Identifying and analysing your readers

Your communication is effective when it achieves results—that is, you get the response you want from your readers, and they take the action you hope they will take. To achieve this, you need to keep your purpose in mind. At the same time, you need to focus strongly on your reader's needs during every step of the writing process. To do that, you should first ask, “Who is my reader?” It is a deceptively simple question, but on closer inspection, you will find it provokes some complex responses. It is most likely that you will have multiple readers for your writing. Some (like your immediate supervisor or a funder) will be primary readers, and others will be secondary readers, but still need to be kept in mind. It is also useful to identify the key decision maker among your readers. For example, if action is to be taken, ask yourself, “Who can authorize the action I want taken?”

For proposals, this will be the person or persons who may be approving the idea, supplying funds, or both.

For donor reports, this may be the senior representative of the donor organization.

For mission reports, this may be the appropriate authorities, the task team, or both.

For correspondence, this is the person to whom the letter, memo, or email is addressed.

For minutes, this is the individuals given responsibility for particular tasks recorded in the minutes.

© WHO 2011