We made the point earlier that whenever we have to communicate, one of our first decisions will be to choose the best and most effective method of communication. Our choice will always be determined by the nature and purpose of our message and the needs and anticipated reactions of our audience.

For example, written communication plays a vital role in organisational activities, and the ability to communicate effectively in writing is one of the key measures of manager’s competence.

Written communication is essential where

• a permanent record is required;
• the subject requires a detailed analysis;
• accuracy and precision in wording are necessary; and
• the audience is widespread or large.

It will be useful at this point to consider a more detailed comparison of the advantages and disadvantages of oral and written communication. (See table )

To Write or to Speak?

Advantages Written Oral   Better for facts and opinions   Better for feelings and emotions   Better for difficult or complex   messages: can be reviewed   More personal and individual   Can be both written and read when   individuals are ‘in the right mood’   Generally less costly   Can be carefully planned and   considered before transmission   Allows you to correct and adjust   your message in the light of   feedback and non-verbal cues   Errors can be removed before   transmission     Useful for circulation Disadvantages   More time –consuming and costly   More difficult to think coherently as   you speak   Feedback is either non existent or   delayed   Something once you said cannot   be erased   Lacks non-verbal cues which help   interpretation   Not easy to control   You can never be sure the message is   read     Lacks warmth and individuality   Some people can’t read or don’t like   reading