Adapting a Message to Multiple Audiences

Brainstorming Activity

EMAIL

PURPOSE: What do you need to communicate to Mr$.$ Ross? What do you need him to know or do$?$

AUDIENCE: What can you infer about Mr$.$ Ross$$ needs? What might he value in an email message?

SUBJECT: Draft a few concise and informative subject lines.

APPROACH: Will you use a direct or indirect approach to revealing your message$$s purpose? Why?

ORGANIZATION: How many sections will your message have? Which mechanical emphasis tools will you use to help your reader best navigate your email?

MEMO

PURPOSE: What do you need to communicate to your staff? What do you need them to know or do$?$

AUDIENCE: What can you infer about your staff$$s needs? What might they value in a written message?

SUBJECT: Draft a few concise and informative subject lines.

APPROACH: Will you use a direct or indirect approach to revealing your message$$s purpose? Why?

BUFFER: Draft a few buffer openings to transition your audience to the reasons for the bad news.

RATIONALE$/$REASONS FOR THE BAD NEWS: List the reasons you need to include in your memo to help the staff understand your bad news announcement.

DELIEVERY OF BAD NEWS: What is the bad news you need to communicate to your staff?

DISCUSSION OF IMMEDIATE IMPACTS: What are the impacts of the bad news on the staff?

SOLUTIONS$/$LONG$-$TERM BENEFITS: Think about the long$-$term. Where will your department be at the end of the quarter?

CLOSING: Draft a few closing sections that extend good will and open communication.

ORGANIZATION: Which mechanical emphasis tools will you use in your memo? Where will they be placed? How will they help your readers navigate the content of your document?

LETTER

ADDRESS LINES: Type out how your heading will appear on your letter. Remember, the order is Happy Trees$$ address, $[$white space$],$ date, $[$white space$],$ recipient address $($note: all addresses can be made up$).$

PURPOSE: What do you need to communicate to your client? What do you need them to know or do$?$

AUDIENCE: What can you infer about your staff$$s needs? What might they value in a written message?

APPROACH: Will you use a direct or indirect approach to revealing your message$$s purpose? Why?

BUFFER: Draft a few buffer openings to transition your audience to the reasons for the bad news.

RATIONALE$/$REASONS FOR THE BAD NEWS: List the reasons you need to include in your letter to help your client understand your bad news announcement. Discuss how the issue was investigated.

DELIEVERY OF BAD NEWS: What is the bad news you need to communicate to your client?

DAMAGE CONTROL: How will you$/$Happy Trees take extra measures to prevent a similar problem from happening in the future?

CLOSING: Draft a few closing sections that extend good will and open communication.

ORGANIZATION: Which mechanical emphasis tools will you use in your letter? Where will they be placed? How will they help your reader navigate the content of your document?

Now that you have thought about your content $($analyze$,$ anticipate, adapt, research, and organize steps of the $3$x$3$ writing process$),$ let$$s draft!