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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”