This document provides a guide for effectively preparing for and conducting editorial board meetings. It emphasizes the importance of setting clear objectives, being well-informed, and anticipating questions, while also recommending follow-up actions such as sending thank-you notes and analyzing meeting outcomes for future improvements. The key is to be concise, focused, and engage all members of the board while maintaining a positive demeanor.

1. Getting to the Point Editorial Board Meetings Made Easy

2. Before you make a request Narrow the issue Conduct media research Collect information about the issue Find out the editorial meeting guidelines Submit request in writing

3. What do you want? Set objectives for your meeting Editorial supporting your cause? Balance negative views? Establish credibility as a source? Knowing the objective tells you who should speak Keep message to 3-4 points

4. Before you get there Know the paper Read it! Prepare for questions Limit number of spokespeople Expect to meet for 30 minutes Call ahead to confirm

5. What to expect Introductions by editorial board Reveal their area of interest Turn meeting over to you Give brief overview with background Make the case Be prepared for Q&A

6. Making the case Bring background materials Fact sheets, statements, past releases, names and numbers for contacts Make the case in a 2-3 minute opening statement, supported by facts Give your presentation Address opposition’s criticisms on the issue Summarize your position

7. Those tricky Q’s! Not relegated to the end If you don’t know the answer, get back with it Plan the answers to the questions you don’t want to answer Be on the lookout for the “devil’s advocate” If you can’t defend your position, how can they?

8. Points to remember You are on the record Be positive, prepared and well-informed Be flexible, but don’t get drawn into side topics Focus on your designated point Engage all members of the board Ask for what you want Thank them

9. Following the meeting Send a thank you note to each in attendance If no editorial, call to find out why If editorial, watch for letters to the editor Respond in writing Agreement not required for relationship

10. Analyze Your Meeting How did it go? Did you get what you wanted? What worked? What didn’t? How can the next time be improved?

11. Getting to the Point Danielle McClelland Assistant Director City of Dallas Public Information Office