Preparing for a Non-taped Interview

Step One-The Reporter Calls You

• When a reporter contacts you for a interview, you need not assume you must give the interview immediately. However, it is important to get back to them as soon as you have time and are able to prepare. Otherwise they may go elsewhere for their information. Ask about the reporter's deadline, which is often the same day. (If possible, set up a meeting with the reporter; in-person interviews can help ensure good communication.)

• During this first contact, get some general information from the reporter. Ask about the subject and the angle of the story, as well as how your information might contribute. If you don't already know, ask where and when the interview will appear so that you can find the final product.

• Be friendly with the reporter, and politely get on a first-name basis.

• Prepare a short list of the main points you'd like to give, otherwise known as talking points. Be concise, as a few sentences is often all the reporter will be able to use in a soundbite or quote. Note that you should not memorize the talking points for the interview, rather be familiar with them such that your point will come across in a relaxed way.

• To get an idea of the goals of the reporter, see what's considered newsworthy.

• Go to a quiet room without distractions for the interview.

• When a question is asked, take a moment to collect your thoughts. There's no need to rush with an answer. If the question has mutiple parts, break them down and answer each issue individually.

• Keep answers simple. This helps the reporter, as most media outlets want reports that are understandable by a junior high school audience. Avoid jargon and acronyms.

• Remember, the public is the real audience. If there is a key message you'd like to convey, repeat it to demonstrate its importance. You can also offer to clarify any points to ensure that they have been communicated effectively.

• A technique for answering questions is to think of them as topic areas. Few journalists are likely to be an expert in the story's area. By speaking on the content area of the question rather than on the exact question itself, you can enrich the content of the interview.

• You don't need to fill pauses in the conversation, unless there is a specific point you'd like to make.

• It usually best to stay away from speculation, and talk about what you know.

• If you don't know the answer, just say so, and you can then bring up one of the points you wanted to make. You can also offer to look up the information after the interview and call the reporter back.

• If there is a question you are uncomfortable with, keep in mind it is not necessary to answer every question. If you don't want to answer the question, saying "no comment" is considered to be hostile. It's best to simply acknowledge the question and explain why you can't answer.

• If the interview is over the phone, you might find that standing up during the conversation is useful to stay focused and keep your voice strong.

• The standard policy of most media outlets is to not allow the source to review the story before publication, but it doesn't hurt to offer fact-checking.

• Keep statements brief. Lengthy responses will be edited by the reporter which can alter the meaning of the statement.

• At the end of the interview, you can ask a question or ask for feedback to ascertain if the reporter understands a point you think is important.

• Indicate that you are available to answer any follow-up questions the reporter might have while writing the story.