Agriculture Communication

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

Rules for Interviewing Arrange 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 Interviewing Be respectful Listen Thank the interviewee for their time Follow up on unclear information

Planning an Interview Background 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 Interview Plan 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 Interview Introductions – 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 Interview Use 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 Interview Verify 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 Interview End positively – thank the interviewee for his or her time

Questions for Conducting an Interview Close-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 Interview Impromptu 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 Interview Be 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 Interview Eye 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 Interview Mark important information – star or otherwise draw attention to important information in your notes Save your notes – date and save everything

Following Up an Interview Follow 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 Notes Use special stationery Decide whether you would prefer to type your letter or hand-write it Convey your intent from the beginning Do 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 Notes Start 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 Notes Convey 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.

Etiquette Make the subject line useful A useful summary of the 's content It can keep your from being deleted before it's read. Avoid prioritizing your messages Your may not be THAT important Greet your recipient Can be less formal with "Hello" or “Greetings” Keep your concise It's harder to read print on a computer screen Sentences should be kept to 8-12 words. Leave a space between paragraphs.

Etiquette Use proper grammar and spelling Use Standard English, proofread, and spell-check Avoid fancy formatting Keep it simple Schedule Reply to s Immediate responding takes more time Schedule times to read and respond to s Think twice before replying to just say thank you Some people don't want an that says "thanks“ It takes more time/energy to open an and read it just to read what you already know.

Etiquette Edit long s when replying to them Delete the string of correspondence if not needed Conversely, be sure to include info that you are responding to Avoid sending an that says only 'Yes,' for example Close your 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 end Or use your application to create a default

Etiquette Limit attachments Can be hard to open and they eat up memory Think before you send Don't send s 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 friends In a formal message, people may not know that LOL means "laughing out loud”