Importance of written communication skill

Shrirang Kapadia

As we know that communication is so fundamental and prerequisite that no person or organization can exist and function effectively and readily. No professional can be effective in his work unless he possesses good communication skill.

In our professional life, it is communication that helps us to build cordial relations and credibility with co-workers. The inability to communicate can lead to lots of problems, both personal and professional. Imagine a day without communicating! Besides, education and knowledge alone does not make a person successful. Improving communication skill improves the chances for the success of business and effective communication brings progress and prosperity.

The OXFORD dictionary defines communication as the “Imparting or exchanging of information by speaking, writing or using some other medium.” Everyone is familiar with the phrase ‘communication passes through proper channel.’ This channel can be divided in to two categories:-

1. Formal (written communication)
2. Informal (Oral communication)

When transmission of information takes place in writing, communication is referred to as written communication. Written communication also defines the structure, hierarchy, roles and responsibilities. Written communication also ensures greater extent of clarity, accuracy, validity, reliability and accountability. Communication skills also required to coordinate with various parties such as, debtors, creditors, clients, banks or affiliate companies.

Examples of formal written communication are:

• Orders, notices, circulars
• Letters of appointments, transfer letter
• Reports on various decisions, lists of rules and regulations
• Memorandums and other official letters.
  

MERITS OF WRITTEN COMMUNICATION

• Communication done through written channel can be kept as record for future reference.
• Written communication is suitable for long and complicated messages.
• Written communication is legally valid evidence.
• Written communication avoids ambiguity and maintains uniformity.
• Written communication minimizes the chances of misunderstandings.
• A written message carries more credibility than an oral message.

DEMERITS OF WRITTEN COMMUNICATION

• Written communication is time consuming.
• It requires excessive paperwork.
• Message has to pass through various nodes in network, message is delayed.
• Written message does not get immediate feedback.
• If a need to modify the message arises, the process is time consuming.
• Written communication is costly.
• Jargon and ambiguous language used in message can lead to misinterpretation.

Communication skill is the basic requirement to handle a job of accountant effectively and efficiently. Lack of communication skills creates various problems leaving a bad impression on superiors and colleagues Good communication skills of verbal and written can open many doors to success. Strong communication skills also enable the professionals to express themselves clearly.

“COMMUNICATION IS NOT AN END IN ITSELF BUT A MEANS TO ACHIEVE AN END.”