Describe how a sender can adapt a message to the audience's needs and concerns

Answer 1

Ideas are more interesting and appealing if they are expressed from an audience's viewpoint. Developing a "you attitude" rather than a "me attitude" involves thinking in terms of the other person's interests and trying tosee a problem from the other's point of view. A letter, memo, email, or phone call reflecting a "you attitude" sends a direct signal of sincere concern for the receiver's needs and interest.
The use of the word you(appropriately used) conveys to receivers a feeling that messages are specifically for them. However, if the first-person pronoun I is used frequently, especially as the subject, the sender may impress others as being self-centered—always talking about self.
For example, "I wanted to congratulate you on your recent promotion" is a sender-centered message and "Congratulations on your promotion to sales manager!" is a receiver-centered message. Compliments (words of deserved praise) are another effective way of increasing an audience's receptiveness to ideas that follow. Give sincere compliments judiciously as they can do more harm than good if paid at the wrong time, in the wrong setting, in the presence of the wrong people, or for the wrong reasons. Likewise, avoid flattery (words of undeserved praise). Although the recipient may accept your flattery as a sincere compliment, it is more likely that the recipient will interpret your undeserved praise as an attempt to gain favor or special attention. Suspicion of your motive makes effective communication less likely.