Situational Analysis Checklist

 Purpose and Use

1.  What do I want to accomplish with this document?  In a business setting, usually you aim to inform and persuade (e. g., to influence someone's behavior)

2.  What does the audience need to know for me to succeed? Tip: Visualize the reader's reaction at each point during your document.

3.  Usability goals. How will the reader be using the document? (e.g., to make decisions, to implement procedures, to troubleshoot, etc.)  This determines the reader's reading tasks.

·        How will the reader look for information? 

  •  Read sequentially and comprehensively
  • Scan for key points
  • Refer to specific sections when needed (reference reading)

·        How will the reader use the information while reading?

  • Compare choices
  •  Perform procedure step by step
  •  Evaluate how information will affect their job or their organization

·        What constraints could the physical setting put on the use of the document? (e.g., small desks, shop setting, slow access to the web)

Audience

1.  Who will be reading my document?  Who are your primary readers (the one to whom the document is addressed)? Who may be secondary readers (who receive copies)? You might want to consult an organizational chart.

2.  Who will act on what I write?

3.  Persuasive goals. What are my readers' attitudes towards:

  • My subject matter? (strongly opinionated, defensive, interested, indifferent, etc.)
  • Me? Your communication should inspire favorable opinions of your competence.
  • Your organization?
  • The communication, itself? (motivated, intimidated, bored?)

What do you want your readers' attitudes to be? Determining the reader's attitude before your communication helps you plan how you will aim to change the reader's attitude (inspire confidence, change opinions, ready for action).

4.  How much do my readers know about the topic?

  • What terminology are they familiar with?
  • What background do they have on the issues?

5.  What are my readers' important characteristics?

  • Professional specialty? Education?
  • Organizational role?
    • Decision-maker?
    • Advisor or expert?
    • Implementer of information?
  • What is their relationship with me? (colleague, supervisor, subordinate, etc.) This will influence your tone (formal, informal, polite, personal, factual, etc.)
  • What are their personal preferences? Organizational preferences and style? (e.g., level of formality, brevity, use of particular language)
  • Cultural background? (This may influence their preference for establishing personal relations.)

5. Given all the above, how technical should I be in explaining my position?

6.  What is the context in which your readers will read?

  • What are recent events that may bear on how the reader will receive it?
  • What political conflicts may exist?

7.  Who are the stakeholders in this communication? Who stands to lose or gain? Is this in keeping with your ethics? How will this influence how you present the information?

8. What constraints (budget, deadlines, legal restrictions, etc.) will affect how you plan the completion of the document?



Compiled from Anderson, Paul. Technical Communication: A Reader-Centered Approach. Boston: Heinle. 2003; and Houp, Kenneth & Pearsall, Thomas. Reporting Technical Information. New York: Oxford University Press. 2002.