Difference Between Oral And Written Communication

Oral communication is the first type of communication that we learn as kids. Later, we acquire the ability to communicate through writing, which requires certain rules and regulations to be more efficient and meticulous. Although both types of communication are widely used and, in a certain way, similar, they differ in various aspects. Let us explore the differences between oral and written communication. Discover the power of gestures and expressions in speech and the precision and documentation in writing.

Oral Communication vs Written Communication

In simpler language, the essential difference between oral and written communication is that the ear captures the former, while the latter is captured by sight.

The main difference between oral and written communication is that oral communication is an exchange of information through spoken words, and the latter is an exchange of information through written words. 

What is Oral Communication?

Oral communication refers to the transmission of messages through speech. This form of communication is the most common and used in our daily lives.

Oral communication is the oldest way humans have had to express themselves. The need to express information, knowledge and ideas made our ancestors begin to establish communication between them.

However, over time, they learned to form certain words until they had the verbal language of today. We understand oral communication as exchanging information between two or more people in real-time.

Oral communication continues to be temporary and immediate. In addition, it relies on non-verbal elements such as gestures, grimaces, and body language to emphasize the message. 

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Advantages of Oral Communication

Oral communication has several advantages, such as:

• Interactive and engaging.
• Facilitates active listening and understanding.
• Immediate feedback and clarification.
• Allows for spontaneous conversations.
• Builds rapport and interpersonal connections.
• Fosters better comprehension and retention.
• Enables quick decision-making.
• Promotes collaboration and teamwork.
• Adaptable to the needs of the audience.
• Provides opportunities for persuasive communication.
• Builds public speaking and presentation skills.
• Encourages effective negotiation and conflict resolution.

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Examples of Oral Communication

Oral communication is the exchange of information through speech. It is typically instantaneous and interactive. Below are some examples:

1. Workplace Meeting

Example: A team leader of a particular project shares updates on current projects with the members at a weekly meeting. Team members share their progress, challenges, and next steps during the meeting.

Objective: To facilitate collaboration, clarify goals, and solve problems.

2. Presentations

Example: A marketing manager presents a new product launch to stakeholders. The manager explains product features, benefits, and target markets in the presentation, using visual aids to make it easy for the audience to understand.

Objective: To convince or enlighten an audience.

3. Customer Service Calls

Example: A customer reports a problem with a product by calling a support helpline. The representative listened, gave troubleshooting steps and reassured the customer.

Objective: To solve issues and satisfy customers.

4. Classroom Discussions

Example: A teacher solicits students' opinions on a historical event. Students are in a discussion, questioning and debating each other's views.

Objective: To better understand through interactive learning.

5. Casual Conversations

Example: Friends are discussing their weekend plans over coffee. They are brainstorming and deciding on where to go and what to do.

Objective: To build relationships and share personal information.

What is Written Communication?

Simply put, written communication refers to exchanging information, ideas, or messages through written words.

Prehistoric humans communicated by painting pictures or signs on walls or floors that conveyed an idea in written form. Today, emoticons, emojis, etc., convey emotions in written form and provide emotional context to text messages, emails, or social media posts.

You might think we don’t communicate as much in writing, but you would be wrong. What you are doing right now is part of written communication. Reading articles, watching videos, responding to emails or using instant messaging applications are one or another form of written communication.

Written communication is exchanging information through a physical channel, such as a piece of paper, a screen, or even the ground.

An example is all the messages we send daily through WhatsApp or social networks. 

This type of communication is characterized by not being simultaneous and being planned. In addition, the message generated by written communication is for the long term.

Advantages of Written Communication

• Provides a permanent record of communication.
• Allows for careful organization and revision of content.
• Provides a clear and precise message.
• Enables communication over long distances and time.
• Can be read and responded to according to one’s convenience
• Facilitates the sharing of complex or detailed information.
• Supports documentation and record-keeping.
• Can reach a wider audience and be distributed widely.
• Allows for careful editing and proofreading.
• Provides a platform for formal and official communication.
• Can be referenced and reviewed at a later time.
• Allows for effective communication when verbal communication is not possible.

Examples of Written Communication

Listed are some popular examples of written communication:

• Letters – They are a clear example since the sender writes his message on a physical channel and sends it to his recipient. Here, neither the place nor the time is the same, but the communication will occur if both know the code (the language).
• Emails – Emails are like letters but more modern. With emails, you can send the same message to many recipients simultaneously and in different parts of the world in real-time.
• Brochures, billboards – All forms of advertising that are on physical support both on the street and on social networks or the Internet and that are written are forms of written communication. Slogans, logos, images, etc.
• Press, books, magazines – These products can be consumed both physically and online and are a form of written communication.\

Choosing Between Oral and Written Communication

Oral and written communications differ based on the purpose, urgency, audience and need for communication. Here's a detailed comparison -

When to Choose Oral Communication

1. Requirement for Instant Response

Situation: Brainstorming sessions, team discussions, or diagnosing customer problems.

Reason: Oral communication will be effective because of instant questions, clarifications, and responses.

2. Expressive Emotion or Relationship Building

Scenario: Apologizing for something, offering praise, or motivating people.

Reason: Tone of voice, facial expressions, and body language add emotional appeal.

3. Informal or Casual Situations

Scenario: Talking about weekend plans with friends or casually assigning tasks at work.

Reason: Oral communication is more personal and conversational.

4. Emergency Decision-Making Situations

Scenario: Emergency evacuations or urgent workplace decisions.

Reason: The communication process is faster than writing.

5. Topics That Require Real-Time Explanation

Scenario: Complex topics.

Reason: Talking to someone is faster and more effective than writing.

Scenario: A teacher explaining a challenging science concept or a manager navigating a team on a new product application.

Reason: Real-time interaction ensures better understanding.

When to Choose Written Communication

1. Need for Record-Keeping

Scenario: Contracts, meeting minutes, or policy documents.

Reason: Written communication provides a permanent and verifiable record.

2. Delivering Detailed or Complex Information

Scenario: Submitting a research report, sending product manuals, or drafting legal agreements.

Reason: Allows for a structured and comprehensive presentation of information.

3. Formal or Professional Contexts

Application: Writing business proposals, official emails, or cover letters.

Purpose: Written communication reflects a professional and clear expression of ideas.

4. For a Mass Audience

Application: Company announcements, newsletters, or social media updates.

Purpose: Written communication enables a broader audience to be reached quickly.

5. Time-Zone or Geographical Constraints

Application: International teams sending information to someone unavailable to take a call.

Purpose: It allows the recipients to answer with written messages at their convenience.

Conclusion

We use verbal communication in personal conversations since it takes less time and it is easier to express our feelings and moods. However, written communication is used in business and official matters as it is the most reliable mode of communication. We hope this blog was helpful.

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