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The audience is all employees of Future Look LLC. Thus, the identified audience consists of various professionals of different levels, which makes its composition complex. The writing that I do for this audience includes information documents regarding several organizational issues, including the rules, new training, disciplinary letters, time off (holidays), promotions, and changing terms or insurances. Therefore, my writing is intended for company employees and contains many messages.
Audience analysis:
- The purpose of my writing is to inform, to deliver good news, as well as to deliver bad news, so it includes several objectives.
- The goal of my writing is to get the reader to accept the information presented.
- Since the message serves multiple purposes, the audience is likely to react neutrally to information, positively to good news, and understandingly to bad news.
- My writing is for colleagues and subordinates as I am the human resources manager.
- The tone, style, and language in my message should be formal but also friendly.
- My writing can be influenced by personal relationships with colleagues and subordinates, as well as my attitude towards the information presented.
- Among organizational practices or cultural variables that might affect my writing are the culture of relationships in the work team and the attitude of employees to management.
- My audience will care about information that directly affects their working conditions. I will be concerned about information that affects the interests of the company and employees.
- In order to understand my message, the audience needs to be aware of the causes and likely consequences of the changes being discussed.
- For better understanding, slides with visual materials can be presented to the audience with key message information.
- The best channel for presenting information is e-mail, as it allows you to reach a complex audience in the most effective way. However, disciplinary letters should be presented in person as well for better understanding from the audience. It might be helpful also to deliver good news, such as promotions in person for better participation.
At the moment, my writing satisfies most of the needs of the audience. However, given the goal of my writing, I would like to improve the message so that it is more conducive to the acceptance of information, especially bad news. In this regard, I need to make the tone of the message friendlier in order to support colleagues and subordinates, as well as illustrate my participation.
From audience analysis, I learned that I should use different channels depending on the message I would like to present. In particular, more formal organizational letters that deal exclusively with the work process can be delivered by e-mail and in the form of a memo. However, messages that involve employees’ emotions, including good and bad news, are best delivered in person. This will allow, first of all, to achieve a high level of understanding, which is especially necessary in the case of disciplinary letters. When delivering good news, this will show support, which is an additional motivational factor.
An important change that I would like to make to my writing to make it more effective is inclusiveness. Since the audience of my writing includes all employees, I need to make sure that each of them is familiar with all the terms and concepts presented in the writing (Brodsky, 2020). In order to do this, I need to simplify the language of communication as much as possible so that it is understandable to all recipients of the message.
Reference
Brodsky, L. (2020). 4 quick tips to improve your business writing. Harvard Business Review. Web.
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