Ouhk comm6005 lecture 6 effective interview skills

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Ouhk comm6005 lecture 6 effective interview skills

  1. 1. DA010 - Professional Diploma in Public Relations - COMM6005EP Public Relations Presentation and Communication Skills (2011/10) Lecture 6 Effective Interview SkillsDeveloped and Presented byRoy Ying, Msc., B.Comm.Note: Pictures used in this power point fileis for academic Purpose only
  2. 2. Table of Content• Preparing for interviews as interviewees and as PR professionals• 7 Steps in successful interviews• How to handle difficult questions• Role play workshop: mock up media interviews
  3. 3. “I have no power to prosecute. I have only the power to embarrass, to humiliate, to expose.” Geraldo Rivera
  4. 4. Legitimate Pre-Interview Concerns:• “Will the questions be fair?”• “Does the reporter have a hidden agenda?”• “Can I control the interview process?”• “What are the rules of engagement?”• “Will I be misquoted?”• “Will the reporter understand the issues here?”
  5. 5. Journalistic “Balance” - A Modern DefinitionCritic’s Message Your Message
  6. 6. Why Do Interviews?• Because a reporter has asked you questions?• Because you have Communications Objectives of your own
  7. 7. Remember, This Process is About CONTROL• Control of the media to the extent you can.• Control of yourself in all situations.
  8. 8. Remember, you start in agreat position. You have something the media wants…….. THE INFORMATION
  9. 9. You will be ready to conducteffective interviews when you...• Can identify the news questions you would ask if you were the reporter• Can frame answers to those questions• And can set your own agenda for news interviews
  10. 10. Interviews: The Reporter’s Perspective• Heart and soul of the news• Give depth, background, perspective, and personality to news• Quotes are interview excerpts to explain, inform, & illuminate……They put the human face on journalism• Reporters expect to get enough background to understand any story they cover.
  11. 11. Preparing for a media interview is a systematic effort• Brevity, simplicity, and clarity are key to all interviews.• Prepare…..Don’t “shoot from the lip.” (Your organization is too important.)• “Don’t take it personally……the reporters don’t.”
  12. 12. Most Common Interview Mistakes:• Treating the interview like you would normal conversation• Overloading the system (literally, “talking too much,” giving too much detail, and/or using too much jargon)• Merely answering questions and not taking charge of your answers
  13. 13. Effective Media Interviews Seven Steps to Success
  14. 14. Step One: Define / Refine theIssue• Establish rapport• Be polite and communicate a wish to help• Don’t automatically agree to or refuse an interview• Stress you need information first and negotiate to get it
  15. 15. Step One: Define/ Refine the Issue• Attempt to Determine – What’s your story or the Reporter’s angle? Agenda by Asking – Can I ask how much you know about this Questions: issue? – Reporter’s name & – Can I send (fax) some affiliation? background? – What is it about? – When is your deadline – What particular aspect and I’ll get back to you? are you focusing on?
  16. 16. Background Information Versus “Press Releases”• Definition of a Press Release: “Dropping a rose petal into the Grand Canyon and waiting to hear an echo.”• Background information: Usually a tightly written fact sheet (outline or “bullet” format) which gives key background, facts, organizational policy, current status, etc. Not a press release!
  17. 17. Step One: Define/Refine the Issue• Determine your purpose/feasibility• Research the answers – Consult subject matter experts – Formulate your own questions – Determine if new developments or issues exist
  18. 18. Step One: Define/Refine the Issue • Once the issue is clearly defined in your mind, ask yourself the most important question of all…….”Am I really the one who should be doing this interview?”
  19. 19. Step Two: Develop the Response• Response: A prepared statement triggered by (hopefully) an anticipated question.• Consists of two elements: – Information (answers the question) – Communications Objective (the organization’s position or perspective on the issue)
  20. 20. Step Two: Develop the Response• Communications Objectives (Messages) are the KEY to success. Without them, you are at the reporter’s mercy. The media claim they don’t like ‘em, but they always use ‘em!
  21. 21. What is a “Message?”• A concise point you want the audience to know and remember• Tells why the issue/program/etc is important in the audience’s real world.• Is the key point(s) you are going to get across no matter what!
  22. 22. What Does Being “Message Driven” Mean?• Knowing what your messages are.• Being consistent in delivering them.• Assertively bringing them into the interview.• Displaying the empathy that shows you mean the message you deliver.
  23. 23. Messages are most effectivewhen framed in newsworthy terms. & significant • New • A spin-off of a trend or event • Adds a new wrinkle to a current news story • Gives a local tie to a national or regional issue
  24. 24. Messages - “The Art of the Quotable Quote.”• Brief• Stands on its own• Uses common language & avoids jargon• Colorful or metaphor- ical (if appropriate)• Passionate or energetic “Ethos, Logos & Pathos” Aristotle
  25. 25. Message Length • Messages for broad- cast media average between 5 and 20 seconds (normal “sound bite” = 8 sec.) Messages for print rarely exceed 1 to 3 lines.
  26. 26. Create a Theme for Your Interview• What is a theme? A word or word picture to frame your message(s) in a memorable way.• Reinforcing a theme throughout the interview keeps you and your messages focused. Ideally, a theme should dominate the interview and tie the messages together.• Examples: “Building the foundation”, “Back to the basics”, “A few good men”
  27. 27. Step Two: Develop the Response• Goal: – To begin addressing the issue from where you feel the most comfortable, not necessarily where the reporter’s questions are trying to lead you. Messages and themes keep you on target!
  28. 28. Step Three: Brainstorm Potential Questions • Think of everything you think you could ? be asked, to include the worst possible questions. • Consider the rule of “5x5”
  29. 29. Step Four: Answer Questions Briefly in Writing• Promotes recall• Ensures accuracy – Especially useful with statistics, complex issues• Creates a guide for others (for continuity and consistency)
  30. 30. Step Five: (If Appropriate) Rehearse Out Loud • Murder Board: Staff role-plays the press & critiques performance • Make sure you have staff ask the tough questions/give honest feedback • Practice quotes/bites, but be careful not to sound “rehearsed”
  31. 31. Step Six: Establish the Ground Rules• Call back on time• Reiterate the subject of the interview• Establish the areas not open for discussion• Establish interview length, location, day/time (choose interview site carefully)
  32. 32. Enforcing Your “Bill of Rights” • In interviews of a spontaneous nature, you have the right…… – To know who is interviewing you and who he/she represents – To have total agreement by both parties of ground rules, no matter how hastily arranged – To be treated courteously, even with tough questions USMC Media Training Guide
  33. 33. Enforcing Your “Bill of Rights” • Spontaneous interviews (continued). You have the right….. – Not to be physically threatened or impaired by lights too close or micro- phones shoved in your face – To break off the interview after a “reasonable” time following the answers to important, main questions USMC Media Training Guide
  34. 34. Enforcing Your “Bill of Rights”• In pre-arranged office or studio interviews, you have the right…… – To all the rights previously noted – To know general content and thrust of the interview so you can research & prepare – To know generally how long the interview will last or your limit – To have a representative with you USMC Media Training Guide
  35. 35. Enforcing Your “Bill of Rights” • Prearranged or studio interviews (continued). You have the right……. – To make your own audio or videotape of the interview – To be told when you are being recorded – To be allowed to answer without constant interruption or harassment, assuming your answers are brief and to the point – To have an accurate introduction USMC Media Training Guide
  36. 36. Some Interview “Don’ts”• Don’t ask for questions in advance• Don’t argue• Don’t ask to see a story before it runs• Don’t allow a reporter to violate ground rules• Don’t pass the buck
  37. 37. Additional “Tips of the Trade” • Use concrete, short sentences & active verbs • Be an active listener • Be extremely careful if asked to agree to a paraphrase • TELL THE TRUTH! • Empathy and humility enhance believability
  38. 38. Step Six: Establish The Ground Rules……A Final Thought • Once you get to this point, you have negotiated a good faith contract with the reporter. KEEP YOUR SIDE OF THE CONTRACT. They’ve told their boss the interview is a “go”
  39. 39. Step Seven: Conduct the Interview• With Professionalism• With Confidence• With Control• With Adequate Preparation
  40. 40. Techniques of Control• Packaging/Bundling • Hooking – Quantify your info and – Begs the question & tie it together giving the baits the reporter to reporter verbal clues to ask the question you follow want – “We’ve got three new – “I think your initiatives to solve the audience may be problem and they interested in our two are….” major concerns and initiatives….”
  41. 41. Techniques of Control• Bridging • Flagging – Verbal maneuver to – Body/hand/facial reform question in gestures, tone of terms most favorable voice, leaning for- to you ward to make a point, – Lead in Phrases: etc. • “That’s one – Why? Draws perspective…” attention to what you • “What concerns me are identifying as a even more..” key response.
  42. 42. Understanding the “On TheRecord/Off The Record” Maze
  43. 43. On The Record• Everything you say can be reported verbatim and you can be identified by name and position as the source of the information (NOTE: This is the preferred way to do business)
  44. 44. Off The Record • The reporter agrees to take information from a protected source without doing the story or identifying the informant in any way. (NOTE: Don’t trust the reporter unless you also know the editor well)
  45. 45. On Background• The reporter can use the information but not directly name the source.• Good technique for educating a reporter
  46. 46. On Categories of Release……...• As a matter of principle and basic policy, you should be prepared to live with everything you say to a reporter or don’t say it at all!
  47. 47. Answering difficult questions• No matter what question is asked, your main goal is to answer the question (in your own way) and communicate at least one of your planned key messages.• With preparation, any question from the media is a chance to tell your side of the story, or get your message across.All you need is a skill in bridging the interviewer’s questions to your prepared core message(s).
  48. 48. Answering difficult questionsExample 1:• A current professional real estate investor was asked, “Some people call you a vulture; how do you respond to that?”• First, he diffused the question with a smile. The he paused and said, “Well, they must not understand what it is that we do. We’ll buy this dilapidated house when no one else will, and then we’ll make it the best house on the block. Which would you rather live next to?”
  49. 49. What has he done right?•• How was How was •• What was What was his body his body his core his core language? language? message? message?•• Did he •• Who did Who did Did he he build answer the answer the he build question? rapport rapport question? with? with?
  50. 50. Answering difficult questionsExample 2:• Donald Tsang was asked, ”there is a serious shortage of office space in HK. What are you going to do about it?” (FYI, we all know that he doesn’t have a plan)• “It’s a great question!” He then looked at his policy address notes for about 10 seconds, smiled, and responded, “The government is committed to improving HK’s competitiveness. If you have a view, please tell us! I will be happy to include your ideas in formulating land policies. In particular, you should respond to the West Wing consultation.”
  51. 51. What has he done right?•• Did he Did he •• Did he Did he appear to appear to have a core have a core be un- be un- message? message? prepared? prepared?•• What was What was •• Any other Any other the next the next objective objective best thing best thing he he to do? to do? achieved? achieved?
  52. 52. Answering difficult questionsExample 3:• Wong Yan lung was asked the question on “HK’s judicial system’s integrity if NPC decides to interpret Basic Law article 24”
  53. 53. What has he done wrong?•• How long How long •• Who was Who was did he wait did he wait his target his target until this until this audience? audience? statement? statement?•• What was What was •• How do How do his core his core you rate you rate message? message? his body his body language? language?
  54. 54. Mock Up ExercisePick one topic:• 王征回應亞洲電視錯報江澤民死訊• 樂亦玲回應陳志雲回朝

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