When a reporter reaches out following your press release, it's a pivotal moment to shape the narrative about your business. Here's a comprehensive guide to managing that crucial conversation effectively, ensuring your message is conveyed accurately and your relationship with the media is strengthened.
When the much-anticipated call from a journalist arrives, signaling interest in your press release, it's essential to remain calm and collected. Express gratitude and inquire how you can assist. If you missed the reporter's name in the initial excitement, politely ask for it again.
Upon learning the reporter's angle, assess whether it aligns with your business's image. It's okay to decline if it doesn't, but if the angle is favorable, seize the opportunity. Understanding the reporter's intent and how your comments will be used is crucial.
When answering questions, take a moment to gather your thoughts and respond succinctly. Reporters are often under tight deadlines, so staying on topic and not over-elaborating is appreciated. If there's a pause, wait for the next question instead of filling the silence.
Always steer the conversation positively, avoiding negative comments about your business, clients, competitors, or any other subject. Be friendly, personable, and confident, and don't hesitate to share a laugh if the moment is right.
Prepare a list of contacts who can support your press release's angle, including their names, businesses, phone numbers, websites, and email addresses. Ensure they're willing to be referenced or quoted if needed.
If your press release includes statistics or research, have that information on hand. Offer to send additional material if it can support the story. Share relevant facts and compelling anecdotes that could enhance the article.
Avoid saying anything you wouldn't want published. If you're unsure about a question, it's better to admit it and offer to follow up with the information later. If you misspeak, promptly correct yourself.
If the reporter needs more information, confirm their deadline and prioritize sending the requested details well in advance. Timely follow-up can establish you as a reliable source for future stories.
Before ending the call, thank the reporter, inquire about the article's publication date, confirm their name's spelling, and exchange contact details. Let them know you're available for any further clarification or future stories.
If you miss the reporter's call, prepare your information and return the call as soon as possible. Phone interviews are common, but if possible, opt for emailed questions to craft well-thought-out responses. If the call comes at an inconvenient time, schedule a callback and ensure you follow through punctually.
By adhering to these guidelines, you can navigate media inquiries with confidence, ensuring that your business's story is told accurately and effectively.
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