Interviews
by Phone
For good or
bad, most interviews conducted by reporters are done by telephone,
on . Magazine interviews the other hand, are almost always done
face to face because of a more liberal deadline structure. This
is often done because of deadline pressures in the industry
The same information
covered in the first interview lecture still applies, but below
are some specialized areas of concern for phone interviews.
Advantages/Disadvantages
While face-to-face interviews probably are best, there ARE advantages
to conducting interviews. Of course, there are many disadvantages,
as well.
For instance,
the face-to-face interviews give greater opportunity for observation.
They tend to be a bit longer, too, so you get the opportunity to
ask more questions and more probing questions.
But among the
advantages are the speed in which interviews take place. A face-to-face
interview most often will take 15 to 30 minutes, while a phone interview
is getting long at 10 minutes. If you are working under deadline,
have a passing familiarity with the subject you are writing about
and have the right kind of self discipline, phone interviews can
be a real blessing.
Other advantages
include:
- Busy sources
prefer the phone interviews because they know you'll take up less
of their time, too.
- You can
dress any way you want for a phone interview. You don't have to
worry about dressing appropriately until video phones come on
the scene. You can even interview your source in the buff if you
want.
- During a
face-to-face interview you are often cramped into a chair trying
to take notes in a small notebook on your lap. Heaven forbid you
also have to juggle a pile of papers you want to serve as reference
materials during the interview. With phone interviews you can
spread the notes out in front of you and set things up the way
you want to. You can even type your notes on a computer if you
want (a REAL advantage if your handwriting is as poor as mine).
You have the added disadvantage of holding the phone to your ear
while trying to write, but phone headsets can eliminate this disadvantage.
- If you are
nervous about asking sensitive questions you'll love the phone.
You don't have to face the source while asking the sensitive question.
Of course, you'll miss the observation of the source's reaction
to the question.
- One other
advantage is that you take control of when the interview will
take place because you place the call when you are prepared. That
is true unless, of course, you call your source and ask him/her
to call you back.
Procedures
When you choose to interview by phone there are some procedures
you should follow to insure best results.
- When you
make contact, identify yourself clearly. Too many people on the
phone speak to quickly and slur their words. Enunciate and speak
confidently at a moderate pace. Be sure the source understands
who you are and what story you are working on.
- It is always
wise to formulate the purpose of your interview. Are you following
up on a tip from someone? Why did you choose this source?
- If possible,
make a personal connection. Depending on who you talk to, we are
all connected to everyone else in the world --even the hardly
known native of a South American rain forest-- by six or seven
degrees of separation. That is, you know someone who knows someone
who knows someone . . . who knows the native. How did you get
to this source? Did your editor recommend him/her? Did a common
acquaintance recommend him/her? Perhaps you just pulled the person's
name out of the Yellow Pages. Then you would say something like
this:
I'm
doing a story on horse grooming. When I saw your ad in the
Yellow Pages I just knew you'd be the perfect source for me.
Make the connection.
- Be aware
that your voice paints a picture of who you are. The source cannot
size you up from appearance, your voice and what you say are all
you've got to make an impression. Learn to be aware of your voice,
your tone, your speed, etc. Try to have what I refer to as a "smiling
voice;" the source might not be able to see you, but can just
imagine the pleasant look of your face.
- Related
to that is that you want to use the speed and tone of your voice
to match the tone of your questions. There are times to talk a
little faster or a little slower, and times to talk a little happier
and a little more serious.
- Set up
your phone interview atmosphere so that you can stand while conducting
the interview. That means you'll need a counter or table high
enough for your note pad -- you don't want to be leaning over.
I suggest standing because physiologically it is the best way
for you to talk. When we sit and talk for extended times there
is pressure from our body organs on our lungs. You are in less
control of your breathing this way. Teachers lecture standing
up, singers sing standing up, etc. for a good reason. It helps
them control their breathing. Try it, you see.
Courtesies
It is important that you explain your purpose quickly. Don't spend
too much time on chit-chat icebreakers. Experts say that you have
less than 20 seconds to catch the source's attention and have him/her
decide whether to talk to you or not.
Explain your
purpose and, again, make the personal connection.
Speak clearly
and distinctly, especially if you get one of those dreaded answering
machines. I often get calls from folks who leave messages so rapidly
I have to listen to the message several times to pick out phone numbers
and names.
And if you are
asking a source to call you back be sure to outline when it is best
to call you back. If I'm your source and I choose to return a call
based on your message --and many messages fail to persuade me to return
a call-- I want some assurance that we are not going to be playing
telephone tag. Most sources will try only once.
Of course, I
often choose NOT to leave a message asking a source to call me back.
When you do that you've given up one of the advantages of phone interviews:
controlling when the interview will take place.
- Unless the
call will be brief, be sure to give the source an idea of how much
of his/her time you will need. If you've got a dozen questions already
outlined, you likely need more than five minutes. The source may
want to reschedule the interview, possibly face to face.
- Keep in mind
that you'll use fewer icebreakers during phone interviews. Stay
on topic to keep the interview short.
- Be courteous
and friendly. Even more than during face-to-face interviews, you
represent THE PRESS to the source when on the phone. That is, you
are more than just you, you are all reporters. What you say and
do reflects on the industry. It is an awesome responsibility. Be
professional.
- Be sure to
listen to answers while you are writing the answers. Be sure you
understand what is being said. Imagine your having to explain what
you are writing to someone who does not have the story background
you have.
- While long
silences in face-to-face interviews can have a positive effect in
getting you source to open up, they are more destructive while on
the phone. You don't want too many long silences on your part, even
while taking notes. Slip in a "huh, huh" every now and then to let
your source know you are still there and still listening.
Perhaps the hardest
part of a face-to-face interview is in starting. On the phone the
hardest part is ending the interview. You'll run across sources that
keep talking beyond the time you have or beyond the information you
need. You can't/shouldn't just hang up or cut the source off. You've
got to work on getting out of the interview courteously and on an
upbeat note.
Wow! This
is all great. I think I've got what I need, but if I come up with
additional questions can I call you back?
Answer the following
questions and e-mail me the answers at rcameron@cerritos.edu.
- What are some
of the advantages of phone interviews?
- What are some
of the disadvantages?
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