Communication is a process whereby information is enclosed in a package and is channeled and imparted by a sender to a receiver via some medium. The receiver then decodes the message and gives the sender a feedback. All forms of communication require a sender, a message, and an intended recipient; however the receiver need not be present or aware of the sender's intent to communicate at the time of communication in order for the act of communication to occur. Communication requires that all parties have an area of communicative commonality. There are auditory means, such as speech, song, and tone of voice, and there are nonverbal means, such as language, sign, para-language, touch, eye contact, through media, i.e., pictures, graphics and sound, and writing.
Communication through words may be in writing or oral. Written communication entails transmission of message in black and white. It mainly consists of diagrams, pictures, graphs, etc. Reports, policies, rules, orders, instructions, agreements, etc have to be conveyed in written form for proper functioning of the organization. Written communication guarantees that everyone concerned has the same information. It provides a long-lasting record of communication for future. Written instructions are essential when the action called for is crucial and complex. There are different means of communicating in this world. There are a few advantages that are associated with oral communication over written communication. In oral communication we save our time, we talk face to face, oral communication can be recorded. Sentences are shorter and self-referencing pronouns. Oral communication does not need writing skills, it can be on the spot, and it can be more personal than written communication. Advantages of Oral Communication Non-verbal cues are combined with verbal skills, adding more dimension to the communication experience. - Is instant and immediate in its conveying and receiving of information. - Creates transparency, heightening chances of the audience understanding the meaning of the speaker - Builds self-esteem of both the audience and the speaker.
- Builds interpersonal and intrapersonal relationships by allowing the speaker to interact with the audience directly. - Almost instant feedback through the body language and reactions of the audience, allowing speaker to gauge the level of understanding and attention given by the audience, as such speaker can alter his way of speaking to accommodate the audience to maximize understanding. - A good source of entertainment to eradicate boredom. Oral communication is at work everywhere. Verbal chatting is also a form of oral communication. - Helps to builds the credibility of speaker.
- Allows the audience to judge not only the content of the speech, but also how it is put across in words and whether the speaker is effective and persuasive. Disadvantages of Oral Communication -Unrepeatable - Information retention is difficult, it is harder to store or retrieve. The 80-20 rule comes into play here-the majority of the audience is likely to forget 80% of the information, while retaining only 20%- thus making the speaker's task very difficult. - Selective hearing, receiving information may be distorted resulting in miscommunication. - Audience must be active listeners. - The same words said in different tones may convey very different messages. - Difficulty in finding words to correctly convey meaning in a short period of time. - Some may find it easier to organize information through writing. - Easier to visualize the flow of information? This idea is good but only if the visualizations, for example, PowerPoint presentations, are kept simple, short and to the point for the audience to grasp the idea easily. Presentation of too much written material is difficult to grasp in a short span of time. - People usually take more time to communicate an idea.
Merits of written communication
• It ensures transmission of information in...
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