DEFINING AUDIENCES

AUDIENCE ANALYSIS

Who is/are the intended audience for a

piece of technical writing?
Answer: The reader or readers of the
document.
What aspect of the writer does the
presence of the audience affect?
Answer: All the writers decisions, from
planning, organization and tone, to visual
aids, sentence structure and word choice.

Question!

What are the obstacles that you

usually face when you are reading
your book/notes to study for an
exam?

OBSTACLES FOR READERS

1.
2.
3.
4.

Readers are always interrupted.

Readers are impatient.
Readers lack your technical
knowledge.
Most documents have more than
one readers.

HOW MUCH DOES YOUR

AUDIENCE KNOW ABOUT THE
TOPIC?

Knowledge level

Helps the writer choose which

information to present and in what
depth to explain it.

WHAT IS THE AUDIENCES

PLACE IN THE
ORGANIZATION?
Types of audience:
- Primary
- Secondary
- Multiple
-

First-level audience decision-makers

Second-level audience advisors
(experts)
Third-level audience - receivers

Technical levels
1. Managers

Background information
Definitions of technical terms
Lists and other format devices
that highlight points
Clear statements about what is
supposed to happen next

Technical levels
2. Experts

Thorough explanations of
technical details
Data placed in tables and figures
References to outside sources
used in writing the report
Clearly labeled appendices for
supporting information

Technical levels
3. Operators

A clear table of contents for

locating sections that relate to them
Easy-to-read listings for procedures
for instructions
Definitions of technical terms
A clear statement of exactly how
the document affects their jobs

Technical levels
4. General readers

Definitions of technical terms

Frequent use of graphics like
charts and photographs
A clear distinction between facts
and opinions

TAKE 5!

WHAT IS THE AUDIENCES

ROLE IN THE SITUATION?
-

Who will read the document?

What is the audiences need?
How does the writers goal fulfill
the audiences need?
What is the audiences task?

WHAT ARE THE AUDIENCES

COMMUNITY ATTITUDES?
-

What consequences will occur from this

idea?
What is the history of this idea?
How much power does the reader have?
How formal is the situation?
How does the reader feel about the
subject?
How does the reader feel about the
sender?

Adam,
As I passed through your area last week, I
noticed two employees who were not wearing
safety glasses. I know we all forget or get in a
hurry sometimes, but the OSHA requirements
are quite explicit. All people on the floor must
wear glasses. Remember, Julie has spare
glasses for people to use if they forget theirs.
We dont want any eye accident.
Nick

Feb. 14, 1999

To: All floor employees
From: Nicholas Hoyt
Subject: WEARING SAFETY GLASSES

1.
2.
3.
4.
5.

OSHA regulations explicitly state that any employee

who works on a machine with moving parts must wear safety
glasses. Two incidents of noncompliance have occurred in the
last week. The following policy is now in effect:
All employees, including supervisors, will wear safety glasses
at all time on the floor.
All visitors will wear safety glasses.
Employees must purchase these glasses from Supply.
Jane keeps spare glasses. If you forget yours, check out a pair
from her.
Offenders could be subject to fines.
Please cooperate. We do not want anyone to damage or lose
an eye.

Feb. 14, 1999

To: Joseph Pember
From: Robert Hoyt
Subject: Action on Safety Glasses
This memo details action I have taken to
ensure that employees comply with OSHA
standards and requests your help in answering a
liability question.
After two occurrences of noncompliance, I
issued a written explanation of the rule, including a
specific policy. A copy is appended for your review.
I hope this action is sufficient to prevent our being
liable if an injury were to occur. If I need to do
more, please inform me.
Ms. Jane Sparger, referred to in point 4 of the
memo, wishes to know whether she is liable if all
her spare glasses are loaned out when someone
needs a pair. Could you please ask the lawyers to
clarify her position and ours in the matter of spare
glasses?

WRITE FOR YOUR READER,

NOT FOR YOURSELF

THE END

Exercise

Write two different paragraphs

about a topic that you know
thoroughly about in your field of
study. Write the first to a person
with your level of knowledge. Write
the second to a person who knows
little about the topic.