Communication is one of the basic functions of management in any organization and its importance can hardly be overemphasized. It is a process of transmitting information, ideas, thoughts, opinions & plans between various parts of an organization. Your plans or ideas will fail, if not communicated properly.

Effective communication of ideas, information & decision is an essential component for manager & subordinates or management & employee relations. It may strengthen the relations or disrupt it.

Communication is a basic tool for motivation & can improve morale of the employees of an organization. It is not possible to have human relations without communication. With effective communication, you can maintain a good human relation in the organization & by encouraging ideas or suggestions & implementing them whenever possible, you can also increase production at low cost.

It is through communication that subordinates or employees submit their work reports, comments, grievances & suggestions and come to know of the relevant instructions and guidelines of the seniors & management. Effective and speedy communication is required to avoid delays, misunderstandings, confusion & distortions of facts and to establish harmony among all the concerned people & departments.

Communication could be oral or written communication. In oral communication, listeners can make out what speakers is trying to say, but in written communication, text matter in the message is a reflection of your thinking. So, written message should be clear, purposeful & concise with correct grammar & words, to avoid any misinterpretation of your message. Written communication is generally in the form of reports, policies, instructions, procedures, memos, orders or rules & regulations.

Merits of written communications are:

• Provides permanent record for future use

• Can be duplicated & distributed to all individuals

• Retention rate from reading is always high

• Serves as a evidence of what has occurred

• If written properly, it reduces the chances of misinterpretation, misrepresentation, and -distortion of information.

• It gives an opportunity to employees or subordinates to put up their comments or suggestions in writing.

So, effective communication is very important for successful working of an organization.

There are software programs available for business writing, which can be used for writing effective business communications. These software programs can checks & corrects English grammar, spellings, enrich text with adjectives & adverbs, suggest context related synonym for repeated words. Some of the writing softwares use online natural language processing technology or artificial intelligence database, which is updated on a daily basis. Text enrichment feature of these software programs can enrich your text without changing the meaning of the sentence & enhance the simple sentence into more professional & sophisticated one.