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Yesterday you learned the #3 habit - Concision.
The #2 habit of highly-effective business writing is know your audience.
Audience analysis is essential in determining how you will structure your document.
Who is Your Audience?
Knowing your audience helps you to make decisions...- about what information you should include,
- how you should arrange that information,
- what kind of supporting details will be necessary for the reader to understand what you are presenting.
- and about the tone and structure of the document.
Here are some simple questions when defining your business audience:
- How do audience members rank within their organization?
- How familiar are audience members with your topic?
- What is the level of education of audience members?
- What kind of reaction to your message can you expect?
- Who is your primary audience?
- Does your document have multiple audiences?
WIIFM Principle
Always remember the WIIFM - What's In It For Me - Principle.In 1943, Abraham Maslow, a US psychologist, developed what has become known as the Maslow Pyramid, based on his paper, "A Theory of Human Motivation."
According to Maslow, humans have certain hierarchical needs though evidence is scant of this ordered nature of motivations.
However, as long as your product or service can meet your reader's need or needs, the more your audience could tune into your message.
Above all, human self-interest, Maslow's Pyramid or not, cannot be discounted, when preparing your business document.
What do you have to offer the reader?
Conclusion
The recipient of your business communication is almost as important your message.Knowing your audience helps you the author to shape your message to meet their need or needs.
Do an audience analysis and form your communication for its best reception by your reader.
If you need more help to improve your business writing, check out the audio e-Clinic, How to Adjust Your Writing to the 21st Century. Get started today!
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