How can messages be adapted for various audiences in the workplace?

Messages can be adapted for various audiences in a workplace through tailoring the message to the needs of each intended audience. For example, upper management in an organization may want to institute a new initiative to grow a company, like a new inventory management system for a retailer. They must get the message out about this new initiative to the company’s various departments.

The Information Technology (IT) department may need to know the technical requirements of the initiative to ensure they are instituted properly so the initiative will be successful and implemented cost effectively. Therefore, company management will adapt its message to this department accordingly. The message will have to be full of technical terms and IT jargon so as to speak properly and on the same “wavelength” as the personnel in the IT department.

Now, the company typically will not convey this message in the same way to say, the sales staff. It may in plain, everyday language present a message to sales staff that just talks about the initiative and that it will be something new for the company and that the sales staff should be aware of it.

This department may not need to know the “nuts and bolts” of the new inventory control system. Sales staff just have to know that the inventory system will be a new feature of the company. Sales staff may want to mention to customers that the shelves will always be stocked with popular items in the proper quantities because of the new inventory control system. Upper management doesn’t have to get technical in their message to the sales staff regarding the new inventory system.

In addition, the Human Resource Department of the retailer may receive a message that’s ultra short and sweet. It may say, “We are going to hire three new employees to be overseers of the new inventory control system we’re instituting.” Upper Management will provide the precise details and job description of the new initiative – the new inventory control system. They want the Human Resources Department to do a preliminary screening of applicants and pass on the best candidates to upper management, who will conduct the in-depth interviews. Therefore, as with the sales staff, the Human Resources personnel may receive a basic, simplified message concerning the new initiative.

So, we see from the above that upper management will fine tune their message appropriately for each department, with the IT Department getting the most involved and technical message because of the computer hardware and software requirements of this new inventory control initiative.