Accommodating Your Audience's Needs Worksheet Directions Aft

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Accommodating Your Audience’s Needs Worksheet Directions: After reading the following communication dilemma, answer the questions in the middle column of the chart. Based on your answers to the questions, write the adjustments (column 3) that would need to be made when writing the memo to accommodate the audience (the new executive).

Dilemma: Gavin, a security officer, must write a memo to a new executive explaining that he can no longer allow her into the building without her security pass. She has been forgetting her security card ID, and Gavin has been letting her into the building without it. Gavin’s supervisor has told Gavin that he cannot continue letting her into the building without her ID.

This is Gavin’s first job out of high school, and he likes it. He does not know the new executive very well, but he has observed that she is often in a hurry and impatient of routine. To Accommodate Answer These Questions Make These Adjustments

Knowledge Level What does the new executive already know about the topic? What does the new executive need to know? What does the new executive want to know?

Interests How strong is the new executive’s interest in Gavin’s topic? Are the new executive’s priorities different from Gavin’s or the same as Gavin’s?

Role Is the new executive’s role to make decisions, make suggestions, or implement action? What is the new executive’s job—administrative? technical? clerical? other? Is Gavin’s communication going to management, to a peer, or to a subordinate?

Cultural Background What is the new executive’s cultural background? What are the new executive’s beliefs? Are the new executive’s beliefs different from Gavin’s or the same as Gavin’s?

Personality What kind of personality does the new executive have?

Paper For Above instruction

In professional communication, effectively accommodating the audience’s needs is crucial for ensuring that messages are understood and acted upon appropriately. The scenario involving Gavin, a security officer, and his new executive illustrates the importance of tailoring communication to meet audience characteristics such as knowledge level, interests, role, cultural background, and personality. By analyzing these factors, a communicator can craft a message that is clear, respectful, and effective, even when delivering potentially sensitive news like policy enforcement.

Gavin’s primary challenge is to inform the new executive that she can no longer be allowed into the building without her security pass, a policy change mandated by his supervisor. Given that this is Gavin’s first job out of high school, and he has limited familiarity with the executive, his message must be considerate of her likely impatience and hurried nature. To ensure clarity and prevent misunderstandings, Gavin must clarify what she already knows about the policy, what she needs to be aware of, and what information is most relevant to her immediate concerns.

Regarding knowledge level, the new executive may already understand that she is required to carry her security ID but might not be fully aware that Gavin has been bypassing this policy and the reasons behind the strict enforcement now. It is crucial to explicitly state that the policy is no longer flexible and that her repeated forgetfulness cannot be accommodated by Gavin. This establishes a clear boundary while respecting her possible frustration or urgency. Moreover, Gavin should briefly explain the security policy’s importance to overall safety, respecting her desire for efficiency without overwhelming her with excessive details.

As for her interests, the executive’s priority likely revolves around her work responsibilities and maintaining her schedule. Her interest in Gavin’s message may be limited, especially if she perceives it as routine or bureaucratic. Therefore, the communication should be concise, emphasizing the necessary action — bringing her ID or arranging an alternative access method — while minimizing irrelevant details. Recognizing her impatience, Gavin can use bullet points or brief sentences to facilitate quick comprehension and decision-making.

The role of the executive influences how Gavin should frame his message. If she is a decision-maker, Gavin should suggest possible solutions or alternatives; if she is primarily implementing company policies, the focus should be on enforcing procedures politely but firmly. Since the communication is from Gavin to her and is an internal policy update, it is appropriate to adopt a respectful, professional tone that underscores compliance and cooperation rather than confrontation.

Understanding her cultural background and personal beliefs can further refine the communication. If the executive comes from a cultural setting that values directness and efficiency, Gavin should communicate points straightforwardly without excessive politeness. Conversely, if she values relationship-building, adding polite greetings or expressions of understanding could foster goodwill. His tone should be respectful but also clear and unambiguous to avoid misinterpretation.

Personality traits also matter. If the executive tends to be impatient or assertive, Gavin should compose his message succinctly, avoiding unnecessary pleasantries, while still maintaining professionalism. Including a brief acknowledgment of her busy schedule and offering assistance to facilitate compliance can demonstrate attentiveness to her personality and build rapport.

In conclusion, effective accommodation of an audience like the new executive entails a nuanced understanding of her knowledge, interests, role, cultural background, and personality. Gavin’s communication should balance clarity, respect, and efficiency, delivering the necessary message while considering her likely preferences. Clear, concise, and respectful messaging will not only ensure compliance but also maintain professionalism and positive relations within the organization.

References

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