Audience Analysis Paper - Essay Example

Number Due Faculty Write a 050- to 200-word paper addressing a situation in which you are called on to present quarterly sales information at an in-person meeting to a group of stakeholders, including managers, salespeople, and customers. Knowing communication must always be designed with the audience in mind, answer: The answers are in the form of an essay addressing four key questions. What characteristics of the audience must you consider? Every culture around the world is a specific audience. All cultures everywhere use various behaviors and belief systems. The most critical thing to remember is the simple fact that audiences in Japan, United States, Europe, or the Muslim world will have significant differences in their individual behaviors and belief systems. Because most cultures are more formal than the United States, when addressing this type of audience, one must keep in mind that titles may be more meaningful to them. Therefore, use titles and not first names. Another important key to international communication is that the author of the document or the presentation needs to avoid the use contractions, slang, and sports metaphors. If one is not familiar with the audiences language then it is proper to use, English. If the presentation is in an overseas office generally, an interpreter is present to properly present to findings to the individual stakeholders, managers, etc of the foreign entity (Locker, 2008). A managers responsibility is to learn about the different cultures around the world and the different people that we may work with. Stereotypes make for well-intentioned efforts at communications effectiveness. However, Carver and Livers found in their studies of stereotyping where they wrote in the Harvard Business Review in 2002 that African-Americans clients of their firm were complaining about the fact that were asked more about diversity then about the job (Caver, 2002). What communication channels are appropriate? Explain. Interpersonal dimensions always focuses on the following. First, focus on the people in order to promote friendliness, cooperation and group loyalty. The next dimension focuses on the content in terms of the problem, data, and possible solutions. The procedural dimension will focus on the method and the processes (Locker, 2008). This will necessitate that the speaker be aware of what the group consists of and performing some prior research is always a good idea. Allowing the audience to ask questions and having the ability to provide on the spot answers is wise. Knowledge of the company is helpful to any audience. The speaker needs to make the audience aware of where the company is now and where he/she expects it to be in the future. This type of information is critical to the meetings success. In this case, if quarterly sales do not meet the expected goals, the speaker should be aware of that fact to satisfy the audience with presently plans for the future. Prior research of the audience comes into play in this step. Knowing what the audience is expecting, what he/she goals are for the future are some key points to making this meeting successful (Locker, 2008)? These steps will keep the speaker on tract to success while at the same time considering this particular audiences point of view. At many points in the meeting, the speaker may find they need to paraphrase some of the content back to the audience; he/she may need to mirror some feelings or ask for information or clarification by offering to help solve the problems together. What are some considerations to keep in mind given the diversity of the audience? Within every culture is a subculture. It is up to the speaker to cut through the diversity by cutting across these different cultures and use differentiating factor like gender, race, and economic position. The speaker holds the key to researching cultures and subcultures. The speaker needs to know what presentations will work the best with this diverse audience. Sometimes, this goes beyond these basics when one deals not only with diversity in the audience but also considers the individuals with special needs. Some of the audience may have disabilities that the speaker would not know unless he/she researches the audience. In the end, the research will pay off. It is important to know if some of the audience may be hearing impairments, visual impairments, speech impairments, if someone is prone to seizures. By researching, the individuals that are present in the meeting, the speaker will develop basic preparedness with regard to who is left handed or right handed and set the room accordingly. The speaker needs to start with the text. The speaker may use the use of a power point presentation to get out the message. If the speaker uses such devices it is necessary to understand, what graphics are acceptable and which ones are not. The acceptable symbols that presented need to show courtesy to other cultures too. The music and audio in the presentation need to be appropriate (Locker, 2008). These interaction techniques and styles that are used will employ, embody, and reflect sensitivity by the speaker to the diversity of the audience (Gould, 1997). How do you ensure your message is effective? It is through effective communications skills that a manager can get the group to correspond and be friendly, effective, and productive. The manager uses effective communication to get the group he/she is working with to interact at amicable level. Through an engagement of constructive debate or contribution that is presented through the conduction of the meeting. Communication is having the ability to pass a message from one person to another and having that message understood as intended. Other aspects of communication will show-up in others body language, attitude and knowledge of each participant in the meeting. Background noises can also play a factor in a successful meeting if some of the members have difficulty shorten them (Locker, 2008). The presenter in this meeting must consider their personal body position when making the presentation. Try not to close ones body off by crossing legs, arms or body off from the audience. Eye contact is equally important as a presenter to the managers, shareholders, sales people and customers. Make note of ones personal space by not appearing to close or too far away. Tone in ones voice is as important. Tone of voice will help the audience hear the presentation with ease. The environment in which the presenter conducts this communication is important. Making sure that everyone seems comfortable and arranged so there is involvement in any discussion that may occur. Several opportunities presented so the audience has opportunity to check for correctness of the message. If using tools such as a PowerPoint presentation make sure, everyone understands the various charts, models or activities this could involve some role-playing. Confidentiality is important in many diverse groups and ground rules developed before the meeting begins is imperative. Writing a letter of introduction for the presenter is a good idea and after the introduction outline, the proper behavior is necessary to maintain that confidentiality (connectiongroup.org). Other factors may include decision-making, teamwork, boundaries, and emergency. Decision-making allows all to take part where the concerns and ideas presented. Teamwork is necessary to maintain the overall competition that exists among the audience. Boundaries are important to establish prior to meeting getting started and everyone needs develop a communication plan if an emergency happens during the presentation (Locker, 2008). In conclusion, four questions answered that are keys to effective communication for the presenter of a quarterly earnings report, with a diverse group of individuals in the global markets of today. The essay covers the proper use of communication channels. In addition, the essay covered how to ensure that the message has gotten through to the selected global audience. References Carver K. A. and Livers, A.B. (2002). Dear White Boss. Harvard Business Review 80 no.11 pg 76-81. Connection Group Services. Retrieved May 18, 2011, from website: http://www.connectgroups.org.au Gould, R.J. (1997). Diversity is Your Audience. Retrieved May 18, 2011. From website: http://www.eyemedia.com Locker, K. & Kienzler, D. (2008). Business and Administrative Communication. (8th.ed.) McGraw-Hill Companies. Read More