Asia Pacific Forum of National Human Rights Institutions CHECKLIST FOR RESPONDING TO MEDIA ENQUIRES 1. Get the key details. Ask journalist’s name, title and media organization and take his or her phone contact number and email address. 2. Find out what information is required and why. Make sure to ask: What is the story? What is the “angle” or focus of the story? Who else is being interviewed? Will the interview be live or pre-recorded? How much time will it take? Where will it be held? What sort of questions does he or she want to ask? 3. Promise to call back within an agreed time. Find out the journalist’s deadline and when he or she needs to do the interview. Even if you are not able to contact the NHRI’s spokesperson, or if the spokesperson is not available to do the interview, call back within the agreed time to explain the situation. 4. Research the journalist or media outlet. It is crucial to be familiar with the different media outlets that contact you, their audience and their style of reporting. This background information helps you to determine how best to prepare for an interview and, in some cases, whether or not it is in your NHRI’s best interest to proceed with an interview. 5. Talk with the NHRI spokesperson to see if they are willing and available to do the interview. 6. Organize a time for the NHRI spokesperson to talk with the journalist, if he or she is willing and available. Do not pass on the contact details of the spokespeople to a journalist. It is important that you remain the contact point at all times. 7. Provide the spokesperson with an “interview brief”. The brief (see page below) should set out essential information about the interview, the NHRI’s key messages and any other relevant details. Be available to answer any questions or provide your spokesperson with support, should it be required. 8. If it is not possible or appropriate to attend the media interview, be available at the time the interview is taking place to provide support or assistance if any issues arise. 9. Follow up with the journalist and provide relevant background material. 10. Never say “no comment” if the NHRI spokesperson is unable to do the interview. Explain why you are unable to provide comment at this time, find out if the story can be delayed or a written statement provided. If so, make arrangements to get back to the journalist. Preparing an interview brief An interview brief provides your key spokespeople with the background information they need to prepare effectively for an interview. An interview brief should include the following information. 28 | Chapter 2: Engaging with the media: Tools and strategies