Question No.2 (5)
Identify five aspects of audience analysis in detail.
An audience analysis is essentially a study of customer needs and wants. These could either be explicit, implicit or both. The key is to gather as much information as possible so that the final product will be well received by the target audience. In terms of its importance, audience analysis ranks highly with technical writers due to the content of their writing. Therefore, it is particularly important for them to know who their audience is especially in terms of their needs and wants. What they know or do not know, their level of understanding, their perspectives and views as well as expectations are useful information to a writer or speaker.
Audience Analysis Be Better Written?
- Understand the meaning and purpose of the analysis. The analysis is all about appreciating the profile and characteristics of a group of people so that an offering can be customized for them. The analysis would help determine, among others, the most appropriate style, tone, format and amount of information required.
- Appreciate the need for it. Why write an audience analysis? What is it for? How will an audience analysis help a speaker or writer? Appreciating the value of the analysis will enable it to better focused on factors such as audience background, the situation and context in which the final product will be delivered. Understanding how the analysis will be used by the writer or speaker to tailor their delivery will great help the manner in which the document is written.
It is important that the audience analysis is well written. It must be clear, factual and easily understood. Relevant headings would help readability in addition to a suitable layout and good organization of the material. The document must be proofread and edited. Spelling and grammar need to be without error with a good flow to the document for it to be user "friendly".
Knowing what to write is part of the solution. However, to be able to write well, we would have to be good at a number of other elements of writing. One of it is in translating ideas into words. If this is one areas that needs improvement, rest easy. There is now available, an easy to use Writing Software that offers a solution. The software uses a unique technology to provide the first context-related, all-in-one solution for improving writing. Developed by a leading team of software, algorithm, and Natural Language Processing experts, for the first time ever, users can easily enhance their writing skills. This revolutionary writing tool instantly analyzes the complete text and provides context-based recommendations to replace words with synonyms, to add adjectives and adverbs, to check spelling, and to verify proper grammar use.
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Analyzing the Audience
Before writing anything, describe an audience by:
- Identifying audience characteristics,
- Assessing their objectives and needs,
- Planning for subgroups within the audience.
Conducting the Audience Analysis
Conduct either a formal -- based on surveys and questionnaires -- or an informal -- based on discussions -- analysis to create an audience profile.
Formal Audience Analysis
During formal analysis:
- Conduct surveys,
- Use structured interviews,
- Gather questionnaires.
Some organizations often do formal analyses as part of marketing planning.
Informal Audience Analysis
Gather information about the audience by talking with people who will read the final document. For example, when writing
- Product documentation, talk to people who use the product (or a similar product).
- An article for a periodical or journal, talk to people who read that publication. Especially talk to those who have published in that or similar periodicals.
Interview marketing, development, and other staff. These specialists have market research results, as well as access to customers.
When interviewing marketing and development staff,
- Ask open-ended questions and follow up on incomplete answers.
- Ask about the users' backgrounds: how they work, why they will read the document, and what they need from it.
- Attend meetings at which the product or service will be discussed.
Find out about the audience by reading
- Notes and reports by product trainers or maintenance personnel who have had contact with the audience,
- Previous issues of a specialized periodical.
Identifying Audience Characteristics
Identify the audience characteristics and remember them while writing. Before you begin writing consider such important audience characteristics as
- Educational and professional background,
- Knowledge and experience levels,
- English-language ability,
- Reading situation.
Use the audience characteristics, objectives, and needs to develop an audience profile, or of each subgroup of a diverse audience. To create the profile:
- Group related features in a written sketch of the typical reader,
- For a diverse audience, do a profile for each kind of reader,
- Form mental images of these composite people,
- Get to know the profiles before writing anything,
- Plan the document for typical readers and write to them,
- Provide the kind of information and presentation the readers need to achieve their goals.
- Use professional and educational background to determine the audience's knowledge and experience on a subject. Use this information to evaluate what readers know and what information they need.
- Categorize readers as a single-level audience if they are members of a specific group. While it is difficult to assign readers to such exclusive groups, a useful distinction can be novice, intermediate, and expert.
- Novices have minimal knowledge or experience, and may even fear the product or subject. In reference information they want basic concepts and procedures. In instructional materials, novices need to see quick results; successful experiences reassure them.
- Intermediate audiences have some knowledge or experience. For example, if a document shows how to operate a drill press, an intermediate audience may have experience with similar equipment.
- Experts are typically very knowledgeable. For example, an expert using software documentation may be a programmer who uses many of the software's applications.
- However, a document that describes not only a particular subject matter (such as chemistry), but also the use of a particular tool (such as a computer) or technique (such as spectroscopy), complicates this view of the single-level audience.
Categorize readers as a multiple-level audience if they include technical experts (programmers, engineers, scientists) who are unfamiliar with certain tools or techniques. For example, the reader may have general knowledge and experience with mathematics, physics, electronics, and spectrometry. However, she may be an inexperienced computer user and may lack specific knowledge about emission spectroscopy. A document that describes how to use a software package to obtain emission data, and how to interpret that data using specialized mathematics, must address various levels of audience knowledge and experience.Consider a document's implied as well as explicit audiences. For example, a technical manual prepared for novices may also be read by financial managers. This same manual may also have to support product maintenance. Hidden audiences affect a document's organization and style. In the above example, for instance, the document may have a benefits summary for sales purposes or provide a reference table for expert readers.
Eng201 2nd Assignment idea solution nov 2012
How to Write Letter of Inquiry?
A letter of inquiry is written to inquire about an issue from a higher authority.
The letter is drafted to get some more information which is not available on website, brochures,
literature of the product. The letter is written by a customer to the company seeking some information about a
new product or service. This sort of letter is written by a student to university to get information about a recently launched course. This type of letter is written to governmental officials to understand how to complete a procedure or apply for a license, etc.
To seek information that can be used is the main objective of this letter. The letter is specially written to enquire about a product, service, course, government rules, etc. from authorities.
The letter has to use formal language with soft and positive tone. The letter has to be to the
point, short and precise. The letter should give out the main purpose in the first few lines so
that the reader can clearly understand the motive. The letter has to clearly state the issue and aspect of the issue you want to inquire about. Be clear in what you are inquiring about and how the authority can help you in that regard.
Letters of Inquiry
A letter of inquiry asks someone for specific information.
In some cases, such as a request for promotional material,
the recipient will have a clear interest in responding to your letter.
In other cases, such as a request for specific information on a
product, the recipient may or may not be as motivated to respond
quickly. Consequently, always make the tone of the letter friendly
and make it easy for the recipient to identify and provide the
information you need.
Format of a Letter of Inquiry
Follow this format in writing a letter of inquiry:
1:-In the first paragraph, identify yourself and, if appropriate, your position, and your institution or firm.
2:-In the second paragraph, briefly explain why you are writing and how you will use the requested information.
Offer to keep the response confidential if such an offer seems reasonable.
3:-List the specific information you need.
You can phrase your requests as questions or as a list of specific items of information.
In either case, make each item clear and discrete.
4:-Conclude your letter by offering your reader some incentive for responding.
A inquiry letter format is as follows:
The first paragragh should identify yourself
and your firm or instituition.
The second paragraph should briefly explain
why you are writing and how the information will be used.
Third, list the specific information you are needing
and fourth end your letter by offering your
reader some incentive for their respond.
Just remember to keep the letter friendly..
Why do we write a letter of enquiry?
You probably found the answers to some of your questions, but not to all of them. So, how can you find out the information you need? The answer is simple. Write a letter (or email) of enquiry!
What are the sections of a letter of enquiry?
A letter of enquiry typically has the following sections. Put them in the correct order.
a. Reason for writing
b. Closing: request for a quick answer
c. Questions asking for specific information
d. Opening greeting
e. Date
f. Request for extra information
g. Addresses
h. Closing: greeting and signature
Now look at the following example letter and check.
46/9 Nguyen Trai StreetDistrict 5Ho Chi Minh CityVietnam
Camford Language School
34 Downs Street
Wrexbury
Devon
EX45 7AZ
United Kingdom
14 April 2011
Dear Ms Smith
I am writing to enquire about your summer courses which I saw advertised in ‘English Today’.
I recently took the FCE exam and I am now studying for CAE. Please could you tell me if you have advanced courses available? What dates do the courses start and how much is the cost? I will be coming from Vietnam. I would like to know what kind of visa I should apply for. I would also like to know more about the accommodation. Are single rooms available? Are meals included in the cost of a course? I would be grateful if you could send me more information about your school and the surrounding area.
I look forward to hearing from you.
Yours sincerely,
Kiet Nguyen
Answer:
1. Addresses
2. Date
3. Opening greeting
4. Reason for writing
5. Questions asking for specific information
6. Request for extra information
7. Closing: request for a quick answer
8. Closing: greeting and signature
How do we ask questions and make requests in a letter of enquiry?
In a formal letter of enquiry we often use polite forms to ask questions. Compare the question forms below:
Look at the example letter again. Notice that we usually use a mix of indirect and direct forms. This produces a polite, yet clear letter. If we used indirect forms for all the letter, it would sound ‘wordy’ and lose clarity.
Which indirect questions need a question mark?
Look at the example questions and requests in the table above. Which ones have a question mark? Why? Now check your ideas below.
Explanation: Indirect questions and requests have two parts. The first part is a polite expression, such as ‘I would be grateful if’. The second part is the question or request.
To choose the correct punctuation, look at the grammar of the first part. If it is grammatically a question, use a question mark e.g. Could you tell me…?
If it is grammatically a statement, use a full stop e.g.I would like to know… .
How can I practice writing indirect questions and requests?
Write the following questions and requests in an indirect (polite and formal) way.
1. Do you provide special training for goalkeepers?
2. I’m 19 years old. Can I take part in the football camp?
3. Do you have any camps for girls?
4. Send me a brochure.
5. My son doesn’t speak any English. Do you have any courses for beginners?
6. Will you pick my daughter up from the airport?
7. I’m vegetarian. Do you provide vegetarian meals?
8. Tell me the arrangements for health insurance.
9. Will I meet any famous players?
Answers:
Note: there are many possible answers. The following are just examples. Note the punctuation
1. Please could you tell me if you provide special training for goalkeepers?
2. I am 19 years old. I would like to know if I can take part in the football camp.
3. Please could you let me know if you have any camps for girls?
4. I would be grateful if you could send me a brochure.
5. My son does not speak any English. Please could you tell me if you have any courses for beginners?
6. I would like to know if you would be able to pick my daughter up from the airport.
7. I’m vegetarian. Please could you tell me if you provide vegetarian meals?
8. I would be grateful if you could tell me the arrangements for health insurance.
9. Please could you tell me if I will meet any famous players?
How can I practice writing a letter of enquiry?
Look at the advertisement for the soccer school and your questions again. Write a letter to ask for information. Use your questions, or the questions from the exercise above.
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