Computer Technology and Writing in the Workplace

Computer Technology

Technology and Writing in the Workplace

Over the last decade there has been a significant change in technology which is available in the workplace, and the way that technology is used. The computer has been credited with having the potential to create a paperless society, and many written communications are no longer printed on paper, but communicated in electronic format. This movement towards electronic written communication, where communication takes place through an intranet or Internet, has been seen as advantageous for a number of reasons. The reduction of paper-based communications has the potential to save on resources, which can ultimately result in cost savings, as well as being environmentally friendly, meaning one is likely to see the process continue with paper-based written communication being slowly replaced with electronic written communication.

However, while one can argue there is a reduction in the amount of paper-based written communication, this does not mean there has been an overall reduction in written communication. While electronic communication may reduce the use of resources, another specific advantage is the speed with which it takes place. Electronic communication, especially communication formats such as e-mail and instant messaging, make communication so easy, it appears highly likely that written communication has actually increased. To consider this one can imagine an office at any point during the 1950s through to the 1970s, before computers and e-mails were present. Written communication would usually be received primarily with the postal deliveries, which would be opened and dealt with in an orderly manner. As technology progressed the postal communications may also be supplemented with facsimiles transmitted over a telephone line. However, the amount of written communications was relatively limited. Today an individual may sit at that their computer, and e-mails may arrive all through the day, often with several exchanges taking place, with a written communication substituting for a telephone conversation. Colleagues may ask questions through instant message programs as well as sending e-mails, well before the availability of the electronic format they may have looked up an answer themselves or simply ask somebody verbally.

This indicates another change which is taking place in written communication in the workplace. Written communication is becoming more diversified, with potentially more categories and uses. The traditional formal communications, between internal and external parties, as well as internal communications said exist, and can now be found in electronic format, but there has been an increased level of informal communications which would not otherwise have taken place in writing. For example, the use of instant messaging programs, as well as applications used on smartphones may be argued as replacing some of the gossiping around the water cooler, and semi-casual, or semi-formal communications are also taking place, utilizing written medium which would otherwise have been found to other regions, such as the telephone.

The process of disintermediation, an issue associated with use of the Internet usage, is also a potential problem, is when people are able to deal with written communications, rather than direct personal communications in a face-to-face environment, there is a greater potential for a disconnect which can be detrimental to interpersonal relationships, for example people may be prepared to put into writing criticisms and comments that they would be unwilling to vocalize in a face-to-face situation. However, the informality and easy accessibility may also engender a closer working relationship for teams that work in remote locations, allowing them to have conversations and create social interactions which may otherwise have been impossible.