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Audience Purpose Tone

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Submitted By trishsal
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Audience/Purpose/Tone Communication is important to every business and need people with good communication skills. For this paper the two forms of communication that I have chosen are: Interoperational and Personal. In order to tackle business communication problems it’s very essential to follow a well drafted communication process. The communication process steps involved for my two forms of communication are:
Sensing a communication need: The need for communication here is for Conveying the Yearly Sales Budget, Sales Target and Project Plans and Training team members. The purpose of these communications is to discuss the annual budget and set targets for the sales and information technology and to train my team members with this new reporting tool and share my knowledge with them.
Defining the situation: The presenter of the interoperational communication is our director and the main goal is to help the project managers in laying down the budgets for each project to fall within the targeted budget and thus help them to understand the number of projects to be initiated or undertaken the whole year. The best choice of communication under this situation is using the PowerPoint slides with visuals supporting the speech and contents in the slides. The second form of communication which is a personal communication will be presented by me and it is an informal communication to help the audience to create reports required by the business and analyze the data. The best communication under this situation is a computer to give demo and power point slides.
Considering possible communication strategies: The communication strategy will be developed based on the intended audience. In the interoperational form of communication the audience are basically all the employees of the company but mainly the sales team and the Information technology team. The intended audience is from various fields like Engineers Accountants, MBA’s their occupation being Directors, Managers, Project Managers, Information technology analyst, Sales analyst. In this case the best way of presenting is via a town hall meeting where all the employees could gather at one place. In case of personal communication the intended audiences are my peers, my team members from various fields like Engineering, Computer Science, and MS.Their occupation being Data Analysts, Developers, and Testing Analysts. This is an informal communication and can be communicated by assembling the required audience in a conference room.
Selecting a course of action and composing the message: In the interoperational communication the information contained should be very descriptive containing information about the team goals and objectives and the budgets for each project. The verbal style should be very assertive with a firm voice. In the personal communication the content should be kept brief with a lot more focus on demos as it is training, and encourage a lot of interaction from the audience. The verbal style should be very assertive with a firm voice.
Sending the message: The tone and style used in communication is very important for the actual flow of communication. A wrong tone might dilute a message and lead to misunderstandings and a right tone can make a boring subject more interesting. The tone used in interpersonal communication should be friendlier, courteous, and informal. In between the presenter also should change his tones to make the presentation more interesting. This tone is appropriate and well suited for the modern organization, structures which are flatter and less formal. In the personal communication my tone should be friendlier and confident.It is an informal training and should involve a lot of interaction.The tone should be kept friendly and confident so that the audience could understand it and clear their doubts at the same time.
Receiving the message and Response from audience:The success of any communication will mostly depend on the content,tone and style of the communication.After every communication its very important to understand the response of the audience and how they have interpreted the communication. The expressions of the audience will determine if the purpose was achieved or not. The interaction between the audience and communicator will show how the audience has interpreted the communication. Thus a proper communication process will help in conveying the meaning, maintaining proper flow of the message and achieving the goals with limited barriers.

Reference:
Lesikar, R. V., Flatley, M. E., & Rentz, K. (2008). Business Communication: Making connections in a digital world (11th ed.). New York: McGraw Hill.

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