[tab name=’Guidelines’]

Guidelines : Soliciting Details about Audience

Soliciting Details about Audiences

Guidelines and Alternate Phrases

State your purpose.

I want to make sure I’m meeting the specific needs of your audience. Would you help me by answering a few questions?

Audience needs and expectations vary, so I want to make sure my comments are appropriate. Your answers to the following questions will help me focus my efforts.

I’m wondering about my aim. That is, I want to shoot my comments straight to the heart with your group. For example, will you answer the following:…

Ask your questions as specifically as possible.

Make response easy.

I’ve enclosed a two-page questionnaire for you to complete. Simply circle the appropriate numbers.

Simply jot your notes in the margin.

You may want to review these questions, think about your answers, and then phone me with your responses.

Could you direct me to two or three other members of your group who might answer the following questions for me?
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[tab name=’Example 1′]

Example 1: Soliciting details about audience letter

Company Name or Letterhead
Address
City, State Zip

Date

Addressee
Address
City, State Zip

Dear Barbara:

I’m looking forward to speaking to your group on April 14. Would you help me make my comments as appropriate as possible by giving me a profile of the group members?

Simply jot your answers to the following questions in the margins of this letter. Or, if you prefer, you can call me at 379-7796.

• What is the male/female mix?
• What is the age range?
• What is their socio-economic level?
• What is their education level?
• Describe their technical background with regard to ….
• Is attendance required or by choice?
• What is their attitude about my subject?
• What is your objective for the meeting?
• Are they used to audience participation activities?
• Should I allow time for questions and answers?

Thanks for your help in making sure I’m on target with your audience.

Sincerely,
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[tab name=’Example 2′]

Example 2: Requisition letter

Company Name or Letterhead
Address
City, State, Zip

Date

Addressee
Address
City, State, Zip

Dear Mr. Martin:

I am pleased to be able to meet with your employees to discuss customer service concerns with them. In order to ensure that I do not waste time covering material that your employees may already be proficient in, I would appreciate answers to a few questions. Feel free to jot your answers in the spaces provided. Thank you for your time—these answers will help me meet your audiences’ needs much more efficiently.

• How many employees will be attending?

• How many years has each employee been in customer service?

• How many years has each employee been with your company?

• Are any of your employees still in training? How many?

• How many employees are Level 1 Certified?

• How many employees are Level 2 Certified?

• How many employees are Level 3 Certified?

If there is a great deal of diversity in training levels, would you like me to divide the employees into groups and deliver small group presentations rather than one large group presentation?

As you can see, the answers to these questions will definitely determine what type of presentation I give. Thank you for your time.

Sincerely,

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[tab name=’Example 3′]

Example 3: Target audience letter

Company Name or Letterhead
Address
City, State, Zip

Date

Addressee
Address
City, State, Zip

Dear Caroline:

I am looking forward to speaking about Floor Sales Strategies to your sales staff. In order to address their direct concerns, I would appreciate it if you could have the staff answer the following questions for me:

• What is the most difficult situation you have ever found yourself in when dealing with a customer?

• What aspects of floor sales do you have questions about? What things would you want to change?

• What would you consider to be an ideal work/sales situation?

Just fax me their answers at 554-8984. Thanks so much, Caroline!

Sincerely,
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