What are the advantages of Written Communication in Business?
So, we would divide it into two ways:- (1) Writing (2) Reading In a business organization, we send the written communication to the following persons, organizations or agencies.
These could be the employees, consumers, management, labour, suppliers, distributors or the stockholders of the company.
We also send the written communication to government departments, bankers, insurance companies and security agencies.
The distinct forms of the advantages of written communication are: –
- Reports: we prepare Reports to show the working results of the organization department, factory, plant or any other institution. It also prepares these to show the result of an enquiry. Many institutions like banks, insurance companies, educational institutions and other business enterprises prepare annual reports which show their achievements in the past year and also the obstacles, the impact of economic conditions, working results and the plans for the future. Some reports are confidential. It must base a report on facts and cover a specific period. It must serve as an aim and suggest the future course of action.
- Business Letters: Business letters are also an important form of written communication. We should write a business letter formally and in simple language, with no scope for confusion. It should be polite on printed paper containing the name and address of the company along with the date and reference number. As we can use business letters for the legal purpose, also we should write these with great care.
- Newsletters: Business houses often use business letters to inform their customers about new products, change in the channel of distribution, enhancement of in price, improvement in packaging, increase in weight and recent use of their impressive, forceful, simple convincing and precise.
- Advertisements: it means Advertisements to inform the people of company products and service; The more a company carries on the advertising campaign, the more it increases it makes its sales advertisements in programmes, cinema slides and sales demonstrations. All advertisements must appeal, attractive, convincing and should achieve the objectives of the company i.e. increase in sales.
- Manuals: Job manuals are a form of written communication and help in defining the duties and responsibilities of the employees. All enormous companies have job manuals. In the absences, they follow standard job manuals. The specific duties of a chief official in the company can be determined, thorough manual. A job manual denotes exactly what are the powers and duties of the person. How many people would work under him? What would be the reporting relations and who would be responsible to whom? Job manuals also mention the levels of structure of wage and salaries.
- Signs: Signs are also used to communicate information. If a van with ‘+’ sign in red colour passes on the road it shows that it belongs to a hospital or Red Cross. A signal over the railway track also shows the arrival or non-arrival of the train. If the signal is down, passengers shall get ready and wait anxiously for the train.
- Annual Reports: Usually all the companies publish their annual reports for the consumption of their shareholders, employees, public and government agencies. These reports comprise working results, information about public liking and admiration of company products and services. Annual reports also mention the economic problems faced by the company and efforts of the directions to solve them. What company’s plans are for future action?
- Bulletins: Some companies publish their bulletins informing people about the products and services provided by the company. The standard of workmanship and technical know-how, place of the company in reaction to share of the market, plans and efforts of the company to fulfil is obligations towards social responsibilities, Universities also publish bulletins mentioning their educational programme, other charges, hostel facilities provided, scholarships and fellowships offered and mode of admissions.
- Charts, Graphs and Diagrams: Graphs and diagrams are also used for written communication. Doctors use graphs to indicate the changing temperatures of the patient in the morning, noon and evening. Statisticians use graphs to show the results over a period of a few years, like India’s exports and imports as compared to those of last year. Banks use charts for public consumption and to invite more bank deposits. Bank provides charts showing the amount invested, duration covered and the amount of interest to be earned, etc.
- Memoranda: Memoranda are of expert use to the executives, they send these to the concern executives so they are well informed and their decisions may be appropriate under the circumstances. The memoranda also called memo could contain information concerning the industry or the industrial enterprises, employees, labour productivity, cost of production and such other matters. Other than the technical information, the memos could also contain information about the employees. The memos supply up-to-date information to the executives and also make them aware of the ongoing trends in the business. This is a low cost of the method of keeping the executives well informed.