Business and Administrative Communication

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What characteristics of the audience must you consider?

For effective communication, the message sender needs to understand some audience characteristics for effective communication; in the case of representing quarterly sales reports to stakeholders, the salesperson needs to consider the following:

The level of education and sales terminologies understanding: for effective communication, the salesperson should ensure that he understands the nature and level of understanding of his audiences, if they understand sales terms, it will be more professional to use sales terminologies; this will offer the audience a chance to connect effectively with the message and decode it effectively. On the same front with understating the audience, the massager needs to have a common language that he will use to pass the information.

The mood, attitude, and perception of the crowd: there are high chances that a certain mood has developed as far as the information on offer is concerned, the speaker needs to be aware of what the crowd or the audiences feel about the news they are going to get. When this is well understood, then they are able to tone up with the spirit and attitude of the crowd for effective communication.

Needs and interests: in the communication, different stakeholders have different expectations, and needs, thus there is a need to have an idea of what each category expects from the delivery coming. When this character of the audience has been well understood, then the delivery of the information will be tuned to that effect. The needs of shareholders, customers, managers, and creditors are different thus there is a need to have an idea of the need to every set group. Other than the above three characteristics, there is a need to consider other affecting characteristics like age, gender, and marital status.

What communication channels are appropriate? Explain.

To deliver quarterly sales information, there is a need to have effective communication channels, the most effective channels include, PowerPoint presentations, this is where the sender of the message engages his audience using PowerPoint presentations as he explains some parameters brought about by the presentation.

In the PowerPoint slides, there is a need to have graphs, charts, trend analysis, and figures for an effective and clear representation of the information. There is a high need for the sender to be well versed and understands the information he has so that he can communicate effectively with the targeted audience. At the end of the presentation, for further clarification, the sender may give some printouts that explain different sections of the information that he was passing. At any one time, within a certain timeframe, the sender should be there to explain and give some information on the reports and offer explanations when they are required.

What are some considerations to keep in mind given the diversity of the audience?

When dealing with a diverse audience, it is important to start by understanding the nature of their diversity and then act in accordance with nature; for instance, in the case that the audience comes from different nationalities, the issue of language may come in place, the language needs to be simple and straight to the point. Care should be exercised on the choice of words to ensure that there is no use of words that give a different meaning in different places or nationalities. The tone of the communication also must follow the lines of the audience; when the audience is from a certain nationality, tone variation plays a significant role in the entire communication.

Diversity can be in age groups and gender issues; in this case, the speaker needs to understand the best language that will cut across the entire age group or the entire group of people. To be on the safe side, it’s important to use a language that is plain and offers the information required in the most direct form and simple in its very nature. The differences in ages, gender, and economic well being create a different expectation among the audience that needs to be met effectively for sound and effective communication.

The adoption of the audience is another element that needs to be considered when dealing with diverse audiences; there is a need to understand what the people can connect with or what they need to understand. Audiences are affected by their diverse backgrounds thus there is a need to know what kind of approach they can understand and get the information as it was expected by the speaker.

The best method to capture people of diverse communities, believes and nationality is to make the delivery simple, accurate and precise; this makes people appreciate the delivery and ensure that they remain attentive and attracted to the message delivered. In the case some differences, as a result, have been noted, then the speaker should be sensitive enough (Samovar, Porter & Edwin, 2009).

How do you ensure your message is effective?

When delivering the message, the speaker should ensure that the right information has been delivered at the right time; this can be affected by ensuring that the mode of communication used is effective considering the group at hand. To ensure that there is effective communication, and then the following must be ensured:

An effective language was used to deliver the information: an effective language should be well understood by the entire audience considering their differences in ages, nationality, religious groupings, and professionalism. Other than verbal and written communication, the speaker should ensure that his or her body language communicates the message to the audience in an effective manner.
Keeping the message simple, to the point, and accurate: to deliver one’s message effectively, the speaker needs to “capture” the mood of the audience; the mood will determine the mode of delivery adopted by the speaker; in any case, the information and formatting should be simple, and precise, it should also be consistent and easy to understand.
Appreciate questions and feedbacks: after the delivery, the speaker should give the audience a chance to air their views and give feedback to the speaker; they can do these using asking questions, suggestions, and feedbacks. At this stage, the speaker is able to gauge the degree to which the information he was giving has been accepted by the audience. When answering questions and receiving suggestions, the speaker should ensure that he elaborates further and makes clarifications were wanted or called for.
Analyzing the mood after the delivery: after the delivery, the speaker should analyze the mood of the audiences; the mood must show some levels of satisfaction and contention with the delivered message; different stakeholders will show different signs of satisfaction thus the speaker should understand how every class of audience responds (Guffer & Almonte, 2009).

References

Guffer, M. E, & Almonte, R. (2009). Essentials of Business Communication. New York: Cengage Learning.

Samovar, L., Porter, E. & Edwin, R. (2009). Communication between Cultures. London: Cengage Learning.

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Business and Administrative Communication

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