Written communication is not always the best approach when a negative message needs to be discussed.
A direct approach is used when communicating an idea first and foremost before giving any supporting evidence. In a written report, this means that the conclusion or final statement will be at the top of the document before any background information, analysis, possible recommendations and details on how the decision was made. A direct approach is most popular in business reports where being up-front is needed, but that doesn't mean it benefits every situation.
Arrogant Tone
When writing a direct communication piece, you show that you are confident about the statement that you are making. However, if you are still a junior person in a workplace, or if you use wording that is too strong, your readers may think that you are using a rude and arrogant tone. Written communication doesn't allow for nuances that verbal communications do, so be sure that your language and the statements you make are balanced in your direct report.
Alienation
By making direct statements in written communication, you are making it clear that your statement is final and needs to be executed as soon as possible. This may cause your readers to think that there is no flexibility for change and that they haven't been included in the decision-making process. When working in teams where collaboration is strong, or where you are not the designated leader, direct communication may be seen as a tool to alienate others.
Misinterpretation
When you need to send some bad news, or your recommendations are likely to be unpleasant for some of your readers, using a direct tone can make your audience more angry than it needs to be. For example, if you are sending an email to your coworkers announcing a substantial cut in your team's budget, everyone may start to fear the loss of their jobs or complain about not having enough resources to do their jobs well. In an indirect communication, you would have had the opportunity to explain the reasons for the decision and the implementation plan which would help create a much more understanding audience.
Absence of Dialogue
When sending direct communication in a written format, there is no chance for a dialogue. When communication is written, the reader doesn't have a chance to ask questions for clarifications and better understanding of the direct statement. Finally, if you are looking at getting feedback or seeing the initial reaction to your direct communication statement, using a written format will not allow you to get people's genuine reaction and to take into account nonverbal cues which often say a lot more than actual words.
Tags: direct communication, your readers, communication written, direct approach, readers think