The Differences Between Written and Other Formats
Communication can be categorized into three basic types :
Written communication, in which you read their meaning;
Verbal communication, in which you listen to a person to understand their meaning; and
Non-Verbal communication, in which you observe a person and infer meaning.
What is Written Communication ?
Written communication is the oldest known form of communication. Any form of communication which is written and documented from the sender to the receiver is known as written communication. Writing has become an intrinsic part of our humanity and history over the millennia.
Written communication, by contrast, can be constructed over a longer period of time. Written communication is often asynchronous (occurring at different times). That is, the Sender can write a Message that the Receiver can read at any time, unlike a conversation that is carried on in real time. A written communication can also be read by many people (such as all employees in a department or all customers). It’s a “one-to-many” communication, as opposed to a one-to-one verbal conversation. There are exceptions, of course: a voicemail is an oral Message that is asynchronous. Conference calls and speeches are oral one-to-many communications, and e-mails may have only one recipient or many.
To ensure an effective written communication form, it is a must to follow completeness, clarity and correctness in your writing. As there is no immediate feedback that can be received, it is important that written communication is detailed and accurate to ensure that the write message is communicated.
Also remember to keep the communication simple and without any errors. Written communication also has its limitations like lack of feedback, absence of modulations to convey message effectively, etc. These can be overcome effectively by mixing oral communication with written so as to combine the advantages of both along with eliminating the disadvantages.
What is Verbal Communication ?
Verbal communication is the use of words to share information with other people. It can therefore include both spoken and written communication. However, many people use the term to describe only spoken communication. The medium of the Message is oral. Verbal communication involves both speaking and listening, as it requires active participation from both the sender and the receiver of the message.
Oral communication is transfer of information from sender to receiver by means of verbal and visual aid. Though the message is conveyed through words, most of the times oral communication is effectively carried out with the help of non-verbal communication like body language and tone modulations. Oral communication is also at times mixed with visual aid to help establish the conveyed message in a clear manner.
What is Non-Verbal Communication ?
Nonverbal communication, also called manual language, is the process of sending and receiving messages without using words, either spoken or written. Similar to the way that italicizing emphasizes written language, nonverbal behavior may emphasize parts of a verbal message.
Communication is not only what we verbally say, but what we consciously or unconsciously do during our communication. Individuals often do not understand what happened during a conversation that caused another individual to feel the way that they do. Communication is in everything we do and how we do it. The way an individual communicates affects them in the spiritual surrounding, their workplace, friendships, and personal relationships.
Nonverbal communication can tell us more about a person than the verbal information that the individual contributes. Smiling, waving, cheerful tone all translate into words of happiness; while using a deeper than normal tone and frowning translates into words of aggression or dislike.
Advantages and Disadvantages of Written, Verbal, Non-Verbal Communication
Advantages of Written Communication:
Clarity and Precision: Written communication allows for the careful crafting of messages. Writers can take the time to choose the right words, structure sentences, and organize information logically, resulting in clear and precise communication.
Permanent Record: One of the greatest strengths of written communication is its ability to serve as a permanent record. Unlike verbal communication, written messages create a lasting record of the conversation.
Documentation: Written communication is essential in formal settings, such as business and legal matters. Agreements, contracts, and procedures are documented in writing, providing a legally binding record of commitments.
Time Flexibility: One of the significant positives of written communication is that it does not require an immediate response. Both the sender and receiver can take their time to read, process, and respond at their convenience.
Formality and Professionalism: Certain types of communication, such as business letters, reports, or official documents, often require a more formal tone. Written communication allows the sender to ensure the message is appropriately structured and adheres to professional etiquette.
Editing and Reviewing: Writers have the chance to carefully review and modify their messages prior to sending. This allows for the correction of errors, improvement of clarity, and refining of the overall message.
Message Broadcasting: In situations where a message needs to be conveyed to a large audience simultaneously, written communication through emails, newsletters, or announcements becomes an efficient and scalable method.
Disadvantages of Written Communication :
Lack of Immediate Feedback: One of the main demerits of written communication is the absence of immediate feedback. Unlike verbal communication, where you can determine the recipient’s reactions and adjust your message accordingly, written communication does not offer real-time interaction.
Misinterpretation and Ambiguity: Written messages can be misinterpreted due to the absence of different non-verbal cues, such as facial expressions and tone of voice.
Time-Consuming: Crafting well-written messages can be time-consuming, especially when dealing with complex or lengthy topics.
Language and Cultural Barriers: When communicating across different languages or cultures, written communication can be particularly challenging. Idiomatic expressions or cultural variations may not translate accurately, potentially leading to misunderstandings and offense.
Lack of Adaptability: Once a written message is sent, it cannot be easily adapted or updated, which can be a disadvantage if new information emerges or if changes need to be made.
Limited Personal Connection: Another issue with written communication is the lack of personal touch that comes with face-to-face or even verbal communication.
Advantages of Verbal Communication
There are many benefits of oral communication. This form of communication is a quick and direct method of communication. Be it a criticism or praise or information, it helps to convey the message immediately to the receiver. This method of communication enables in obtaining immediate feedback and hence is a form in which two-way communication can be enabled.
The other main advantage of this communication method is that it helps in conveying the message with the desired pitch and tone that is needed for the message. It also saves on time in a huge way and saves enormously on effort that is spent. Oral communication is a less formal method as compared to others and hence adds a personal touch to your message. Combined with the right kind of verbal communication, oral forms can create confidence and loyalty on the sender from the receiver’s side.
Disadvantages of Verbal Communication
Though it has many advantages, oral communication has its set of limitations also. This form of communication can be misinterpreted or misunderstood very easily. Communicating effectively through oral forms require high skills and is not something that everyone can master. It is also not a form of communication that can be used as a form of documentary evidence.
Advantages of Non-Verbal Communication
Establishes trust: Non-verbal communication can build trust and establish relationships between people. It can help create a sense of understanding and comfort between two people and make them feel more connected.
Enhances verbal communication: We use Non-verbal communication to improve verbal communication. Using body language or facial expressions to emphasize a point can help make a point clearer or more memorable.
Allows for quick communication: Non-verbal communication is often faster than verbal communication.
Conveys emotion: People use Non-verbal communication to convey emotion and feelings. It can be especially useful when it is challenging to express emotions verbally, such as in a business meeting or when talking to a stranger.
Improves relationships: Non-verbal communication can build relationships and foster understanding between people. Responding to non-verbal cues shows that you listen to and understand someone.
Creates an engaging atmosphere: Non-verbal communication can create a more engaging atmosphere.
Effective in a noisy environment: Non-verbal communication can make it easier to understand a message in a noisy environment.
Bridges differences: Non-verbal communication can bridge cultural differences.
Helpful in conveying subtle
messages: Non-verbal communication can convey subtle messages that may be difficult to express verbally.
Disadvantages of Non-Verbal Communication
Can be misinterpreted: Non-verbal communication can be challenging to interpret, and we can easily misinterpret it. For example, facial expressions, body language, and tone of voice are not present in an email. Thus, we can misinterpret the message.
Language barriers: Non-verbal communication can be challenging to interpret across cultural and language barriers. Something considered polite in one culture may be regarded as rude in another, making it hard to communicate effectively with someone from a different background.
Difficulty in Disagreeing: Non-verbal communication, such as facial expressions, can make it difficult to disagree with someone without offending them.
Hard to control: Non-verbal communication can be hard to control, as it is often an unconscious behavior.
Failure in a virtual environment: Non-verbal communication can be difficult to interpret in a virtual environment.
Manipulative: Non-verbal communication can manipulate or deceive, leading to misunderstandings.