Adapting a Message to its Audience

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Employ Precise, Vigorous Words

When speaking to your targeted audience find strong verbs and concrete nouns. A great way to find appropriate words is using the thesaurus. Employing precise vigorous words will leave your audience interested and wanting to hear more about the message you have to give.

(Reference: Guffey, M., & Loewy, D., & Rhodes, K., & Rogin, P.(2013). Business communication process and product. Adapting a Message to Its Audience, p.90) 

Use Plain Language and Familiar words

Use of technical words and big words only if they are appropriate for the audience. Use of big technical words can be overpowering to the audience that your speaking to. The message that your trying to send to the target audience should be simple and easy to understand making your message effective to the targeted audience

(Reference: Guffey, M., & Loewy, D., & Rhodes, K., & Rogin, P.(2013). Business communication process and product. Adapting a Message to Its Audience, p.90)

Avoid Age and disability Bias

Avoid age and disability bias. Only include age if its necessary. Avoid potentially demeaning expressions. When speaking to someone who is disable, do not refer to them as cripple or handicap but simply that he has a disability. 

(Reference: Guffey, M., & Loewy, D., & Rhodes, K., & Rogin, P.(2013). Business communication process and product. Adapting a Message to Its Audience, p.90 

Avoid Gender and Racial Bias

What is Bias? 

When speaking to you target audience avoid ethnic identification unless the context demands it and use bias free words. For example business person instead of businessman and working hours instead of man hours. 

(Reference: Guffey, M., & Loewy, D., & Rhodes, K., & Rogin, P.(2013). Business communication process and product. Adapting a Message to Its Audience, p.90 

Express Ideas Positively Rather Than Negatively

A positive message will be more adaptable to its audience. 

Negative message:

 "Your message can't be shipped before June 1st" 

Positive message:

                  "Your order can be shipped June 1st"

(Reference: Guffey, M., & Loewy, D., & Rhodes, K., & Rogin, P.(2013). Business communication process and product. Adapting a Message to Its Audience, p.90) 

Be Conversational but Professional

Approach your audience with a open, warm and friendly tone but not overly formal. Avoid slang and low-level diction. 

Avoid slang words:                    

• Kinda
• Ain't 
• Sorta 
• Wanna 

When approaching your audience be prepared, organize your speech but don't be tied to your notes.Talk to your audience not at them don't assume that your audience shares the same beliefs that you do. Recognize that you must learn about them before you speak to them, you should avoid relying on intuition cause its often wrong.

(Reference: Guffey, M., & Loewy, D., & Rhodes, K., & 

Rogin, P.(2013). Business communication process and product. Adapting a Message to Its Audience, p.90)

(Reference: McGraw-Hill. (1998). Public speaking. Speaking to an audience. Retrieved from http://www.mhhe.com/socscience/comm/new-home/tutorial/select/speaking.htm)

Focus on Audience Benefits

Focus on the readers viewpoint and not the writer's. Make your statements on the "you" view (Your order will arrive, You can enjoy, Your ideas count). 

Focusing on your audience benefits will make your message more adaptable to the intended audience. 

(Reference: Guffey, M., & Loewy, D., & Rhodes, K., & Rogin, P.(2013). Business communication process and product. Adapting a Message to Its Audience, p.90) 

Profile the Audience

Identify your relationship with the reader. Determine how much he or she knows about the subject  and your knowledge about that individual or group. 

(Reference: Guffey, M., & Loewy, D., & Rhodes, K., & Rogin, P.(2013). Business communication process and product. Adapting a Message to Its Audience, p.90) 

Select the Most Appropriate form

Determine whether you need a permanent record or whether the message is too sensitive to put in writing

Examples:

• E-mail
• Discussion boards
• Instant Messaging 
• Blogs 
• Letters 
• Verbal 

(Reference from: Guffey, M., & Loewy, D., & Rhodes, K., & Rogin, P.(2013). Business communication process and product. Adapting a Message to Its Audience, p.90) 

Identify the Message Purpose

Ask yourself why are you communicating and what you hope to achieve? 

While identify the message purpose and what you hope to achieve, look for primary and secondary purpose.

Primary purpose: fist or highest of importance

 

Secondary purpose: second or lower rank of importance 

After you have identify the message purpose select the appropriate form of delivery.

(Reference: Guffey, M., & Loewy, D., & Rhodes, K., & Rogin, P.(2013). Business communication process and product. Adapting a Message to Its Audience, p.90)

Adapting a Message to its Audience Checklist

Key points to consider while adapting a message to its audience:

1. Identify the message purpose 
2. Select the most appropriate form 
3. Profile the audience 
4. Focus on audience benefits 
5. Be conversational but Professional 
6. Express ideas positively rather than negatively 
7. Avoid gender and racial bias 
8. Avoid age and disability bias 
9. Use plain language and familiar words 
10. Employ precise, vigorous words  

(Reference: Guffey, M., & Loewy, D., & Rhodes, K., & Rogin, P.(2013). Business communication process and product. Adapting a Message to Its Audience, p.90)

Adapting a Message to Its Audience

We communicate with many people on a daily basis but not every audience or situation is the same. Not adapting a message to its audience can cause conflicts, confusions and an unsuccessful message delivery. Learn how to adapt a message to its audience by consider these main points.  

(Retrieved from: http://www.wikihow.com/Adapt-the-Way-You-Communicate-to-Different-Situations)