Agriculture Communication

Interviewing

The process of talking with someone in order to gain information about a particular topic

Rules for InterviewingArrange interviews ahead of time

The best way to get an interview is with a good resume and Cover Letter

Research background information on the interviewee and the subject about which you will be interviewing

Ask relevant questions

Rules for InterviewingBe respectful

Listen

Thank the interviewee for their time

Follow up on unclear information

Planning an InterviewBackground research - learn all you can

about your topic and interviewee prior to the interview

Prepare and opening question – make it interesting and amusing

Request the interview – state who you are and what topic you are pursuing

Planning an InterviewPlan your questions – most important

questions first

Dress appropriately – in a formal setting, dress formally; in a casual setting, dress business casual

Guidelines for Conducting an InterviewIntroductions – immediately introduce

yourself upon arrival

Take control of the interview – try to keep the interviewee on topic

Ask background questions – if background is necessary for your topic, ask for more information

Guidelines for Conducting an InterviewUse a conversational tone – keep the flow

of conversation going smoothly

Inquire about pros and cons – ask your source about both sides

Restate information – restating things in your own words as a question to the interviewee insures you understand the information and have accurate information

Guidelines for Conducting an InterviewVerify information – verify accuracy with the

source

Utilize the silent treatment – pause between questions to allow for elaboration

Request additional resources – ask for books or individuals who could give additional information

Guidelines for Conducting an InterviewEnd positively – thank the interviewee for his

or her time

Questions for Conducting an InterviewClose-ended questions – prompt short,

specific answers; facts such as when, who, where, yes or no answers and name and title

Open-ended questions – draw out information, induce longer answers and may lead to quotes; follow up close-ended questions with open-ended questions such as why and how

Questions for Conducting an InterviewImpromptu questions – aren’t planned, are

follow up questions; if the interviewee says something that may be important ask a question about the answer.

If you get a close-ended answer to an open-ended question, rephrase the question to attempt to draw out a beneficial answer

Note Taking for Conducting an Interview

Journalists need to know what is important to the story and important take note of. There is never enough time to write down everything the interviewee says. Notes need to be detailed so as to not leave out anything important.

Note Taking for Conducting an InterviewBe prepared – bring extra pens, pencils and

paper

Concentrate – listen for good quotes and focus on what you are hearing and writing

Use key words – use key words to remind you of facts and statements

Note Taking for Conducting an Interview

Shorthand – develop your own, speeds note taking

Slow the pace – when writing a quote, don’t ask the next question until the quote is complete

Request repetition – ask the interviewee to repeat something important

Note Taking for Conducting an InterviewEye contact – get use to writing without

looking at the paper

Give praise – “that’s interesting” and “tell me more” draw out more information

Verify important information – names, spellings, etc

Note Taking for Conducting an InterviewMark important information – star or

otherwise draw attention to important information in your notes

Save your notes – date and save everything

Following Up an InterviewFollow up with the interviewee after the

interview with additional questions or necessary to clarify information if granted permission

Check your facts; inaccuracy embarrasses you and your company

Additional or alternative sources may be necessary, thoroughly cover all sided of the story

Writing Thank You NotesUse special stationery

Decide whether you would prefer to type your letter or hand-write it

Convey your intent from the beginningDo not write "To whom it may concern" Preferred – “Dear Bob," for a friend or "Dear

Ms. Cathcart," if the giver is your manager or boss.

Writing Thank You NotesStart your letter with the thank you

“Thank you for ...“

Explain how you plan to use the gift

Acknowledge a person's efforts "I'm glad you were able to make it to [...]”“It was wonderful to see you"

Writing Thank You NotesConvey your feelings on the event

“We enjoyed a wonderful convention …“Mention a personal feeling … "I was happy to be

on campus.”

Finish your note by mentioning that you want to see or talk to the person again soon.

Sign your thank you note personally and with heart.

Email Etiquette Make the subject line useful

A useful summary of the email's contentIt can keep your email from being deleted before

it's read. Avoid prioritizing your messages

Your email may not be THAT importantGreet your recipient

Can be less formal with "Hello" or “Greetings”Keep your email concise

It's harder to read print on a computer screenSentences should be kept to 8-12 words. Leave a space between paragraphs.

Email Etiquette Use proper grammar and spelling

Use Standard English, proofread, and spell-checkAvoid fancy formatting

Keep it simpleSchedule Reply to emails

Immediate responding takes more timeSchedule times to read and respond to emails

Think twice before replying to just say thank you Some people don't want an e-mail that says "thanks“It takes more time/energy to open an email and

read it just to read what you already know.

Email Etiquette Edit long emails when replying to them

Delete the string of correspondence if not neededConversely, be sure to include info that you

are responding to Avoid sending an email that says only 'Yes,' for

exampleClose your email on a cordial note

Closing with "Best wishes," "Good luck," or "Thanks in advance for your help,"

Sign your name Type your name at the endOr use your application to create a default

Email Etiquette Limit attachments

Can be hard to open and they eat up memory Think before you send

Don't send e-mails when you are emotional. Do Not use ALL CAPS

HARD TO READ AND IT IS CONSIDERED SHOUTING

Be careful using abbreviations and emoticons Fine with friendsIn a formal message, people may not know that LOL

means "laughing out loud”