The Nature of Written Communication

The written word, like spoken communication, is used for a variety of functions. Just a few of these are listed below:
° to instruct
° to inform
° to express ideas or an opinion
° to direct
° to debate and discuss
° to persuade
° to develop logical ideas
° to describe
° to entertain
° to hypothesise
° to summarise
° to list. All of the above can be equally applied to spoken language. So what is it about the nature of the written word that often gives it preference over speech?

The written word offers a more enduring form of communication than the spoken word. This makes it an ideal choice for recording information, so that it can be referred to repeatedly and preserved over a long period of time.

Duplicates of letters, reports and other documents are easily produced. This allows sharing of information amongst a range of people who do not have to be present to witness the original
communication.

à The writer has more time to organise his or her thoughts and assemble complex facts and figures. There is time to review the intended message and redraft if necessary.

à Writing is often the first choice when formality is required. A formal letter or report will indicate to the recipient the seriousness of the matter under discussion.

It is important to remember that writing differs significantly from spoken language. In speech, additional meaning and information are often conveyed through the body language or vocal characteristics of the speaker. This element of communication is absent from the written message. The writer needs to use skill and creativity in order to achieve the same depth of meaning and nuance as the spoken message.

Also, text is often read separately in time and place from the people and events to which it relates. There is a lack of immediate feedback about the level of the reader’s interest, understanding and involvement. The written word must make sense away from the context to which it refers. The onus is on the writer to provide all the necessary information required by the reader, and to modify vocabulary and language to meet the anticipated needs of the reader.

Despite some drawbacks, the written word continues to be one of the main methods of communication within the health service. The next chapter identifies the key elements in communicating effectively using writing.