Q.3. Discuss the Advantages and Disadvantages of Verbal and Written Communication.
When a message is communicated verbally and not is writing by exchanging the words in face communication or through telephone or through the other visual aids, etc., it is called Verbal Communication. It may take place at meetings, interviews, etc.
Advantages of Verbal Communication
Verbal Communication has the following advantages:
1. Saving of Time
The greatest advantages of verbal communication, is saving of time. Under this system of communication the messages are communicated immediately without consuming any time. Verbal communication is the only way out during urgent condition and when immediate action is necessary.
2. Saving of Money
As there is no formal method of communicating the message, no help of any particular media of communication is taken, this type of communication saves a lot of money.
3. More Effective
As there is direct touch of the sender of message with the receiver of message these messages prove to be more effective. The sender of message can also exercise his personal influence over the receiver of message.
4. Knowledge of Reaction of Message
An important advantage of verbal communication is that under this method of communication, the sender of message can judge the reaction of the message on its receiver. He comes to know whether the receiver of the message will follow it or not.
5. Clear Doubts
Verbal Communication is also better form the point of view that the doubts regarding the message, if any, between the sender and the receiver of message can immediately be cleared and the receiver of the message can immediately get the explanations regarding any point or the message.
6. Increase in Productivity and Efficiency
Verbal communication is more effective. It increases the productivity and efficiency of workers because they clearly understand it and follow it.
Disadvantages of Verbal Communication
Verbal communication has the following disadvantages:
1. Lack of Proof of Message
The greatest disadvantages of verbal communication is that there is no proof of the message communicated.
2. Not Suitable for Future Reference
As there is nothing in writing supporting the messages communicated under this method, it is not suitable for future reference. If there is any dispute on any point of the message, it cannot be helped in any way.
3. Not Suitable in Case of Distance
If the receiver and the sender of the message are living at a distance from each other, this method of communication is not suitable because it will increase the cost of communication, it will no be effective because of lack of personal touch and it may not be clear and explanatory.
When a message is communicated in writing, it is called Written Communication. Written Communication takes place in the form of letters, circular, reports, magazines, notice board, handbook, notice etc. Written Communication is generally, used for communicating a message from the top management to the subordinates. Written message must be clear and understandable. It must be brief and self-explanatory and must be prepared in a simple language. The language must be polite and sweet so that the receiver of the message may easily accept it. If possible, it must be in the printed form.
Advantages of Written Communication
1. No need of Personal Contact
In written communication there is no need of personal contact:
If the receiver and sender of the message are at a distance, it is economical to communicate the message in writing because communicating by post is cheap and quite economical.
3. Written Proof
A great advantage of written communication is that it provides a proof for future reference. If there is any dispute on any point in this regard, the message may be referred.
4. Clear and Explanatory
Written messages are very clear and self-explanatory. The receiver of the message can easily follow it and understand it.
Disadvantages of Written Communication
Written communication has the following disadvantages:
The greatest disadvantage of written communication is the delay in communication. The message is writing is communicated after a certain process is completed. It is prepared, verified and order by the concerned officer. Consequently, the message is delayed.
2. Lack of Secrecy
Another great disadvantage of written communication is that secrecy cannot be maintained because these messages can be read by anyone.
A written communication involves heavily expenditure. If the receiver and sender of message are near to each other, it is fairly costly to communicate in writing.