Business communication building critical skill 3rd by locker module 2

Module 2 Adapting Your Message to Your Audience Adapting Your Message to Your Audience ©2007, The McGraw-Hill Companies, All Rights Reserved... Adapting Your Message to Your Audience A

Module 2

Adapting Your Message to Your

Audience

Adapting Your Message to Your

Audience

©2007, The McGraw-Hill Companies, All Rights Reserved.

Adapting Your Message to Your

Audience Audience

Adapting Your Message to Your

Audience

 To learn how to

 Continue to analyze your audiences

 Begin to adapt your message to

your audiences

 Begin to understand what your

organization wants

Audience Audience Audience

Start by answering these questions:

 Who is my audience?

 Why is audience so important?

 What do I need to know about my

audience(s)?

Adapting Your Message to Your

Audience Audience

Adapting Your Message to Your

Audience

Start by answering these questions:

 Now that I have my analysis, what

do I do with it?

 What if my audiences have different

needs?

 How do I reach my audience(s)?

Kinds of Audiences

 Initial Audience

 Gatekeeper

 Primary Audience

 Secondary Audience

 Watchdog Audience

PAIBOC PAIBOC

P What are your purposes in

writing?

A Who is (are) your audiences audiences ?

I What information must your must your

message include?

PAIBOC continued

benefits can you use to support can you use to support

your position?

O What objections objections can you can you

expect your reader(s) to have?

C How will the context context affect affect

reader response?

The Communication Process

 Interpretation

 Choice/

Selection

 Encoding/

Decoding

 Channel

 Noise

Audience Analysis Factors

Discourse Community

 A group of people who share

assumptions about

 What channels, formats, and styles

to use

 What topics to discuss

 How to discuss topics

 What constitutes evidence

Culture

 Norms of behavior in

an organization are

revealed

organization’s myths,

stories, and heroes

allocation of space,

money, and power.

Adapting Messages to an

Audience

Adapting Messages to an

Audience

Audience

 To reach, focus on

 Content and choice of details

 Organization

 Level of formality

 Use of technical terms and theory

Written Messages

 Make it easier to

 Present many specific

details

 Present extensive or

complex financial data

 Minimize undesirable

emotions

Oral Messages

 Make it easier to

conflicts, and build

consensus.

response.

attention.

unacceptable in its original

form.

Communication Channels

Communication Channels

 Channels vary according to

carried.

For Written and Oral Messages

 Adapt the message to the

audience.

 Show the audience how it will

benefit from the idea, policy,

service, or product.

 Overcome any objections the

audience may have.

For Written and Oral Messages

continued

continued

 Use you-attitude and positive

emphasis.

 Use visuals to clarify or

emphasize material.

 Specify what the audience should

do.