Business Communications: Project # 1 - Essay Example

March 23, Miguel and Linda Audience Analysis for the Web-based Performance Appraisal System. The purpose of thismemorandum is to present an analysis of the personalities relevant to the report below. This report has been developed as a response for the dire need for the organization to change from a manual appraisal system to a Web-based performance appraisal system. The aim of the project is to automate the entire organization, through the system, having been entrusted with, first, being the marketing department.

Audience Determination When compiling this technical report, there are two categories of readers that were identified. The first category of a reader, being the primary audience, consists of the group who would make the decision on whether the new system would be implemented in their department. Obviously, being at the helm of the department, the vice president in charge of marketing will be the ultimate decision maker. However, the four managers under the marketing department, plus the seven executives would assist the vice president in deciphering the importance of the new system and help in making the correct choice.

The second category of readers consists of the officials at the HR, department, whose goal is to implement the system in the entire organization, and they would readily assist the marketing department in setting the whole system up and running. The Benefits of the Web-based Performance Appraisal System over Paper-based systemThe telephone conversation that Doug had with the vice president of the marketing department, could tell that he has warmed up to the new system. Possibly, attracted by the swift manner in which the new system would reduce redundancy and increase efficiency.

The other managers and the executives within the new system may welcome the system for two major reasons. First, the head of the department has warmed up to the new piece of technology. Second, the managers would be unable to choose from the number of appraisal templates in the database, as the system would be automatically generating relevant ones for the employees. The HR department would welcome the new development, as it would in line with their intended objectives. The information that the audience may need may be just sufficient to enable them warm up to the new deal.

The most relevant piece include; that the system can be custom designed by the HR to fit the unique requirements of the department. Secondly, job updates can be done at any time. Monitoring of employees occurs at real time. Storage of employee performance data is swift and that the system offers automatic and powerful reports. The Hr department, on the other hand might satisfied with the providing the technical details for the presentation show. There are several obstacles that might be met when engaged with the audience; for instance failure by the primary audience to understand certain technical information that might be presented.

Secondly, during presentations, distractions and boredom can be exhibited by certain section of the audience. Technical issues in the presentation perhaps may be the main stumbling block to effective communication. The benefits of the new system to the organization cannot be over emphasized. First, the Hr can be able to update job descriptions at real time, and this enables the staff to access their own job descriptions at any given time anywhere. Secondly, the vice president and the four managers can monitor, in real time, their employees on the state of job completion per department.

In addition, there exist email reminders, which are generated automatically. The audience will listen to information that are beneficial to them such as the one’s stated above plus much more about the new system. A better and improved system is better than a repugnant system that slows down the nature of performance appraisal. Though the vice might have seemingly warmed to the new system, after the conversation with Doug, he is a little apprehensive. He is afraid of the change to the new system, but particularly, the jargons, and complexity of moving to the new system of performance appraisal.

The Hr is the originator of the new system and they may question the lack of depth when providing the presentation. The document collected by Linda will be used by the audience to understand better the migration to the new system, taking into account that presentations do not usually cover the breadth and depth of issues. Three Benefits that Meet the Criteria of Good Audience Benefits The three include the following, the first criteria, the audience apprehensions on the complexity and difficulty of moving the new system.

Secondly, the departments comfort with the status quo. The second criteria address features of the system meeting the needs of the department. The new system however will allay the fears of the department, with regards to the usage of the new system. It is quite easy to use and implement. The departments through the Vice president can try out the new product for a certain period and monitor it against the old paper-based system and evaluate the results, this will enable the audience to meet their needs wit respect to the features of the new system.