When we’re trying to get a point across to someone else we often think long and hard about what we want to say. That is the wrong way to go about it. Instead of focusing on what you want to say to get your point across, you should focus on what you want the other person to hear.
What Do I Want to Say? Countless books and articles have been written that explain why sending the right message is so important and teach you how to send exactly the message you want to send. Their authors stress the importance of being concise, precise, and specific in choosing your words, regardless of whether you write them or speak them. They tell you that this is the best way to get your point across to your audience.
Who Is My Audience? We all know how important our audience is in deciding what we are going to say and how we are going to say it. Explaining the value of a new phone system is different if you are speaking to the finance department than if you are addressing the telesales staff. The better you know your audience the easier it is for you to tailor your message to them. The more your message is tailored to your audience the more likely it is that you will get your point across.
How Do I Reach Them? While the message you send is important, the message the receiver hears is even more important. If you know your audience you usually have an idea of how they will interpret or filter what you say. You can use this to your advantage to make sure they receive the message you are trying to send.
From: F. John Reh, About.com