Unit2_Building-Blocks-for-Effective-Messages.docx

Audience analysis

The process of understanding the interests and needs of the audience in order to shape a message to meet their expectations.

Initial audience

The first recipient of a message who may route it to other audiences or direct the creation of the message.

Primary audience

The audience that will decide whether or not to act on a message.

Secondary audience

The audience that may be asked to comment on a message or implement ideas after approval.

Gatekeeper

A person or entity with the power to stop a message from reaching the primary audience.

Watchdog audience

Audiences with political, social, or economic power that closely monitor communication between the sender and the primary audience.

Communication process

The exchange of meaning between a sender and receiver, influenced by symbols, channels, and feedback.

Noise

Interference that can distort or disrupt the communication process, including physical and psychological factors.

Channel overload

When a channel cannot handle all the messages being sent.

Information overload

When more messages are transmitted than the receiver can handle.

Common ground

Shared understanding and agreement between the sender and audience, essential for successful communication.

Audience-appropriate symbols and media

Choosing words, gestures, illustrations, and channels that are suitable for the intended audience.

PAIBOC Analysis

A framework used to analyze the important aspects of a communication situation, including the Purpose, Audience, Information, Benefits, Objections, and Context.

Empathy

The ability to understand and share the feelings of another person.

Critical thinking

The process of gathering information and making decisions based on that information.

Audience analysis

The process of gathering information about the audience to better understand their characteristics, knowledge, and preferences.

Demographic factors

Objective characteristics of a population, such as age, gender, education, income, and location.

Current knowledge

The existing knowledge that the audience has about a particular topic.

Personality

The unique set of characteristics, traits, and behaviors that define an individual.

Values and beliefs

Qualitative characteristics of an individual or group that influence their attitudes and behaviors.

Geodemographic data

Data that combines geographic and demographic information to analyze and appeal to specific audiences based on where they live and what they buy.

Ethical concerns

Moral considerations and dilemmas that arise in communication and business practices.

Past Behavior

The belief that analyzing and predicting people's future actions can be done based on their past behaviors.

Behavioral-based interviews

Interviews that assess a candidate's potential by asking them to describe a mistake they made in dealing with people and what they learned from it.

Discourse communities

Groups of people who share assumptions about their particular culture and values, and communicate through accepted verbal and non-verbal symbols.

Social media sites

Websites such as Ball Hype, Facebook, Twitter, LinkedIn, IndianPad, and Free IQ that are their own discourse communities with their own set of rules and values.

Organization's culture

The values, attitudes, and philosophies expressed by an organization, which can shape members' attitudes and behaviors.

Communication clues and cues

Information that can be gathered by paying attention to organizational publications, observing people, and listening to their stories to understand an organization's values and norms.

Audience analysis

The process of analyzing the audience to plan a communication strategy and adapt the channel, medium, organizational pattern, language, and design of the message to meet their needs.

Appeals and reader benefits

Choosing appeals and benefits that work for the specific audience to make the message more effective.

Channel and medium

Choosing the appropriate channels and media to communicate sensitive or complicated information based on the audience's needs.

Organization

Analyzing the audience's reaction to the message and organizing it in a way that meets their expectations and breaks the news gradually if necessary.

Language

Using short and clear language in business messages to meet the audience's expectation of saving time and multi-tasking.

Clarity and accessibility

Using simple words, varied sentence lengths, and short paragraphs with topic sentences to make the message easy to understand.

Natural, conversational, personable, tactful language

Using language that is friendly and avoids negative or offensive words.

Bilingual messages

In parts of Canada, including Quebec and some areas of Ontario, Manitoba, and New Brunswick, messages should be in both English and French, with French first.

Formal style

When both internal and external audiences will read the document, use a slightly more formal style and the third person.

Formal style for international audiences

Use a more formal style when writing to international audiences.

Document design

Use headings, bulleted lists, and a mix of paragraph lengths to create white space.

Photographs and visuals

Carefully consider the difference between cartoons and photos of "high art" and choose visuals that project positive cultural meanings for the audience.

Gatekeepers and decision makers

Focus on meeting the needs of gatekeepers and decision makers when writing or speaking to a variety of audiences.

Multiple media

Effective messages make use of multiple media, including verbal and non-verbal symbols, to reach and impact the audience.

Advantages of writing

Writing allows for presenting specific details, extensive financial data, and minimizing undesirable emotions.

Disadvantages of writing

Writing often requires more time than speaking face to face and documents are permanent and potentially available to everyone.

Advantages of oral communication

Speaking is easier and more efficient for answering questions, resolving conflicts, using emotion, provoking immediate action, and focusing the audience's attention.

Disadvantages of oral communication

Meaning and morale can be jeopardized when efficiency and formality are prioritized over real communication.

Use multiple media and channels

Adapt the message to the audience, show the audience how they benefit, anticipate objections, adopt a good attitude, use visuals, and specify what the audience should do.

Communication across cultures

Cultural awareness is necessary for personal and professional success in communication.

Culture

A learned set of assumptions that shape perceptions, values, norms, attitudes, and behaviors.

Cultural biases

Our cultural behaviors are not "normal" but culturally biased, and expectations of behaviors vary from culture to culture.

Culture and business communication

Culture influences every choice in personal and professional communication, including dress, politeness, information sharing, motivation, and medium choice.

High-context cultures

Cultures where most information is suggested from the context of a message, such as Chinese, Japanese, Arabic, North American Aboriginal, and Latin American cultures.

Low-context cultures

Cultures where context is less important and most information is explicitly spelled out, such as German, Scandinavian, and dominant North American cultures.

Direct approaches

Approaches that are straightforward and honest, without any manipulation or indirectness.

Indirectness

The act of not being straightforward or honest in communication, often seen as manipulative.

Written word

Communication that is done through written text, which is considered more important than spoken agreements.

Spoken agreements

Agreements or promises made verbally, which are considered less important than written contracts.

Low-context preferences

Communication practices that prioritize details, logic, and time constraints, often seen in North American and some European cultures.

Linear-active cultures

Cultures where people focus on doing one thing at a time, concentrate on that task, and complete it within a scheduled time period.

Multi-active cultures

Cultures where people are flexible, not concerned with schedules or punctuality, and prioritize reality over man-made appointments.

Reactive cultures

Cultures where people prefer to listen and establish the other person's position before reacting, concentrate on what the speaker is saying, and rarely interrupt.

Cultural assumptions

Beliefs and expectations that determine the form and content of every business interaction in a specific culture.

Organizational culture

The culture within an organization that influences communication practices.

Personal culture

Individual cultural factors such as gender, race, ethnicity, and social class that influence communication.

Cultural types

Categories of cultures based on the Lewis model, including linear-active, multi-active, and reactive cultures.

Values and beliefs

Unconscious factors that shape our responses to people and situations, often influencing communication.

Non-verbal communication

Communication that occurs without the use of words, such as facial expressions, gestures, and body language.

Symbols

Non-verbal cues that can be misinterpreted, just like verbal symbols (words).

Body language

Posture and physical movements that convey self-concept, energy, and openness in communication.

Open body positions

Body positions that indicate acceptance and openness to new ideas, such as leaning forward with uncrossed arms and legs.

Closed body positions

Body positions that indicate discomfort and defensiveness, such as leaning back with crossed arms and legs.

Ladylike posture

A traditional posture taught to Canadian women, characterized by a straight back, arms close to the body, and knees and ankles together.

Eastern cultures

Cultures that value the ability to sit quietly and see fidgeting as a lack of balance.

Eye contact

The act of looking directly into someone's eyes, which can have different cultural interpretations.

Gestures

Non-verbal movements or actions that can have different meanings in different cultures.

Personal space

The distance people prefer to keep between themselves and others during non-intimate interactions.

Touch

Physical contact with another person, which can be culturally influenced and interpreted differently.

Spatial arrangements

The size, placement, and privacy of a person's office or workspace, which can indicate status in linear-active cultures.

Time

The perception and measurement of time, which can vary across cultures and affect communication and expectations.

Non-verbal symbols

Other non-verbal cues such as clothing, colors, age, and height that carry important meanings in different cultures.

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Cultural assumptions

The beliefs and values that influence our choices and behaviors, often based on our cultural background.

Conversational style

The patterns and meanings we give to our conversations, including how we show interest, courtesy, and social decorum.

Understatement

A form of expression that downplays or minimizes the significance or impact of something.

Overstatement

A form of expression that exaggerates or overemphasizes the significance or impact of something.

Compliments

Positive statements or remarks that express admiration, praise, or approval.

Silence

The absence of sound or speech, which can have different meanings in different cultures and subcultures.

International audiences

Readers or recipients of communication who come from different cultural backgrounds or countries outside of North America.

Buffer negative messages

Softening or cushioning the impact of negative or critical messages by using tactful language or providing positive context.

Indirect requests

Making requests in a subtle or indirect manner, often to maintain politeness or avoid sounding demanding.

Cultural mistakes

Errors or misunderstandings that occur when communication is not aligned with the cultural norms and expectations of the intended audience.

Bias-free language

Language that avoids discriminating against people based on gender, physical condition, race, age, or any other category.

Non-sexist language

Language that treats gender neutrally and avoids gender stereotypes.

Plural nouns and pronouns

Using plural forms of nouns and pronouns to make sentences non-sexist.

You

Using the second person pronoun "you" to make sentences non-sexist.

Article substitution

Using an article (a, an, or the) instead of a pronoun, or revising the sentence to make the pronoun unnecessary.

Pronoun pairs

Using pronoun pairs (his or her, he or she) to make sentences non-sexist.

Gender-neutral pronouns

Pronouns that do not specify gender, such as "xe," "xem," and "x."

Neutral language

Language that avoids negative stereotypes and assumptions about any group.

Relevant characteristics

Only mentioning someone's race or age if it is relevant to the story, and mentioning it for everyone, not just certain individuals.