Meetings with journalists are a common strategy in press office services and aim to establish a connection between spokespeople and influential individuals to transform them into recurring sources. These moments foster the exchange of relevant information and an in-depth exploration of topics. While these occasions may have more informal characteristics than interviews, it’s important to take some precautions!

How to Conduct Effective Meetings: Five Crucial Steps

1. Preparation: Clear Messages and Constant Updating

The spokesperson should have clear messages in mind regarding themselves, the organization they represent, and the most relevant topics for the journalist. The fundamental messages should be “at the tip of the tongue”. Staying up-to-date with current topics that may come up in the conversation is crucial.

2. Presentation: The Relevance of the Spokesperson

Time is a scarce resource, so before proposing a lunch or coffee with a journalist, the team must provide details about the spokesperson, demonstrating why they are a valuable source for the specific journalist. In other words, provide context while highlighting the aspects that make the source unique and relevant.

3. Selecting the Right Journalist: Strategic Personalization

In newsrooms, professionals often have diverse interests. Thoroughly examine the vehicle’s profile and the journalist’s specific interests. Personalize meetings by selecting journalists whose interests best align with the editorial context.

4. The Location: An Environment Conducive to Conversation

The meeting place needs to be easily accessible to the journalist, preferably close to their home or the newsroom, and should offer good infrastructure and service. If the meeting doesn’t take place in a specific location, such as the company’s or the media outlet’s office, give preference to well-known cafes and restaurants that have an environment conducive to conversation.

5. Unfulfilled Promises: Integrity as a Principle

Conversations with journalists can be exciting, and due to their natural curiosity, especially for exclusive content, a spokesperson may unintentionally share information that they do not have or cannot disclose, which can strain the relationship. Avoid making unfeasible commitments.

Establishing effective relationship meetings is a task that requires strategic planning and careful execution. By taking these steps, companies can strengthen ties with the media, build solid reputations, and position themselves as reliable and relevant sources in the industry.