Section 3: Gathering information

Learning Objective 3: Discuss information-gathering options for simple messages, and

identify three attributes of quality information.

For simple messages, you may already have all the information at hand, but for more
complex messages, you may need to do considerable research and analysis before
you’re ready to begin writing.

For many messages, you can informally gather the information you need by

 Considering the audience’s perspective

 Reading reports and other company documents
 Talking with supervisors, colleagues, or customers
 Asking your audience for input

Uncovering Audience Needs

Find out what your audience members want to know:

 Listen to their requests.

 Clarify vague or broad requests by asking questions to narrow the focus.
 Try to think of information needs that audience members may not have
expressed.

Finding Your Focus

If an assignment or objective is so vague that you have no idea how to get started in
determining what the audience needs to know, try these discovery techniques:

 Free writing—write whatever comes to mind without stopping to make any

corrections for a set time period.
 Sketching—if you’re unable to come up with words, grab a sketchpad and start
drawing.

Providing Required Information

Provide all the information your audience requires.

One good test is the journalistic approach (answering who, what, when, where, why,
and how).

Be sure the information you provide is accurate:

  Quality is as important as quantity.
 Double-check every piece of information you get, particularly from unknown
online sources.

Be sure your information is ethical (as honest and complete as you can make it).

Be sure the information you provide is pertinent, as in tailored to your audience’s

interests and needs.