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How can you help your mentee tailor their message to different audiences effectively?

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As a mentor, you want to help your mentee develop their communication skills and adapt to different situations and audiences. Whether they are writing an email, giving a presentation, or having a conversation, they need to consider who they are talking to, what they want to achieve, and how they can best convey their message. In this article, you will learn how to help your mentee tailor their message to different audiences effectively by following four steps: analyze, plan, draft, and review.

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1 Analyze the audience

Before your mentee starts crafting their message, it is essential they analyze their audience and understand their needs, expectations, and preferences. To help them, you can ask questions such as: who are they? What do they know? What do they want? And how do they communicate? By addressing these questions, your mentee can pinpoint the key points, arguments, and evidence that will be most impactful to their audience and avoid unnecessary or inappropriate details.

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Alyson K. Myers

Associate Chair of Diversity, Equity and Inclusion/Attending Endocrinologist/Clinical Educator/Researcher
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Sometimes we may not know our audience in advance so using anonymous polling or allowing audience members to directly message you in the chat can give you a sense of your demographic.

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Daniel Martinez Benavides

MD, MSc, MBA
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I also believe that it's key to analyze yourself. Record yourself and ask for feedback on your strengths and weaknesses in your communication skills and in your message to check both how you communicate and what you communicate.

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2 Plan the message

Once your mentee has a better understanding of their audience, they can plan their message in a way that is logical and coherent. You can guide them by suggesting strategies such as the AIDA model (Attention, Interest, Desire, and Action) to capture the audience's attention, generate interest in their message, create a desire for their offer or solution, and prompt them to take action. Additionally, the inverted pyramid technique can be used to start with the most important information and then provide supporting details. Transitions are also important as they help create a smooth flow and guide the audience through the message. By planning their message carefully, your mentee can ensure that they have a clear purpose, a strong focus, and a coherent structure.

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Dr. Prasanth Nair

Ph.D. in Management ? Agile & Strategic HR Leader ? Global Talent Acquisition ? Performance & Retention Management ? HR Transformation ? Training & Development
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Helping a mentee customise their message to diverse audiences requires strategic planning and good communication. Emphasise the necessity of knowing various audiences' individual traits, requirements and interests. Your mentee should investigate each audience's interests, competence and communication style. Stress the importance of a simple message that addresses each group's needs. Work together to create customisable messaging frameworks. Emphasise the need of empathy and cultural awareness in creating inclusive, varied messaging. By helping your mentee organise and adjust their message, you equip them to handle various work situations and engage with stakeholders.

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3 Draft the message

Once your mentee has planned their message, they can draft it and choose the right language and tone for their audience. You can help them by giving feedback on clarity, courtesy, concreteness, and conciseness. Ensure the message is easy to understand, respectful, specific, and brief. Use simple words and short sentences to get the point across. Make sure to provide examples, facts, and figures to support claims, avoid assumptions and stereotypes, and acknowledge the audience's perspective and feelings. By drafting their message with these aspects in mind, your mentee can effectively and appropriately express their message for their audience.

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4 Review the message

Before your mentee sends or delivers their message, it is essential that they review it for errors, inconsistencies, and gaps. You can help them by suggesting tools and techniques such as spell checkers and grammar checkers to identify and correct mistakes in the message. Additionally, they can use a readability score to measure how easy or difficult it is to read and understand the message. Online tools can be used to calculate and improve the readability score for their audience. Furthermore, a feedback loop should be used to ask for and receive feedback from others on the message. This will allow your mentee to revise and improve it. By reviewing their message, your mentee can ensure that they have a polished and professional message that meets their audience's needs and expectations.

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5 Here’s what else to consider

This is a space to share examples, stories, or insights that don’t fit into any of the previous sections. What else would you like to add?

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Ashen Pancham

Risk Professional
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Mentors shouldn't be doing the work for the mentee. They wouldn't be "tailoring" the message for the mentee. The mentee has to do the work. Mentors are unlike coaches who would sit down with the person and go through things word by word, sentence by sentence. Mentors provide guidance at a high-level. So mentors wouldn't really help mentees tailor their messages to different audiences except by explaining the principles of communication and maybe referring them to some good reference material. The mentee needs to learn the essence of communication. Check out models of communication. Think things out.

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Mauricio Velasquez, MBA

President, The Diversity Training Group Author of “Tackling Toxicity” - new book
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Refer mentee to past successful communications, refer to other mentors with track record of effective communication. Don’t do their work - show them other successful models out there and ask them to study them and ask for what they took away from it all.

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How can you help your mentee tailor their message to different audiences effectively?

1

2

3

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5

1 Analyze the audience

2 Plan the message

3 Draft the message

4 Review the message

5 Here’s what else to consider

Business Communications

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How can you help your mentee tailor their message to different audiences effectively?

1

2

3

4

5

1 Analyze the audience

2 Plan the message

3 Draft the message

4 Review the message

5 Here’s what else to consider

Business Communications

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