Analyze your audience before developing your message




Whether you communicate in writing or spoken, it pays to analyze your audience first. This will help ensure that your message is received as intended and that it achieves the goals you set.

1. Create a profile of your audience

Especially important when communicating outside of your department or organization. Try to determine the size of your audience and their areas of responsibility. It is also helpful to know any cultural or language differences that exist.

Communicating with a wider audience generally involves a more formal style and format. Smaller groups, on the other hand, may feel more comfortable with an informal approach. In either case, tailor your message to your needs. Human resource managers, for example, need different information than production supervisors.

Audiences sharing your expertise should understand your material with little difficulty. Those with different specialties, however, may require additional background information. While this may bore some in your audience, a worse problem is leaving others totally stumped. Your goal is for everyone to understand your message.

Communicating with people of different cultures or languages ​​requires special care. Minimize the use of idioms, jargon, and jargon. Also, watch for hand gestures and body language. A common gesture in the United States can be offensive to someone from another country. Consult a specialist if you are concerned about how your gestures may be perceived.

2. Plan the audience reaction

The effect of your message will have determined how you present your information. If your message is positive or neutral in tone, you can offer your recommendations directly and at the beginning of your message.

If you need to deliver bad news (plant closings, price increases, etc.), provide more supporting evidence and gradually access the material most likely to cause a negative reaction. Make sure your audience understands the reasons for your decisions and suggestions.

Also, anticipate the needs of decision makers and include the necessary data. This can include profit / loss figures, production fees, utility costs, etc.

3. Anticipate and answer questions

After composing your message, review it for any loopholes that may raise questions. Find ways to incorporate the additional information into your material without detracting from your message. Follow up with an email or note as needed. A review by someone outside of your department can identify particular problems or questions that need to be addressed.

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