ADAPTING YOUR MESSAGE TO YOUR AUDIENCE Flashcards
(21 cards)
What is an audience in communication?
An audience consists of the people who receive and interpret a communication message.
Why is audience analysis important in business communication?
Knowing your audience helps you tailor your message, increase understanding, and improve communication effectiveness.
What factors should you consider when analyzing your audience?
Demographics (age, gender, profession)
Interests and needs
Knowledge level about the topic
Values and beliefs
Past behavior and preferences
What is a primary audience?
The main target of the communication who directly receives the message and takes action on it
Give an example of a primary audience.
Senior management receiving a budget presentation.
What is a secondary audience?
People who are not the main recipients but still review or comment on the message.
Give an example of a secondary audience.
Competitors, suppliers, or customers who read a company’s financial report but are not the intended recipients.
What is an initial audience?
The first group to hear or review a message before it is shared with others.
Give an example of an initial audience.
A business owner reviewing a loan proposal before submitting it to a bank.
What is a gatekeeper audience?
A person who controls access to the primary audience and can block or filter the message.
Give an example of a gatekeeper audience.
An executive assistant screening emails before forwarding them to a CEO.
What is a watchdog audience?
A group with political, social, or economic power that monitors and responds to communication.
Give an example of a watchdog audience.
A medical regulatory agency reviewing a new drug announcement.
How does an audience impact the communication process?
The audience influences how messages are perceived, interpreted, and acted upon.
List the key steps in the communication process.
Perception
Decoding
Interpretation
Choice/Selection
Encoding
Transmission
Receiver Feedback
How does audience perception affect communication?
The audience’s knowledge, attitudes, and beliefs shape how they understand and respond to messages.
What is a discourse community?
A group that shares common assumptions about communication channels, formats, and styles.
Why is it important to analyze an organization’s discourse community?
To adapt messages to fit the audience’s expectations and communication norms.
What strategies help in adapting messages for different audiences?
Content and detail choices – Provide an overview for mixed audiences.
Organization – Use headings and a table of contents.
Levels of formality – Adjust for different audience expectations.
Use of technical terms – Match the primary audience’s knowledge level.
What are the two main communication channels?
Written messages – Emails, reports, memos.
Oral messages – Meetings, presentations, speeches.
How can you ensure your message reaches different audiences effectively?
Use clear language, appropriate channels, and audience-specific strategies.
