How can you tailor your message to different audiences?

2 Define your purpose

Before crafting your message, you should clarify what you want to achieve and the action you want your audience to take. To do this, use the SMART framework: be specific about the main point or problem you want to address, ensure it is measurable so you can assess if you have achieved your purpose, make sure it is achievable and relevant to your audience and their goals, and set a timeline for when you need to deliver your message and when you expect a response. Defining your purpose will enable you to tailor your message to your audience's priorities and desired outcomes.

3 Choose your tone

When crafting your message, it's important to consider the tone you want to use. This can influence how your audience perceives and responds to it. Depending on the relationship, situation, and channel, you should decide how formal or informal your message should be. You can also adjust the positivity or negativity of your message based on the mood, emotion, and feedback. Additionally, you need to think about how clear or complex your message should be depending on the level of detail, explanation, and evidence. Lastly, consider how persuasive or neutral your message should be based on the goal, argument, and call to action. Selecting the appropriate tone will help you tailor your message to your audience's feelings and reactions.

4 Structure your message

The structure of your message is how you organize and present your information, logic, and evidence, and it can have an impact on how your audience comprehends and remembers it. When structuring your message, you should consider factors like order, format, length, and transition based on your audience, purpose, and tone. For instance, you can order your information from most to least important or from problem to solution. Additionally, you can use headings, bullet points, tables, charts, or images to format your information. Furthermore, the length of your message should be tailored to the attention span of your audience as well as any time limits or depth of analysis. Finally, using words, phrases, or sentences that connect and guide your audience will help them transition between each piece of information. Structuring your message in such a way will help you tailor it to ensure better comprehension and retention.

5 Revise your message

The final step is to revise your message, to guarantee it is clear, accurate, and effective. You can employ various techniques to revise your message, like proofreading, editing, testing, or feedback. Consider questions such as: is your message consistent with the audience, purpose, tone, and structure? Is it free of errors, typos, or jargon? Is it concise, precise, and relevant? Is it engaging, compelling, and actionable? Revising your message will assist you in customizing it to your audience's satisfaction and response.