CHAPTER II

WRITTEN COMMUNICATION AND

PRESENTATION
 • In today’s world of fast communication people prefer communicating via
texts and emails, most of us would rather shoot off a written message
than make a phone call.

Written
• It’s fast, efficient when used properly, and it provides a nice document trail
Communication for our work records.
and Presentation
• Written communication is more important than ever, yet very few people
know when writing is the right – or wrong – form of communication, and
fewer still can write well. Of course, like all other communication skills,
good writing skills can be learned.
 When and When Not to Use Written
Communication

1. Complexity of the topic (When to use written communication)

• Using written communication is an excellent choice for sharing information that

is easily organized and easily understood by the independent reader.

• The reader can read the communication and get the message clearly without
additional information from you or other sources.

• Meeting notices, answers to quick questions, or quick clarifications are all easy to
complete with written communication.
 When and When Not to Use Written
Communication

Complexity of the topic (When not to use written communication?)

• There is a point at which written communication becomes inefficient for one

of several reasons.

• The information may be too complex to organize in a manner that will be

intelligible to your reader without further assistance.

• The amount of explanation required to make the information intelligible might

be cumbersome, leading to misinterpretation or lack of understanding.
 When and When Not to Use Written
Communication

2. Amount of ‘Discussion’ Required (When to use written

communication?)

• If the topic is understandable or involved enough that there will

need to be a long exchange of discussion.
 When and When Not to Use Written
Communication

Amount of ‘Discussion’ Required (When not to use written

communication?)

• If the topic is complex

• The longer you allow the exchange to continue in writing, the more you are
risking that someone will misunderstand.

• Decision making, long, in volved explanations or conversations, or

controversial subjects are not usually good topics for written communication.
 When and When Not to Use Written
Communication

3. Shades of Meaning (When to use written

communication?)

• Written communication is suitable to state facts as they are.

 When and When Not to Use Written
Communication

Shades of Meaning (When not to use written communication?)

• The more intense the emotions around a topic or the more important the
message is, the less likely writing will be a successful form of communicating.

• It can be difficult to convey tone of voice, humor, sarcasm, or other shades of

meaning in writing alone.

• Don’t risk offending someone or causing confusion by someone not

understanding your true meaning by trusting written communication with the
task of conveying highly emotional or important information.
 When and When Not to Use Written
Communication
4. Formal Communication (When to use written communication?)

• Written communication is still the common choice when the level of

formality between two parties is high.

• Written communication gives you both the information in a format

that you can pass on as needed, and gives you both reference material
to help you in continuing your communication.