How to make the message effective ? ? ?

Use the PAIBOC questions for analysis
Purpose
Audience
Information
Benefits
Objections
Context

• Purpose :  What are your purposes in writing/ speaking ?

Before designing the message, you should ask yourself following questions related with the purpose of writing/ speaking?

1. What exactly do you want your reader/ listener to know, think or do?
2. What image of yourself and of your organisation you want to convey? 
3. What must this message do to solve the organisational problems? 

• Audience : Who is/ are your audience(s) ?

You, as communicator must ask the following questions before designing the message.

1. How do the members of your audience differ from each other?
2. What is the level of knowledge and information of the audience members?
3. What are the needs of the audience members?
4. How will the audience members respond to your message?

• Information : What information must your message include ?

For this you should make a list of points that must be included and emphasized. Then check  whether the drafted message includes those points or not.

• Benefits :What reasons or reader benefits can you use to support your position?

Develop reasons behind your decision and logic behind your argument.

Convey possible benefits to readers.

• Objections : What objections can you expect your reader(s) to have?

Ask yourself the following questions associated with readers objections of the message:

1. What negative elements of the message should be Dis-emphasized?
2. How these objections can be overcome in creative way?
3. Can you rephrase or redefine the negative to make the reader see it differently?

• Context : How will the context effect the reader's response?

For this, think about your relationship to the reader, morale in the organisation, the economy, the time of year and any special circumstances.