Advantages and Disadvantages of Written Communication

Undoubted there are many more advantages for written communication but, there are some disadvantages too. Advantages and disadvantages of written communication here one by one.

Advantages and Disadvantages of Written Communication

Importance/benefits/advantages of written communication

Authoritative Document
Main purpose of written communication it the evidence it also known as authoritative document.

Easily understanding
Another reason for popularity of written communication is easily understanding like if you don’t understand something in first time you have huge chance to see it next time which not available in oral communication.

Acceptability
Written communication has a exceptional acceptability to people specially when it formal communication.

Effectiveness
Undoubtedly we can say that mass people give more priority to a written document as well as every organization announce their important issue in written format.

Permanent record
This is other most important facility of  written communication. Every kind of written communication document are a permanent record and can preserved for further assistance.

Reduction of Risk
Written communication is one kind of evidence so, it can reduce the risk this is most important advantage of written communication.

Less possibility of Distortion
In written communication there are less chance of distortion because it here are multiple chance to revise the written communication document.

Alternative Method
Written communication can be easily use as alternative for any method of communication.

Delegation of Authority

Effective control

Personal Image

Wide Access

The above mentioned advantages justify the existence of written communication.

Disadvantages of written communication

Written communication is not Applicable for all the circumstances.) Due to some limitations written communication is not always effective everywhere as a mode of communication. Some important demerits/limitations are presented below:

 Written communication is not applicable for all the circumstances. Due to some limitations written communication is not always effective everywhere as a mode of communication.

Lack of secrecy
Written communication is exposed to everyone who are concerned with the message or information. So there is a chance of leakage of information from any employees which may cause a huge loss to Organization.

Expensive
Such communication is expensive. It involves expenditure in purchasing paper, .ink, typewriting and printing machine as well as maintenance of such equipment and machines.

Wastage of time
Such communication is time consuming. From starting to end it takes a lot of time. A message if sent through mechanical device like telephone may take a moment to reach destination; whereas a message if sent through any written device like letter may require two, three or even more days to reach destination.

Late Feedback
In written communication, the receiver opens the letter and read it very attentively taking more time. When he responds to the letter, he takes some additional time to answer according to the requirement. For this reason, feedback is delayed.

Lack of Direct Relations
Through written communication there is very little scope for personal relationship to grow between the sender and the receiver. Lack of personal touch may cause communication gap or delayed communication.

Lack of flexibility
There are some pre-determined formalities which are required to be   maintained   while   making written   communication.   Observation   of such formalities is a lengthy process. If any immediate change is required, it is not possible instantly due to lack of flexibility of written communication.

Red tapism
Written communication facilitates red tapism. A message from the chief executive reaches its destination via different sections of people. It may happen that an urgent letter or message is kept on a file without any action. The concerned persons intentionally do such which causes delay in processing information. Due to this red tapism, quick decision making is hampered.

Useless for the illiterate
If the receiver is illiterate then written communication does not make any sense. So, such communication is meaningless to the illiterate people. This causes ineffective communication.

Cost of filing and indexing
This is an additional cost to be borne by the Organization. Written communication are documented or filed for future purpose. Expenditures are required to be incurred for making racks and arranging other equipments.

Flattery and Inflated information
If any message is supposed to go against the interests of employees or higher officials then there is a chance of fabrication of such message by the concerned person. To gain extra advantage or to avoid criticism, such person may flatter and inflate information in the written message.

Delayed correction
In written communication due to the lack of direct contact between a communicator and communicate, any mistake if occurred, takes huge time for its correction. Even if the mistake is identified immediately, still its correction is not possible. For Example, a letter which is posted cannot be brought back for correction if any mistake is identified later on.

Complexity and sluggishness
To determine the objective of sending any message. Drafting of such message and therefore sending the message to the receiver involves observation of various rules, procedures or formalities. Furthermore, there is delay in feedback in such communication.  The whole process involves complexity and sluggishness.

The above demerits are required to be addressed while making written communication. Such demerits should be minimized to make effective communication.

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