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.  

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