Pros and Cons of Written Communication
Like most things, there are two sides to written communication. In some instances, it can be an invaluable tool to save time and money. In others, it can result in greater misunderstandings and even potential lawsuits. Before you commit something to writing, it's always a good idea to determine if a phone call or even a quick meeting would be better.
Pros of Written Communication
- You can send out bulk messages in a uniform, consistent manner
- You have a record of your communication
- You can organize long thought processes or otherwise lengthy messages
- You can review what you've written before it is sent out
Cons of Written Communication
- It can take longer to write out and proofread a message than it can to simply verbalize it in the first place
- Emotion, sarcasm, and jokes can be easily misunderstood
- Many people consider it to be too informal (or too formal, as the case may be)
- Your audience may read something into it that you didn't intend
- Your skill level might give the wrong impression to your audience
Tips for Avoiding Misunderstandings in Written Communication
Of course, there will come a time and place when communicating through writing is either your only option or the best one. Although having a solid grasp of language and grammar is a great place to start, you can also rely on these tips to reduce the possibility of miscommunication.
- Don't use slang words or words that have different meanings within different cultures.
- Don't rely on emoticons (the smiley faces that can either be made out of colons and parentheses or added to an email in a colorful form) to save you from a misunderstanding. If there is a chance your choice of sentence can be taken the wrong way, reword it so that it cannot.
- Always proofread something before you send or deliver it. Use the spellchecker on your word processor if you have to, but don't rely on it to take care of potential misunderstandings or other errors.
- Be short and to the point. The more you stray from a subject, the greater the chances for problems arising later on.
- Take the time to consider how your message is organized. You want your ideas to flow in a logical manner.
- Don't use comparisons or figures of speech in business writing. This is no place to show your creative abilities. Instead, make your point and move on.
- Show respect for the recipients of your message. Don't use language that will either cause offense or undermine their intelligence or capabilities.
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