Whether you communicate through the written or spoken word, it pays to analyze your audience first. This will help ensure that your message is received as intended and that you achieve the goals you set.
1. Create a profile of your audience
Especially important when you are 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 be aware of any cultural or language differences that exist.
Communicating with a larger audience often involves a more formal style and format. Smaller groups, on the other hand, may feel more comfortable with an informal approach. In any case, tailor your message to your needs. Human resource managers, for example, need different information than production supervisors.
Audiences who share your experience should understand your material with little difficulty. Those with different specialties, however, may require additional backgrounds. 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, slang, and slang. Also, watch his 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 for audience reaction
The effect your message will have determines 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 work your way into the material that is 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 may include profit/loss figures, production quotas, utility costs, etc.
3. Anticipate and address questions
After composing your message, review it for gaps that might 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 issues or questions to address.
