Let us say you are familiar with your audience. Even though you know them, when it comes to writing or presenting, how do you know how much to say and in what manner? This is particularly difficult when you have to use technical terms and there is a new system or product. Sometimes you do not want to be too basic when it comes to explanations or definitions. But how does the audience feel about this?
- Make it interesting enough for them to stay focused.
- Make sure that your words are aimed at the audience and not into thin air.
- Make sure they are understanding you and that the document or the presentation is meaningful and valuable.
How do you know how much knowledge to share within a document or presentation? Probably, the best approach is to start with basics by answering these questions:
- Why and how did this item come about?
- What was the problem that had to be solved?
- Who thought of it?
- Who was approached at a meeting?
- Who agreed to it?
- Was there any updates to it or restructuring?
- Who finally agreed?
- How was it built?
- Who was involved in producing it?
- How long did it take to create?
- How detailed did the developers need to get?
Depending on who the receivers of this new information are and the individuals affected, deciding how to communicate the information and in what form also has to be done. Forms meaning by print, slides, workflows seminars, etc.
Once the above questions are answered, knowledgeable experts on the new system, product, techniques, etc. will have to be noted and/or presented so that the audience will know whom to go to for answers when there are questions or problems. Within a document, list the relevant people above. Within a presentation, have them there and have them introduce themselves and state their roles.
Make believe you are in the audience – how would you respond to the document, or presentation that has been created? – Think about:
- What else would you or the audience like to know?
- What questions might be asked.
- How would you like to view this new document or presentation?
Put yourself in the audience’s shoe or mind. Do you really like what you have just created, or are you just happy that the task is completed?
Always review the finished task. Review it at least 3 times to see if it is what you like and what the audience would like. Will they learn from it, will they be happy with it? If it is not basic enough for the audience then how can they learn from it? If they don’t like the look of it, will they continue to open another page?
Always look at your completed work from the audience’s viewpoint.
Can you answer this question? ‘How do you know when you’ve got all your ducks in a row?’
Please leave a comment. Thank you.
Gail Zack Anderson, President of Applause, Inc., has nearly 20 years experience in training and coaching. She
provides individual presentation coaching, and leads effective presentation workshops and effective trainer workshops.
Theresa Pojuner is a Documentation Specialist with over 20 years of writing experience and is skilled in many areas of documentation, for example, Style Guides, Training Manuals and Test Cases, wth a specialty n Technical Writing and Procedures.