Written communication is normally considerably more formal than verbal communication and if you take the time to write down verbatim what you would say if you had the audience in front of you then you see that it does not look right. With the rise of technology more and more instant communication in the form of emails is common practice in business and as the recipient has the choice of whether to read or delete it becomes down to the individual to ensure that the communication is not too long and that it contains the salient points in a way that will ensure that it is read. The big advantage with the written word is that we have longer to absorb it as it is right there in front of us. When we hear something it is gone very quickly and we have nothing to refer back to. So in essence in writing we have to make every word count.

It is important to bear in mind that preparation is perhaps the most important element of effective communication and first and foremost is is vital to understand what the overall objective is and what you want to get out of this particular piece of communication so in essence the following stages should be followed:-

1. Determine the objectives
2. What are the key points
3. Decide on a structure
4. Decide the inclusion of visual aids e.g graphs and tables

There are several reasons why written communication can be the preferred option:-

1. If the message is short and the audience large then emailing it is often the most practical and less time consuming option.

2. Conversely if the message is complicated and detailed then having it in writing allows the recipient to refer back again and again to ensure they understand it. It also allows them to refer to specific elements in detail if they are querying anything with the person who created it.

3.Quite often there is background information and other supporting documentation that needs to be looked at so again if it is given in writing then the recipient has the opportunity to look at everything in detail to ensure a full understanding.

So in conclusion take the time to carefully prepare and don't overload your audience and use any visual aids which will help to convey your message.Finally before you send any communication check and double check to ensure accuracy!

Learn more about this author, Noleen Wyatt-Jones.
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