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How to be a reporter’s favorite source: Ten tips, plus bonus tips for recorded interviews


A call from a reporter is an opportunity for you and your association to share valuable information and build your reputation among readers and viewers. A little preparation will help you get your message out and pave the way for future interviews.

  1. Ask who the reporter’s audience is, if you’re not familiar with the publication. Consider the audience and their knowledge level, and then tailor your comments accordingly.
  2. Identify what you believe is most newsworthy to his or her readers. You have a limited time to tell your story, so get to the point.
  3. Make sure you know the basics, i.e., the five Ws and H: Who will benefit? What is new or innovative? When will an event occur? Where? Why is this important? How does this advance knowledge?
  4. Be prepared with some short anecdotes and examples. Reporters will be looking for information that helps their readers relate to your comments. While you should have one or two stories in mind, be careful to avoid scripting your comments.
  5. Speak slowly; allow the reporter time to take notes.
  6. Avoid using acronyms and technical jargon.
  7. Don’t speculate. If you don’t know the answer to a question, offer to investigate and follow up with a response.
  8. End the interview by summarizing your two or three main points.
  9. Offer to share photos, graphics or links to videos that illustrate the subject. Visuals can be as simple as your head shot or your organization’s logo – anything that will add color and draw the eye to the article.
  10. Make sure the reporter has your correct name, title and organization’s name. Offer your contact information and volunteer to answer follow-up questions. Do not ask to review the article before publication.

Four Bonus Tips for Video and Audio Interviews

  1. Remember to take a millisecond break between sentences. The reporter may not be able to use your entire response. A brief pause allows for editing, without cutting you off or omitting your comment entirely.
  2. Repeat the subject of the question in your response. For example, let’s say you’re asked, “How long have you been working on this project?” Don’t say, “Five years.” Instead, say, “We started developing this project five years ago.” Parroting back the subject allows the video editor to delete the reporter’s questions and keep the focus on you, the expert.
  3. Avoid wearing small prints, checks or plaids, which create a moiré effect or rainbow pattern on camera.
  4. Offer to meet in a quiet space, away from the crowd. Not only will the sound quality be improved, but you won’t inadvertently film other people without their permission.

Finally, remember that reporters are working on deadline. If you aren’t available to comment, they will move onto someone who is. The more accessible you are, the more likely you and your organization are to be featured.

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Relationships matter when working with the media


Not long ago, I noticed a Twitter post from a business reporter in search of a candidate for a story. I recognized it as an immediate fit for a client. Within a few hours, we confirmed an interview. A week later, our client was part of the feature story in the magazine. After a month, the reporter circled back to us asking if we had additional candidates for her profile. 

This shows why every opportunity should be taken advantage of to build relationships with the media.

Whether an association is searching for news opportunities or pitching stories on a daily or not-so-daily-basis, there are ways to develop a media connection. The following includes our suggestions and insight from editors and writers we work with on a regular basis.

Reporters are human. Remember that.
An editor once told me that news reporters may seem less-than-human, but they are flesh and blood like everyone else. And human nature plays a role in how they like to work. Respect their needs just like you would any business professional. Don’t be afraid to reach out and let them know you have something to offer.

There are deadlines.
If a reporter calls to ask for an expert for a story—even if it’s not breaking news—respond right away. A well-organized PR staff should already have a list of experts on hand. Can’t help this time? Reach out and offer to be a source in the future.

Thomas Wilk is editor in chief of Plant Services, a global publication targeting the industrial manufacturing industry.

“For me, the biggest challenge is to keep expectations aligned for content, deadline and publication schedules,” says Wilk. “It helps when a PR or marketing team is familiar with the subject matter. We appreciate when they understand our questions and can quickly referee changes and approvals by their clients.”

Newsrooms are under pressure. There are constant obligations for breaking news, website updates and social media posts for their audiences.

Alysha Schertz is a former reporter at Biz Times Milwaukee and now a freelance journalist and consultant for business and industry publications.

“Today’s reporters are responsible for two, sometimes three industry beats that were once covered by several people,” says Schertz. “Understanding that and the other changes taking place in the industry will help you work better with us. It all goes back to establishing that relationship.”

Make the right connection.
Not all pitches are a good fit, so it’s important to be familiar with reporters and their beats. Follow the stories, publications, blogs and other social activity related to your industry and theirs.

“When I'm familiar with your clients, what accounts you work with, and who you may know, you become someone I call on regularly for sources and industry expertise,” says Schertz. “Likewise, if you are familiar with my publication and the stories I write, it makes your job easier.”

Follow-up. Period.
So you pitched a story idea and there was little media response? That was just the start. Now it’s time to follow-up.

Send an e-blast or a friendly reminder. Provide a link with more information or a new angle to pique media interest. Say something specific about a recent story that you read. Reporters receive hundreds of emails each day, so this will help you stand out.

How much time before following-up? Three to four days is not an unusual amount of time for reporter response. If you know the reporter well enough, consider how you’ve worked with them in the past. Perhaps you should give them a call.

Follow-up is among the most important tasks in media relations. Make it a habit. Develop a checklist of media contacts and over time you will realize how effective it can be.

Final thoughts.
From your initial story pitch to the final publication, working with the media involves good planning.

“When things are well-planned, there’s a reasonable level of flexibility for the project to evolve and change,” says Editor Tom Wilk.

“I like it when PR and marketing contacts are approachable. Five minutes on the phone can save a dozen back-and-forth emails.”

Making a connection with the media is an investment of time and effort, but when carefully cultivated, it will pay dividends. Stay interested in what the media want and need and they will return the favor by reaching out to work with you.

Adds Wilk, “These are long-term relationships built over time and multiple projects.”

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