I have been aware, as the General Manager of ABC Hotel, one of the high-end hotels in Las Vegas, that you have manifested problems in written communication through ineffective structure which makes your written discourse confusing. Likewise, you apparently failed to understand the advantages and disadvantages of using written versus oral communication; which allegedly contributes to your inability to communicate effectively. Please allow me to recommend the three-step writing process to assist you in structuring written communication. Likewise, the advantages and disadvantages of using written versus oral communication would also be presented to improve your knowledge and skills in discerning which is most appropriate and useful in given work situations.
The three step writing process requires adhering to these steps: planning, writing, and completing . In terms of planning, you have to analyze the purpose and audience profile; gather appropriate information; select the appropriate medium; and organize the contents. The next step, writing requires catering to the needs of the audience and composing the message. Finally, completing focuses on revising, producing, proofreading, and delivering the message . These steps should be carefully followed to enable you, as the writer, to effectively structure the message that is intended to be relayed to an identified audience.
Concurrently, there are evident advantages and disadvantages in using written communication versus oral communication. The advantages of using written communication include the point that the written document is permanent in nature. It could be reviewed and re-assessed when maintained in a file. Likewise, it is useful in the provision of policies, procedures, guidelines, and codes to be a followed in an organization. In addition, written communication is more formal and could become the basis for continued professional correspondences. Finally, it serves as a documentary proof for communication that transpired among stakeholders. On the other hand, the disadvantages include its ineffectiveness in terms of cost due to the need to use company resources (paper, printing materials, and filing. Likewise, it needs waiting time for appropriate responses. Also, written communication requires effective writing skills; and it is more time consuming to compose, send, and document. This type of communication is most appropriate in formal and professional organizational settings where business correspondences need to be disseminated, recorded, filed, and maintained for current and future references. Thus, in providing formal reports to management; as well as in responding to formal inquiries by other stakeholders (directors, managers, customers, and even community members), written communication is best applied.
In terms of verbal or oral communication, the advantages are being cost efficient; as well as making it possible for immediate reaction and response. Also, it is more interpersonal; flexible, accommodating, and casual. And, oral communication can be used in various settings and scenarios with personnel across organizational hierarchy. However, the disadvantages include its being informal and might not be widely applicable in formal organizational settings. In addition, it could not be appropriately documented, validated and reviewed. Likewise, oral communication could extend to other topics beyond what should be confined to the subject matter; so it could actually be time consuming. Finally, barriers in communication could affect the accuracy of the messages sent and received. This type of communication is most appropriate among casual conversations among colleagues and other stakeholders; and when the subject matter does not need to address any imminent concern that requires evaluation and review prior to recommended decisions. Thus, when conversing over the telephone; responding to inquires of clients on a face-to-face setting; or even when responding to queries by supervisors and colleagues that necessitate immediate response, oral communication is considered the most preferred media choice.
I hope these guidelines would assist in improving your communication skills. Please be guided accordingly.
Work Cited
"Unit 2: The Three Step Writing Process." n.d. prenhall.com. http://www.prenhall.com/behindthebook/0132328992/pdf/Bovee_CH03.pdf. 2 June 2013.
