Workplace Communication Comparison: Written And Written Communication
Workplace Communication Comparison
Angela Vaughn
ENG/221
Monday, December 15, 2014
Janet Chappell
Workplace Communication Comparison
Businesses have two forms of communication in the workplace, verbal and written. Both of these formats are important, but written communication takes more effort to be clear, brief and informative. There are various styles of written communications, and each style has a purpose and audience. Written communication can have significance as in legal documents and manuals, and it provides function in the workplace in the form of reports and presentations (Suttle, n.d.). Depending on the writing skills of the writer, the written communication can negatively or positively impact a business.
Written Communication Method Comparisons …show more content…
The following chart is a list of various written communications that can be found in many businesses in digital or print formats. Each communication method has an explanation of its purpose in the workplace, and the style of writing, technical or expository.
Written communication method
Purpose in the workplace
Technical or expository writing
Why the classification was chosen
E-mail
The purpose of email in the workplace is to have a quick interaction with one or multiple individuals in regards to a particular topic without the need of a face to face conversation. Between colleagues it can be less personal, but email communications to a client, customer, or vendor can be more formal.
Technical and Expository
Both classifications were chosen because it depends on the workplace writer, the audience, and the purpose of the communication. For instance, if the writer is staff and the audience is another employee, if the purpose of the email is a quick message to find out the status of a project, the writing will be technical. If the email is to an advisory board member requesting assistance with a volunteer project, the writing would be expository.
Memo
Memos tend to be internal communication for a business. It 's less costly and quicker than having face to face meetings to discuss what was in the memo. Information within a memo can be used as evidence between employees and managers to resolve conflict. Memos can served as reference material or record of operations for audits and investors (Thibodeaux, n.d.).
Technical and Expository
Both classifications were chosen because as an internal communication it will use jargon and company acronyms, but it can also be a letter to convince employees to take on a certain action based on what the organization feels is the right direction for the business.
Letter
The purpose of a business letter in the workplace is to provide a formal communication to individuals outside the organization.
Expository
The expository classification was chosen because letters can be used to build relationships by thanking customers and business associates or to acknowledge complaints.
Businesses also use letters to provide offers to clients who have dropped their services.
Manual
The purpose of a manual is to communicate procedures, policies, or instructions. Examples of these can be user manuals, employee handbooks, and system manuals.
Technical
The technical classification was chosen because it is less formal, and is used internally. It mostly provides procedural explanations and not convince the audience of a point of view or opinion.
Website
The purpose of a website in a workplace is to exchange information with an external general audience, vendors, or internal employees.
Technical and Expository
Both classifications were chosen because the content can be persuasive for a general audience, like what they should purchase or why they should become advocates (internet). Or it can be technical and provide company policies online for an employee (intranet), or data for vendors (extranet).
Other
Other methods of written communications could be electronic, for instance instant messaging and social media.
Technical and
Expository
Although instant messaging and social media would normally be considered technical because its’ informal and short, but with social media, you are attempting to convince someone to follow you and your comments online, or to click on a link to learn more information.
Written Communication at The Salvation Army
I work for the Digital Marketing department at a nonprofit organization, The Salvation Army. It’s a sub-department within the Development Department, which is also comprised of additional sub-departments: Foundations, Major Gifts, Planned Giving, Special Events, Corporate Relations, Volunteer, Donor Services, and Communications. Each unit, including the Digital Marketing department uses both expository and technical writing on a daily basis.
The Digital Marketing department may receive technical written requests from all of the departments to update the website and blog, or to provide status updates on the organization’s social media channels. The Digital Marketing department also provides technical instructions on updating the micro websites to local administrators; or how to upload an image to update their Facebook page covers. The Major Gifts, Corporate Relations, and Foundations departments write letters to donors requesting money for different programs that will help local families who are less fortunate and need food, shelter, and utility assistance. The Communications department may write a press release to local media requesting cameras and reporter to feature a new recreational center that will provide youth activities for children in the local community.
At The Salvation Army the IT and Human Resources provide more technical writing than any other department. This includes user manuals for various software, employee handbooks, directory of services, and employee newsletters.
Issues with Written Communication
Common problems of written communications I’ve seen in the workplace is it can be misinterpreted based on the length and words within the communication. The reader can think the writer is upset. Another issue is incorrect grammar and spelling; I’ve seen this in our annual reports written by the Communications department. More proofreaders are needed after the graphic designer sends the final draft before sending to the printer for thousands of copies. We also have an instant messaging system called SameTime. It should be used for short messages, but sometimes based on the length of the communication, the writer should have created an email, or called. Instant messages can be disruptive if you are in the middle of a project, and the notifications continue to alert you of new messages.
Benefits of a Well-Written Communication
Organizations can take advantage of a well-written communication. It enhances an organization’s image. The external audience can trust the company as a reliable resource for information. The information can be a website or a white paper case study. Written communication is a permanent record for audits and legal defense. It provides the precise delegation of responsibilities for staff (Management Study Guide, 2013).
Challenges of the Verbal Communicator
Verbal communication can be detailed and lengthy. During a conversation, the speaker can quickly correct misspoken words. One of the challenges an oral communicator may face is straying away from the subject. If this is done during a face to face meeting, the audience can help steer the speaker back on the agenda. In a written communication, the verbal communicator may provide too many details or use jargon that is not understood by all audiences.
Conclusion
In summary, written communications are concise and informative. Written communication has many styles and formats in the workplace, and should be used appropriately with the intended audience to have a positive impact on the business.
References
Management Study Guide. (2013). Written Communication - Meaning, Advantages and Disadvantages. Retrieved from Management Study Guide: http://www.managementstudyguide.com/written-communication.htm
Suttle, R. (n.d.). Importance of Written Communication in Business. Retrieved from Houston Chronicle: http://smallbusiness.chron.com/importance-written-communication-business-2936.html
Thibodeaux, W. (n.d.). The Significance and Advantages of Business Memos. Retrieved from Houston Chronicle: http://smallbusiness.chron.com/significance-advantages-business-memos-21025.html
Angela Vaughn
ENG/221
Monday, December 15, 2014
Janet Chappell
Workplace Communication Comparison
Businesses have two forms of communication in the workplace, verbal and written. Both of these formats are important, but written communication takes more effort to be clear, brief and informative. There are various styles of written communications, and each style has a purpose and audience. Written communication can have significance as in legal documents and manuals, and it provides function in the workplace in the form of reports and presentations (Suttle, n.d.). Depending on the writing skills of the writer, the written communication can negatively or positively impact a business.
Written Communication Method Comparisons …show more content…
The following chart is a list of various written communications that can be found in many businesses in digital or print formats. Each communication method has an explanation of its purpose in the workplace, and the style of writing, technical or expository.
Written communication method
Purpose in the workplace
Technical or expository writing
Why the classification was chosen
The purpose of email in the workplace is to have a quick interaction with one or multiple individuals in regards to a particular topic without the need of a face to face conversation. Between colleagues it can be less personal, but email communications to a client, customer, or vendor can be more formal.
Technical and Expository
Both classifications were chosen because it depends on the workplace writer, the audience, and the purpose of the communication. For instance, if the writer is staff and the audience is another employee, if the purpose of the email is a quick message to find out the status of a project, the writing will be technical. If the email is to an advisory board member requesting assistance with a volunteer project, the writing would be expository.
Memo
Memos tend to be internal communication for a business. It 's less costly and quicker than having face to face meetings to discuss what was in the memo. Information within a memo can be used as evidence between employees and managers to resolve conflict. Memos can served as reference material or record of operations for audits and investors (Thibodeaux, n.d.).
Technical and Expository
Both classifications were chosen because as an internal communication it will use jargon and company acronyms, but it can also be a letter to convince employees to take on a certain action based on what the organization feels is the right direction for the business.
Letter
The purpose of a business letter in the workplace is to provide a formal communication to individuals outside the organization.
Expository
The expository classification was chosen because letters can be used to build relationships by thanking customers and business associates or to acknowledge complaints.
Businesses also use letters to provide offers to clients who have dropped their services.
Manual
The purpose of a manual is to communicate procedures, policies, or instructions. Examples of these can be user manuals, employee handbooks, and system manuals.
Technical
The technical classification was chosen because it is less formal, and is used internally. It mostly provides procedural explanations and not convince the audience of a point of view or opinion.
Website
The purpose of a website in a workplace is to exchange information with an external general audience, vendors, or internal employees.
Technical and Expository
Both classifications were chosen because the content can be persuasive for a general audience, like what they should purchase or why they should become advocates (internet). Or it can be technical and provide company policies online for an employee (intranet), or data for vendors (extranet).
Other
Other methods of written communications could be electronic, for instance instant messaging and social media.
Technical and
Expository
Although instant messaging and social media would normally be considered technical because its’ informal and short, but with social media, you are attempting to convince someone to follow you and your comments online, or to click on a link to learn more information.
Written Communication at The Salvation Army
I work for the Digital Marketing department at a nonprofit organization, The Salvation Army. It’s a sub-department within the Development Department, which is also comprised of additional sub-departments: Foundations, Major Gifts, Planned Giving, Special Events, Corporate Relations, Volunteer, Donor Services, and Communications. Each unit, including the Digital Marketing department uses both expository and technical writing on a daily basis.
The Digital Marketing department may receive technical written requests from all of the departments to update the website and blog, or to provide status updates on the organization’s social media channels. The Digital Marketing department also provides technical instructions on updating the micro websites to local administrators; or how to upload an image to update their Facebook page covers. The Major Gifts, Corporate Relations, and Foundations departments write letters to donors requesting money for different programs that will help local families who are less fortunate and need food, shelter, and utility assistance. The Communications department may write a press release to local media requesting cameras and reporter to feature a new recreational center that will provide youth activities for children in the local community.
At The Salvation Army the IT and Human Resources provide more technical writing than any other department. This includes user manuals for various software, employee handbooks, directory of services, and employee newsletters.
Issues with Written Communication
Common problems of written communications I’ve seen in the workplace is it can be misinterpreted based on the length and words within the communication. The reader can think the writer is upset. Another issue is incorrect grammar and spelling; I’ve seen this in our annual reports written by the Communications department. More proofreaders are needed after the graphic designer sends the final draft before sending to the printer for thousands of copies. We also have an instant messaging system called SameTime. It should be used for short messages, but sometimes based on the length of the communication, the writer should have created an email, or called. Instant messages can be disruptive if you are in the middle of a project, and the notifications continue to alert you of new messages.
Benefits of a Well-Written Communication
Organizations can take advantage of a well-written communication. It enhances an organization’s image. The external audience can trust the company as a reliable resource for information. The information can be a website or a white paper case study. Written communication is a permanent record for audits and legal defense. It provides the precise delegation of responsibilities for staff (Management Study Guide, 2013).
Challenges of the Verbal Communicator
Verbal communication can be detailed and lengthy. During a conversation, the speaker can quickly correct misspoken words. One of the challenges an oral communicator may face is straying away from the subject. If this is done during a face to face meeting, the audience can help steer the speaker back on the agenda. In a written communication, the verbal communicator may provide too many details or use jargon that is not understood by all audiences.
Conclusion
In summary, written communications are concise and informative. Written communication has many styles and formats in the workplace, and should be used appropriately with the intended audience to have a positive impact on the business.
References
Management Study Guide. (2013). Written Communication - Meaning, Advantages and Disadvantages. Retrieved from Management Study Guide: http://www.managementstudyguide.com/written-communication.htm
Suttle, R. (n.d.). Importance of Written Communication in Business. Retrieved from Houston Chronicle: http://smallbusiness.chron.com/importance-written-communication-business-2936.html
Thibodeaux, W. (n.d.). The Significance and Advantages of Business Memos. Retrieved from Houston Chronicle: http://smallbusiness.chron.com/significance-advantages-business-memos-21025.html