to-date information directly from the source.

Prevent Misunderstandings

Misunderstandings and ensure that correct information is disseminated both internally and externally. The internal audience employees is particularly important, because they can be your ambassadors with external audiences.

Build Teamwork

When everyone pulls together in stressful times, working as a team, relationships are often strengthened. As they act to dismiss rumors, ensure distribution of accurate information and defend the reputation of the organization and its brand, they will have a strong team-structure experience.

Build Trust

Employing this move toward builds trust that can lead to employee and customer loyalty. therefore in the end, crisis becomes a channel to actually strengthening the business brand.

Here are some of the guidelines which staff members are advised to follow in the organization to communicate effectively:

Listen actively: one must have the ability to listen properly to give preference to the speaker. It would help to create response related to the message needs. For this body language can be used like ‘nod’ if u agree with something or point out like ‘I see’ to show your interest. This will help to create better understanding & stronger impression.

Consistency of message: the message to be communicated should always be consistent with the objectives, policies, & programmes of the enterprise. It should not be conflicted with the previous communications; otherwise it would create confusion & chaos in the organization

Flexibility: The communication system should be flexible enough to adjust to the changing requirements. It should be able to carry extra loads of information without much strain. It should absorb new techniques of communication with little resistance. Use of a wide range of media such as oral & written messages, face-to-face contacts, telephonic calls, group meetings.

Mutual trust: Existence of healthy interpersonal relationship between the seniors & the subordinates is also an indicator of a good system of communication existing in any department or organization. It should be noted that no organization can accomplish its goals without group effort which substantially depends on mutual trust.

Beware of interrupting: Interrupting should be avoided while dealing with any member, colleagues or customers. It would make a wrong impression of yours. This may lead to unclear message as receiver would not be able to understand the concept clearly.

Be careful of misinterpreted words and phrases: Sometimes the meaning of message is misinterpreted by the receiver just due to the way of our talking. We need to say something but our pronunciations convey something else. Even the wrongly spelt word can create misunderstanding. For example we must use the sentence like “I have trouble hearing you” instead of using “you need to speak louder” as sometime more focus on “you” shows your defensive attitude & receiver may feel down in conversation with you.

Empathetic listening: Empathetic listening is a smooth flow of communication. Staffs members are advised to avoid premature evaluation rather listen to the speaker patiently & give necessary feedback.

Be sensitive to differences in technical knowledge: Chances are, your customers have less technical knowledge than you do. Be careful, therefore, when explaining things to them. If you use acronyms, be sure you identify what the acronym means. The same acronym can mean different things, even in an IT context (for example, ASP can refer to “application service provider” or “active server page”). Be careful that you don’t make two opposite mistakes: either talking over their head or talking down to them. Keep your eyes on customers when you talk to them and be alert to cues indicating that they don’t understand. Ask them whether they understand what you’re saying, if necessary.

Use analogies to explain technical concepts: A good way to explain a technical idea is to use an analogy. Though they have limitations, analogies are helpful in explaining an unfamiliar idea in terms of a familiar one. One of the best analogies I ever heard compared a firewall to a bank teller. When you enter a bank, you don’t just go into the vault and get your money. Instead, you go to a window, where the teller verifies your identity and determines that you have enough money. The teller goes to the vault, brings it back to the window, and gives it to you, and then you leave.

Use positive instead of negative statements: your customers are more interested in your capabilities than in your limitations. Hence, adopt the attitude of using positive statements instead of using negative one. Avoid using can’t do, sorry, regret, disagree rather adopt using please, thank you, welcome, happy,etc. the way of speaking actually influence their behavior.

Example: Positive statement: thank you for your order. The goods will be sent to you soon.

Negative statement: we regret to inform you about the delay of your order.

Feedback: feedback is the effective way to judge whether receive has understood the message properly or not. Feedback helps to make the communication more effective & helps in removing deviations. Feedback completes the communication as it ensures the clarity of concepts & right interpretation of the meaning of message.

Timely message: Considerable attention should be given to the timeliness of communication. Old information is worse than none at all. Even in an emergency one dare not overlook the situational, psychological, & technical aspect of timing.

Managing stress: In small doses, stress can help you perform under pressure. However, when stress becomes invariable and irresistible it can hamper effective communication by disrupting your aptitude to think clearly and creatively, and act properly. When you’re stressed, you’re more likely to misread other people, send confusing or off-putting nonverbal signals, and lapse into unhealthy hasty patterns of behavior.

word is derived from Latin word communis which means to share. It is the process of exchanging information, message. It involves sender as well as receiver. Sender is the one who encodes the message & receiver is the one who gives feedback through proper decoding of the message.

Oral communication: Oral communication imply communication through mouth. It includes individuals conversing with each other, be it direct conversation or telephonic conversation. Speeches, presentations, discussions are all forms of oral communication. Oral communication is generally optional when the communication matter is of temporary kind or where a direct contact is required. Face to face communication (meetings, lectures, conferences, interviews, etc. is significant so as to build a rapport and trust.

Advantages of Oral Communication

There is high level of understanding and transparency in oral communication as it is interpersonal.

There is no element of inflexibility in oral communication. There is flexibility for allowing changes in the decisions beforehand taken.

Disadvantages/Limitations of Oral Communication

Relying only on oral communication may not be adequate as business communication is formal and very organized.

Oral communication is less genuine than written communication as they are informal and not as organized as written communication.

Written communication: The communication in the form of written words. Like in an organization we use circulars, memos, letters, and notices to communicate with employees & outside world.

Need to use clear, concise & modern English in written communication in the business environment

Advantages of Written Communication

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.

Modern English:

A written communication should use modern English to serve followed needs.

It would help to make clear understanding of the fact.

This is a well known language today.

It would be easy to construct paragraphs.

Everyone can speak this easily.

It helps to get better feedback.

Communication play a very important role in our life & the effective communication is probable only if sender would be able to create proper understanding in the mind of receiver. Message have to contain relevant facts & easily understandable language. We can take an example of Titanic tragedy. If there would be clearer communication many lives would have been saved.

Concise: In business communication we should use as few words as possible in the message keeping in mind that the shortness is not affecting the meaning of the message. A concise message should be meaningful without being lengthy. It serves the following needs:

It saves time & expense for both sender & receiver.

It contributes to emphasis, by eliminating unnecessary words & let important ideas stand out.

It helps us to maintain consistency within relevant facts used in short but meaningful one.

A letter should be as long or as short as is necessary to tell the story effectively.

Conciseness in business communication can be activated by observing the following guidelines:

Avoid wordy expressions.

Include only relevant material.

Avoid unnecessary repetition.

Organize your message well.

Example: wordy: at this point of time,

Concise: now.

Wordy: due to the fact that,

Concise: because.

Clear: The message must be put in simple terms to ensure clarity. Words must mean the same thing to both sender & receiver. For ensuring clear message we require to ensure following consideration:

Choose precise, concrete & familiar simple words.

Construct effective sentences & paragraphs.

it serves the following needs:

No conflicts will arise.

There will be better feedback.

It helps to build trust

It will help to communicate effectively

There will be clear understanding of facts.

Examples: Pompous words (avoid them) Simple words(use them)

At a later date Later

At the present moment Now

Demonstrate Show

Visualize See

Long phrases (avoid them) Single words (use them)

Importance of good communication skills in today’s business environment:

Good Communicators : Do Good Work

Good business communication helps get the job done well, on time and on budget. The boss or team member who can communicate objectives, step-wise tasks in a concise and logical manner contributes more to a company’s success than one who does not. These communicators are highly valued in today’s multifaceted and competitive business world, and are often earmarked for promotion and increased responsibility.

Cross-Cultural Communication

Today’s global economy, businesses cannot pay no attention to the importance of cross-cultural communication. Businesses are finding that it is in their best interest to learn about national, cultural , they need to communicate with to grow their businesses. Knowledge of language nuances and local customs are important to that growth as a misstep can cause a lost sale or a delayed project.

Dispel Rumors

During any turbulent situation, rumors can spread quickly; thus, it is important to communicate effectively. You want to censor those rumors and ensure that key persons are getting accurate, up-to-date information directly from the source.

Prevent Misunderstandings

Misunderstandings and ensure that correct information is disseminated both internally and externally. The internal audience employees is particularly important, because they can be your ambassadors with external audiences.

Build Teamwork

When everyone pulls together in stressful times, working as a team, relationships are often strengthened. As they act to dismiss rumors, ensure distribution of accurate information and defend the reputation of the organization and its brand, they will have a strong team-structure experience.

Build Trust

Employing this move toward builds trust that can lead to employee and customer loyalty. therefore in the end, crisis becomes a channel to actually strengthening the business brand.

Here are some of the guidelines which staff members are advised to follow in the organization to communicate effectively:

Listen actively: one must have the ability to listen properly to give preference to the speaker. It would help to create response related to the message needs. For this body language can be used like ‘nod’ if u agree with something or point out like ‘I see’ to show your interest. This will help to create better understanding & stronger impression.

Consistency of message: the message to be communicated should always be consistent with the objectives, policies, & programmes of the enterprise. It should not be conflicted with the previous communications; otherwise it would create confusion & chaos in the organization

Flexibility: The communication system should be flexible enough to adjust to the changing requirements. It should be able to carry extra loads of information without much strain. It should absorb new techniques of communication with little resistance. Use of a wide range of media such as oral & written messages, face-to-face contacts, telephonic calls, group meetings.

Mutual trust: Existence of healthy interpersonal relationship between the seniors & the subordinates is also an indicator of a good system of communication existing in any department or organization. It should be noted that no organization can accomplish its goals without group effort which substantially depends on mutual trust.

Beware of interrupting: Interrupting should be avoided while dealing with any member, colleagues or customers. It would make a wrong impression of yours. This may lead to unclear message as receiver would not be able to understand the concept clearly.

Be careful of misinterpreted words and phrases: Sometimes the meaning of message is misinterpreted by the receiver just due to the way of our talking. We need to say something but our pronunciations convey something else. Even the wrongly spelt word can create misunderstanding. For example we must use the sentence like “I have trouble hearing you” instead of using “you need to speak louder” as sometime more focus on “you” shows your defensive attitude & receiver may feel down in conversation with you.

Empathetic listening: Empathetic listening is a smooth flow of communication. Staffs members are advised to avoid premature evaluation rather listen to the speaker patiently & give necessary feedback.

Be sensitive to differences in technical knowledge: Chances are, your customers have less technical knowledge than you do. Be careful, therefore, when explaining things to them. If you use acronyms, be sure you identify what the acronym means. The same acronym can mean different things, even in an IT context (for example, ASP can refer to “application service provider” or “active server page”). Be careful that you don’t make two opposite mistakes: either talking over their head or talking down to them. Keep your eyes on customers when you talk to them and be alert to cues indicating that they don’t understand. Ask them whether they understand what you’re saying, if necessary.

Use analogies to explain technical concepts: A good way to explain a technical idea is to use an analogy. Though they have limitations, analogies are helpful in explaining an unfamiliar idea in terms of a familiar one. One of the best analogies I ever heard compared a firewall to a bank teller. When you enter a bank, you don’t just go into the vault and get your money. Instead, you go to a window, where the teller verifies your identity and determines that you have enough money. The teller goes to the vault, brings it back to the window, and gives it to you, and then you leave.

Use positive instead of negative statements: your customers are more interested in your capabilities than in your limitations. Hence, adopt the attitude of using positive statements instead of using negative one. Avoid using can’t do, sorry, regret, disagree rather adopt using please, thank you, welcome, happy,etc. the way of speaking actually influence their behavior.

Example: Positive statement: thank you for your order. The goods will be sent to you soon.

Negative statement: we regret to inform you about the delay of your order.

Feedback: feedback is the effective way to judge whether receive has understood the message properly or not. Feedback helps to make the communication more effective & helps in removing deviations. Feedback completes the communication as it ensures the clarity of concepts & right interpretation of the meaning of message.

Timely message: Considerable attention should be given to the timeliness of communication. Old information is worse than none at all. Even in an emergency one dare not overlook the situational, psychological, & technical aspect of timing.

Managing stress: In small doses, stress can help you perform under pressure. However, when stress becomes invariable and irresistible it can hamper effective communication by disrupting your aptitude to think clearly and creatively, and act properly. When you’re stressed, you’re more likely to misread other people, send confusing or off-putting nonverbal signals, and lapse into unhealthy hasty patterns of behavior.

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