Written communication is an integral part of overall development communication system. Written communication tremendously influences the interpersonal communication of any project or organization. The role and importance of written communication in team building and team work is admitted to all hands.
The various and typical types of major written communications and prima facie associated problems are presented below:
(a) letters-official, non-official, business. Problems associated- not clear, not organized, grammatical mistakes, not relevant’ (b) reports-progress reports, monitoring reports, evaluation reports, donor reports, project documents, strategy papers. Problems associated- too complex, too long, not logical, not objective oriented, lack of consistency; (c) proposals-by NGOs, by relevant agencies, by organization. Problems associated-not feasible, not donor friendly, not relevant, too clumsy, not beneficiaries friendly, lack of relevance, not organized properly; (d) minutes-formal meetings, official meetings, business conference, and group meetings. Problems associated – not to the point, too lengthy, too much complex, not organized properly; (e) e-mails-official, private, directed to bosses, to subordinates, to clients, to friends and to colleagues. Problems – not objective oriented, not consistent, very direct, less formal, not user relevant, inappropriate language and format; (f) newsletters-specific information, update of situation, internal events, Problems associated – boring, too long, not relevant, not specific, not user friendly; (g) advertising/promotional materials-marketing of products, information, to sell ideas, to get support, to make a case to advertise. Problems associated –not relevant, not consistent, not user friendly, too complex, fails to win a case, not persuasive, little impact; (h) documents-records, official, un-official, personal. Problems associated –not properly listed or recorded, lack of proper reference, poor language, mistakes;(i) manuals-guidelines, working procedures, technical advice. Problems associated – not relevant, not consistent, not user friendly, over complex; (j) articles-specific topics, periodicals, magazines, newspapers, booklets, in-house publications. Problems associated – unprofessional, not customer focused, poorly constructed.
The foregoing descriptions of types of various written communications and associated problems remind us about the importance of formulating quality communication types in order to get maximum benefit out of application of specific type of written communication in project and organization management. The significance of written communication along with spoken communication is very crucial in stabilizing the quality of any project or organizational management. Justifiably, the problems and situation of existing communication pattern of any project or organization is required to be identified and suitable and expected strategies to be formulated accordingly. The status of written communication needs to be updated through regular monitoring by using suitable indicators.