Oral and Written Communication

Forms of Communication

Communication, whether between people or on a larger scale, cannot exist without certain forms. The main forms of communication are:

1. Verbal Communication

2. Non-verbal Communication

Verbal Communication

Verbal communication involves the exchange of thoughts, ideas, feelings, and emotions using words, either spoken or written. Communication through spoken words is called oral communication, while communication through written words is called written communication. Therefore, verbal communication has two forms:

• Oral Communication

• Written Communication

Non-verbal Communication

Non-verbal communication includes ways of communicating without words, such as:

• Sign language

• Body language

• Visual signs

• Audio signs

a. Oral Communication

Definition and meaning

Oral communication involves the transmission of thoughts and ideas through spoken words. It accounts for 65-75% of an executive's time at work, and a manager spends about 90% of working hours communicating orally in both formal and informal settings. Formal examples include meetings, interviews, speeches, and presentations. Informal communication includes grapevine communication.
Oral communication can also occur via mediums like face-to-face interactions, video conferencing, or telephones. The way we communicate orally reflects our personality, attitude, and emotions. Non-verbal communication plays a crucial role in making oral communication effective.

Merits of oral communication

1. It is swift and faster than written communication as messages are transmitted and received simultaneously.

2. It provides immediate feedback, enhancing communication.

3. It is economical, saving costs on stationary and paperwork.

4. It allows for adaptation during communication by reading non-verbal cues and modifying tone and pitch.

5. It promotes healthy interpersonal relations and a good working environment.

Demerits of oral communication

1. Lack of evidence makes it unreliable for legal validation.

2. It cannot be preserved for future reference.

3. Not suitable for long or complex messages like reports or proposals.

4. Human memory is short-lived, making it hard to retain information.

5. It is unsuitable for long-distance communication due to cost and possible disturbances.

6. External noise or technical interference can disrupt clarity.

7. Personal biases and attitudes can hamper understanding.

8. Inattention or anxiety in the listener can affect comprehension.

9. The sender's personality and delivery can impact message effectiveness.

10. It is difficult to hold people accountable for oral messages, as they can be easily denied.

b. Written Communication

Definition and meaning

Written communication involves transmitting information through written words. It is not just about writing words but ensuring the receiver understands the intended meaning. Written communication is vital in organizations, shaping rules, regulations, and directives.
It helps in planning, executing, coordinating, and defining roles. Written communication ensures clarity, accuracy, reliability, and accountability. It can be formal or informal.

Merits of written communication

1. It can be kept as a record for future reference.

2. It is legally valid and can be challenged in court.

3. It ensures clarity, avoiding ambiguity in policies and decisions.

4. It can be referred back to, providing a long-lasting impact.

5. Suitable for long and complex messages.

6. In a globalized world, written communication avoids misunderstandings caused by accents or non-verbal cues.

7. Responsibility for written information is easily determined.

8. Written messages hold more credibility, especially in disputes.

9. It aids decision-making by providing a record of past information.

Demerits of written communication

1. It is time-consuming, requiring planning and organization.

2. It does not provide immediate feedback.

3. Making changes once transmitted is difficult and time-consuming.

4. It can be costly due to the need for proper infrastructure.

5. Writing requires skill, and poor writing can lead to misinterpretation and failure to achieve objectives.