written communication

Spice is the Variety of Life
It's almost dinnertime, and your in-laws are in town for the evening. You desperately want to
impress them with your cooking skills and have spent countless hours researching the perfect
meal to prepare for them. You have chosen a dish that is straight from their ethnic heritage,
and you know that you have to get the spices right, choosing the right blend and using them
at the most optimal time to enhance the flavor of your dish. After much consideration as to
what you need to do and the best way to do it, you manage to pull it off perfectly!
Communication, like spices, comes in a variety of types. While having a variety is nice, it is
important to know which one to use and at what time to maximize your success, much like
preparing the meal for the in-laws. Let's take a look at the four most common types of
communication used by managers, including interpersonal communication, nonverbal
communication, written communication and oral communication.
A number of researchers claim the total impact of our communication breaks down as:
7% verbal – the words we use
38% vocal – the volume, pitch, rhythm, tone of our words
55% body movements – our facial expressions, positioning, gesturing
Verbal or oral communication uses spoken words to communicate a message. When most
people think of verbal communication, they think of speaking, but listening is an equally
important skill for this type of communication to be successful. Verbal communication is
applicable to a wide range of situations, ranging from informal office discussions to public
speeches made to thousands of people.
Improving your verbal communication skills can help you to foster better relationships with
your coworkers and maintain a large network of contacts that you can call on when
necessary. Consultants are one group of professionals that need to pay particular attention to
this area of communication, as they need to constantly meet with new people and quickly
communicate large quantities of important information.
'Verbal' means 'spoken'. So, verbal communication is the messages you send with words. It's
what you actually say.
For example, an employee may conclude that a new worker doesn’t like him because that
person doesn’t make eye contact or keeps a physical distance. But the person could be shy or
introverted and may have been interpreted incorrectly. Jones says it is important to remember
that it takes two people to communicate: one to express and the other to perceive.
Non-verbal communication is the messages you send with your body. Some people call it
your body language. For example:
facial expressions - smiling, frowning, raising eyebrows, eye contact
gestures - waving your hand, pointing your finger, crossing your arms
posture - the way you stand or sit.
Non-verbal communication also includes the tone and pitch of your voice. So, verbal
communication is the words. But non-verbal communication is how you say the words.
Non-verbal communication is an important part of the communication process. Up to twothirds of the meaning of a message can come from non-verbal communication. So, it's very
important that you are aware of it. A facial expression or simple hand gesture can show:
how we feel
what we like or dislike
if we care or not.
Written communication is essential for communicating complicated information, such as
statistics or other data, that could not be easily communicated through speech alone.
Written communication also allows information to be recorded so that it can be referred to
at a later date. When producing a piece of written communication, especially one that is
likely to be referred to over and over again, you need to plan what you want to say carefully
to ensure that all the relevant information is accurately and clearly communicated.
Written communication must be clear and concise in order to communicate information
effectively. A good written report conveys the necessary information using precise,
grammatically correct language, without using more words than are needed.
Next to oral communication, written communication is the oldest known form of
communication. Any form of communication which is written and documented from the
sender to the receiver is known as written communication. Examples of written
communication include letters, memos, research papers, reports, etc.
It is a very concrete form of documentary evidence and can also be used for future reference
purposes. As the information is written, it can be easily distributed to many people thus
making it a bulk communication method. As the information does not change from person to
person, the accuracy of the information conveyed is same across the entire audience.
To ensure an effective written communication form, it is a must to follow completeness,
clarity and correctness in your writing. As there is no immediate feedback that can be
received, it is important that written communication is detailed and accurate to ensure that the
write message is communicated.
Also remember to keep the communication simple and without any errors. Written
communication also has its limitations like lack of feedback, absence of modulations to
convey message effectively, etc. These can be overcome effectively by mixing oral
communication with written so as to combine the advantages of both along with eliminating
the disadvantages.