DD9HW2 Chapter 2 Audience and Use Profile

General Question #2

Audience and Purpose
Primary audience: New employees to Campus Health
Secondly audience: Health Promotion Department, and Supervisor
     Relationship with audience: Primary audience: colleagues within the same department
     Secondary audience: Supervisor of same department
Purpose of document: This document is "to inform, instruct and persuade" (as stated in Chapter 2).
Audience and purpose statement: The purpose of this document is to explain to new colleagues the difficulties that come with planning an event on the UA mall. I will show who the main contacts are, how to follow a timeline, and suggestions for avoiding common mistakes made when planning and organizing a health event.
Intended use of document: For new employees to be able to plan, organize, and implement a health event on the UA mall in a timely fashion while following all necessary UA policy and procedures.
Information needs: Employees may, or may not, be new to the UA so they may or may not be familiar with the process of reserving a space on the mall, or with Health Promotion protocol. Instructions will need to be descriptive and easy to follow.
Technical background: The primary audience can be considered laypersons.
Cultural considerations: New employees may have experience at another university in the past, but they may come from different backgrounds and experiences, as well. Some higher education and/or health-related terminology may be used, as they were hired for a higher-education health-related position, but the wording will need to be clear and direct.
Probable questions: What types of health events are planned on the UA mall? How much time will I need to set aside to organize these events? When should I start planning? Who are my contacts in Health Promotion? Who are my contacts in the Student Union office? How do I reserve a golf cart to transport equipment? What is the timeline for this?
Probable reaction: New employees will most likely be grateful for this step-by-step information; however if they are familiar with some of the procedures already, they may not follow each step and skip ahead.

Audience Preferences about the Document 
Length and detail: This document may be a few pages long, to ensure appropriate steps are taken.  This should be acceptable for a higher education professional.
Format and medium: A PDF with instructions would be beneficial.  This can be printed for new employees, or attached to an email. It may even be referenced in a memo distributed via email to all new employees.
Tone: A friendly, but professional tone would be best.
Due date and timing: This document will be included in the initial paperwork given to new employees during their first week and will also be available on a shared drive for easy accessibility.
Budget: No printing costs are needed for the email distribution of the PDF; however if printed by supervisors or new employees, this paper cost will be included in the Health Promotion budget.