Sep 20 2011
By Lynn Walsh, RTDNA Blogger

As the Excellence in Journalism conference looms closer, ask yourself: “Am I ready?”

Yes, you have registered and hopefully already figured out where you are staying, but what about the other details? Have you contacted people to re-connect? Have you made time network with the other thousand or so journalists that will be there? Do you know which sessions you are going and what you will be doing in between the sessions?

Registration and booking a flight are only the first steps. Here are some more ways you can prepare for a conference where journalists from around the world get together to learn, provide advice and most importantly talk business!

* Come prepared. Make sure you have enough business cards, all of your electronic chargers, pens, a computer if you need one, etc. You want to put your best face forward, so take the time to cover your bases. Don’t forget resumes and even cover letters (printed copies are best.) Also, consider bringing work samples, DVD’s, paper copies of stories — you never know when someone might want to see an example of the work you are doing. Check out what the weather is going to be and pack accordingly. And be sure to bring cash and have some on hand, especially for airports and parking.

*Download the #EIJ11 mobile app. The application, “Excellence in Journalism 2011,” (search “EIJ” in the app store) will allow you to see who else is there and it provides you with the contact information. On top of that it makes Tweeting a lot easier once you have synced your Twitter account with the application. Also, be sure to add your contact information to the contact list. The schedule and a map of the facilities is also all in one place for you.

*Figure out your schedule. Are you going to go to sessions? Figure out which ones. For me, it is easiest to pick one or two for each time slot, this way if I change my mind after sitting through an earlier one or feel like what I wanted to learned was covered somewhere else then I can quickly know where to go next. On top of the breakout sessions there are community service opportunities that have been planned, more intense pre-conference workshops and do not forget about all of the meals and special events. It may seem overwhelming, but believe me, it will save you a lot of time and headaches to figure out as much as possible beforehand. Check out the full schedule here!

*Can’t make a session? There are so many great sessions planned that it can be hard to go to everything you want to. If you are really interested in a session but could not fit it in, try contacting the person or people who presented the session and see if they will have any handouts or links to information online so you can try to learn more about the topic that way. It is not the same experience as attending the session but it is better than completely missing out. Also be sure to check out all the coverage of each session on RTDNA.org! There will be text, video and pictures from virtually all the sessions!

*Don’t forget about the SPJ and RTDNA meetings. Votes will happen and big decisions could be made during these meetings, don’t miss out! Whether it is a regional meeting, a national committee meeting or a chance to vote, make sure you take time to stop in to these. Even if you are not currently holding a position or may not even want to, as members of either organization it’s important to see what is happening.

*Social Media. Remember to use the hashtag #EIJ11 on Twitter to follow the discussions from everyone at the conference. There is also a Facebook page for the event.

* Contact old friends. Check your Rolodex and contact people who may be in the area and see if they can grab dinner, drinks, breakfast, etc. It can be a perfect opportunity to reconnect to an old friend or colleague. Make new friends. Have you been thinking about taking a leadership role in either organization? Now is the time to learn more about the positions available and connect with people who are currently in them. The key is to contact them beforehand, so each of you knows to be on look-out for one another, or take the time to at least say hello in person. The same goes with a presenter or other journalist you have always admired. Contact on social media platforms and through the web is great, but there is nothing like meeting someone new in person!

* Share valuable story information or have it easy to find. While you may not be in the newsroom, it doesn’t mean your beat is going to stop moving. If you were working on a major story, let someone know where it stands and where the information is, just in case anything happens. Forward e-mails to other reporters about story leads you received. Copy documents and databases to CD’s or keep them in a place that is easy to locate just in case someone in the newsroom needs to get their hands on it. The same goes for any social organizations or responsibilities you may have.

* Let people know you will be gone. Whether it is a source or colleagues. Take the time to send out personal e-mails or to make phone calls to let people know you will be out of pocket for a while. Be sure to set a vacation responder on your e-mail and your voicemail message. If you are OK with being contacted let people know the best way to reach you.

* Communicate with your news organization ahead of time. Make sure it is clear what, if any, your responsibilities will be while there. Will you be expected to blog? Post updates on social media accounts? Respond to e-mails? The list goes on and on and I think it is crucial in making sure you get the most out of the conference. The best way to approach these questions is by asking and having an open conversation about all of this with your boss and editors.

* Make sure you leave home AT HOME. From the littlest things like emptying garbage cans to paying bills, make sure you leave yourself enough time to get things at home done so you are not thinking or worrying about them while attending training. Let friends and family know where you are and give them a heads up that you may be hard to get in touch with during the jam-packed conference.

Keeping these tips in mind has helped me better enjoy and take advantage of all of the learning and networking opportunities a conference can offer. Is there anything I am missing? Let me know how you are preparing, LWalsh@Twitter.com and see you in “The Big Easy!”

Aug 30 2011
By Lynn Walsh, RTDNA Blogger

Journalism is about informing the public and providing information. While we are producing the stories and videos for the public we want them to be easy to understand, right?

When you work to make something informative and also easy to understand it can sometimes make telling the story a little more difficult. Questions like: what details do you include? and what information gets left out? come up all the time!

Those questions can also go beyond facts about the story to information about the people being interviewed in your story. What do you call them? Do you include their formal title that can be a combination of three, four, five and sometimes more words or do you just shorten it to make it faster to say on-air?

For example: if you interview someone who has a title, “community relations specialists” for Company ABC, do you include the whole title or do you shorten it to “spokesman” for Company ABC?

“Much of the decision about this has to do with how much room we have on the title line,” Tim Sharp a broadcast journalism professor at Ohio University said. “Because of that and because ‘very specific’ titles often are not essential, we often default to just the name of the organization.”

In the example above, Sharp says he would just use the company title, especially, “for people who are designated as spokespeople for an organization.” Sharp is also the News Director for WOUB, a news station in Athens, Ohio.

Ted Houston, a radio reporter in Arizona, says his station has “eliminated use of words like ‘spokesman’ or ‘vice president of community relations.’” Instead Houston says he uses terms like “the airport’s Jane Smith” or “Joe Smith of the FAA says.”

“We have a premium on time,” Houston said. “But…their title doesn’t really matter unless it is someone that they (listeners) know and love.”

Both Houston and Sharp say they use titles when they are relevant.

“If expertise is relevant, such as a nuclear scientist commenting on a power plant meltdown, then we will include such information in the title.,” Sharp said. “This is the case as well for elected officials, and bureaucrats.”

One important question to ask yourself while writing the story, whether it is radio, television or online, is whether or not the reader, viewer or listener will recognize the person. If the title is not going to be one that someone reading the story is going to recognize then you probably do not need to use it. If the viewer can recognize the person as being connected to the company without the title then it can probably be left out. But, if you think it is needed, then include it!

Remember you are writing for your audience. Houston says he thinks it is “part of a trend of being more conversational and relate-able to the audience, I think radio is doing that more.” The goal Houston said is to “sound like they are telling the story to somebody, not reading a news article.”

What does your station do? Do you shorten titles or keep them? Share your thoughts in the comments below or with me, Lynn.K.Walsh@gmail.com or on Twitter, @LWalsh.

Location! Location! Location! 4 Ways to Improve the ‘Where’ of Your Coverage
Mar 12 2011
By Lynn Walsh, Texas Watchdog & RTDNA Blogger

Whether it is online, on the radio or on TV every story we report happens somewhere. For many the “where” part of that is very important.

As reporters we are traveling in and out of neighborhoods in our communities every day. We become familiar with places and neighborhoods more than most do just living in them. Sometimes, I think, that the familiarity we gain as reporters, editors or photographers can be taken for granted as we write, produce and tell our stories.

We tell the stories and may forget to include our location or just include it with a lower-third or caption in a picture. While the location is there, it is not always the most helpful. Here are some ways we as reporters can better include location in our stories.

1. Create and publish maps. Whether you are talking about a school that may be closed or a big event take the time to create a map, especially if there are multiple points involved. Google Maps, makes it very easy to create maps that can be linked to and embedded in stories. You can add all sort of information to the map including pictures and links to other stories about the points.

2. Improve stand-up locations. Don’t just stand in front of City Hall to talk about something city council members are voting on. Go to the location of the what is being affected. Think of where people being affected live or hang out and go there. This goes for lots of stories we cover, think outside the box and head to areas where people are instead of buildings.

3. Show distance. Showing someone a map of the locations is helpful, but why not take it one step further? See how far the points are from one another or from popular destinations in your community. Look at driving distance, walking distance and even public transportation distances. You could even look at radius of distances and more. You can also use your stand-ups or video stories to demonstrate distance.

4. Include neighborhood names. This may sound basic, but it can be helpful to people who live in your community. Include the names that they are using and add descriptions that tell which part of the city it is too.

Location can provide people with a lot of perspective when reading, watching or hearing a story. When you think about distance and how a person may get there (walking, driving, etc.) it can add even more to the story and maybe even create new and interesting angles.

8 Ways To Improve Your Social Media Usage
Mar 30 2011
By Lynn Walsh, Texas Watchdog & RTDNA Blogger

Social media – some people love it, others despise it. But, no matter what side you may fall on, as a journalist you are probably on at least one and using it for both professional and personal reasons.

The mix between professional and personal can be tricky to balance. How much sharing is too much? Should you “like” politicians on Facebook? What about liking links to stories that show bias one way or the other? And most importantly: What about the comments you make or status updates you post, are they biased?

Here are some things to keep in mind while tweeting and scanning your news feed.

1. Watch what you “like” on Facebook. “Liking” a brand or band or news organization on Facebook is easy, fun and it shows support for that person, individual or group. It is a great way to support friends and family and spread the word about something you love. But, keep in mind that when you click the “like” button your feelings of support are no longer private. As journalists we are supposed to be unbiased in our reporting. How is a reader going to portray your story on a democratic political candidate if you “like” all of the republican candidates on Facebook? Even if you feel you can put your feelings to the side for the story, what will the viewer think? You do not want them to have any reason to doubt your coverage so think twice before you show your support for a candidate or anything else for that matter.

2. Consider a “Disclaimer” statement on your profiles. I have one on my personal profiles and professional profiles and if anything it just makes me feel a little more comfortable. I spell it out for people: just because I am in a group on Facebook does not mean I am actually “in” the group. I may be in the group to obtain information or to get in contact with members who are associated with the group. Sometimes in order to get updates from a politician you have to “like” them or follow them. Consider telling people that in a disclaimer sentence at the end of your profile.

3. Watch your comments. Whether it is a RT on Twitter or an actual comment on Facebook, comments can get you in trouble. Be careful of the words you use, the type of sentence you are writing and most importantly what you are saying.

4. Keep opinions to yourself on personal accounts. As journalists we still have opinions and we still want to voice them and that is our right. The key is to be careful. If you want to be more vocal on Facebook or Twitter consider strengthening your privacy settings and closely monitoring who you allow to see your profile and information.

5. Watch what you delete. When you post something you did not mean to and delete it, remember that someone, somewhere probably still saw it and may have made a copy or a screen shot of what you said. Sometimes deleting can be worse than what you said in the first place. Think about whether you want to delete it or consider posting an explanation or a clarifying sentence.

I also would like to add that I think it is OK to share opinions and make comments about topics you do not cover. For instance, I cover education but I still love to follow what is going on in the entertainment world, especially when it comes to music. I comment and share links to stories about entertainment and Hollywood all the time. But, I do so knowing that as much I like it, I will probably never be covering the industry professionally. Other than tweeting or sharing links on Facebook, I do not see myself interviewing people from the red carpet in the future.

But, when it comes to education stories, I do not let my opinions of how money is being spent or how I feel about the newest piece of legislation come through anywhere in public. I feel I owe that to my audience. I want to provide non-biased coverage for them and do not want to give them any reasons to doubt that that is exactly what I am doing.

On the other hand, I am very passionate about government transparency and an individuals right to information. This is something I will comment on and is also something I will cover for my news organization.

The key, I think, is to really sit down and think about what you want your viewers to think about you. Personally, I want people to know that I feel people have a right to certain information and I have no problem helping people get the information. I also do not mind people know that I love pop music. What I do not want people to know or think is that I have a biased toward a member of the school board, the superintendent, a piece of education legislation, etc. Ask yourself what you do not mind people knowing about you and what you do not want people to think about you when it comes to your news coverage. Then base your posts on that!

Along with watching what you are typing, “liking” and sharing, always remember the following:

1. Be Social. The point of social media is to interact with people. Don’t just share links. Comment on others links, think of ways to engage people who are following you. BE SOCIAL and LISTEN!

2. Don’t be afraid of the competition. If you find a great news story, share it, even if it is from a reporter at a competing station. Do not be afraid to share links of other news organizations in your market. Being competitive is important but what is more important is sharing quality news with your audience.

3. Be responsive & communicate. Remember to check your messages and mentions on Twitter and do this often. If someone asks you a question about a story you posted but you do not respond for a few days, how helpful is that? That same goes for Facebook comments on your wall or links. Answer the questions, tell people what you know. If you do not want everyone to see your response to the individual then message them individually or e-mail them.

I have in no way perfected social media and I am not sure anyone ever will, which is one reason why it is so fun! Those are just some tips I have picked up along the way and I would love to hear what else you do. Share them with me below or on Twitter @LWalsh.

4 Ways to Make Sure Your Facts Are Bulletproof
Apr 05 2011
By Lynn Walsh, Texas Watchdog & RTDNA Blogger

If it’s on the internet or television it has to be true, right?

I hope we all know the answer to that question.

Or how about all the people you have heard justify something they have said with one of the following statements: “But I saw it on the news..That’s what they said on the radio this morning…But, I read it in the newspaper.”

While I believe in journalism and journalists, I am not sure I can say that just because something is covered by the news and appears in the news it is ALWAYS true. I do believe that most journalists go above and beyond to fact-check their stories but sometimes things slip through the cracks. And I would argue more often than not it happens when using the internet or online sources to verify the facts in a story.

Here are some ways to make sure your facts are bulletproof.

1. Pick up the phone. The best way to be sure of something sometimes is to just ask. While e-mail can be quicker and is a favorite way to communicate for many, facts, names and general information can get jumbled in the back and forth. So, just take a few minutes and reach out to a source or interview subject by phone. Whether it is to quickly double-check the spelling of their name or to get a quote 100 percent correct, it can save time and put your mind at ease. Sometimes the phone conversation can lead to other story ideas as well!

2. Do research on your sources. The internet is great: it’s fast, fun and full of information. Use it to learn more about the people you are quoting or using in your stories. From their Facebook profiles to their Twitter postings, you can learn a lot about the person in your story by what they are posting online. Sometimes social media profiles can be more honest and eye-opening about what a person is really like than any conversation or interview with them.

3. Validate/verify other news reports. And always make sure to credit them. We all know to cite and give credit to where the facts or information in our stories come from, but remember to also do a little digging yourself. Just because another station says something does not mean it is true. Do the leg work and make a few phone calls to the sources in their stories on top of crediting the news organization you are getting the information from.

4. Call other reporters. This is something that can be extremely valuable to you as a reporter. If you are thinking about or considering covering a story but want to know more about it and someone has already covered it, who better to ask than the reporter who already spent time on the story? They normally have a lot of background information that can be summed up in a short phone conversation. Sometimes they are even willing to share documents or contact information of potential sources with you.

4 Ways to Develop Stories Via Social Media
Apr 11 2011
By Lynn Walsh, Texas Watchdog & RTDNA Blogger

Getting sick of covering a story featured on a press release? It is time to develop your own unique story then and social media can help.

The best way to break away from the every-day story is to develop your own and pitch it to your news manager. With Facebook and Twitter around it is easy. Here are some tips to use social media to develop enterprise stories for your news room.

1. Connect with people. Whether it is on Facebook or Twitter, search for the people, groups, etc. that are influences in your community or your beat and follow them or friend them. I would even ask to join their groups and be notified of when meetings/events are. Consider creating lists on Twitter for different categories of people, that way their posts don’t get lost in the online shuffle of updates. Creating a list can also make it easier to just look at those people all at once when it is time to think of story ideas.

2. Search for key phrases. This is best for Twitter. If you covet education search and create saved search boxes on your mobile phone for key words related to the district you cover. You would be amazed at how many high school students and parents use Twitter (and without much of a filter). People involved with a story know more about what is going on and find out about news before the larger organization does most of the time.

3. Pay attention to comments/replies. This is crucial. Whether it is on Facebook, your website or Twitter, read comments and reach out to those who post them. New story angles can come from comments from people as well as different perspectives on the issue that could lead to a great follow-up story.

4. Continue the conversation. If you see interesting comments or want to know more ASK! Reach out to the individual who posted the comments personally or ask your community at large about it. Do not be afraid to ask people to contact you or to generate story ideas on social media.

5. Report/clarify social media rumors. People say a lot of things online. Some of it is true and some is not. If you see a lot of people speculating about the same thing and you have clarified that it is not true tell them that. Readers and viewers want the truth so give it to them even if it isn’t what they originally thought. Also, think of it as a great way to create content that is specific for your social media and online platforms.

It seems to me that sometimes journalists are afraid to post story questions or reach out to people on social networks because of the possibility that their competition may find out. I would not worry about that too much but if you ate concerned reach out to people privately on social media sites by sending messages, DM’s, etc.

A Retrospective Look at the Royal Wedding News Coverage
May 09 2011
By Lynn Walsh, RTDNA Blogger

Two big stories over the last week or so have have proven to be very popular on the web and have kept news coverage extended beyond normal air times. I am referring, of course, to the Royal Wedding and the death of Osama bin Laden.

What’s interesting to me is that the two are completely different genres of news: one can be considered a “fluffy” entertainment piece and the other a hard-news, stop-the-presses story.

Even though the two seem drastically different, they both have at least three things in common:

1. Both stories are eliciting strong reactions from most viewers
2. Both stories have created huge frenzies online, especially on social media sites
3. Both stories led newscasts on and after the days the news occurred

The two stories have got me thinking about the resources news organizations put behind stories, especially those that are more entertainment-based.

The Royal Wedding was an event that people cared about and will continue to follow; there is no doubt about that. But was there a need for news organizations to send every top-anchor it has on staff to London? Was it necessary to devote so many resources to that story?

I do not think I am the expert to answer those questions. But it did get me thinking about a few things in news coverage.

1. Is it OK to use joint camera streams/live camera shots at events? Could organizations have come together and provided more joint coverage? Is that a better use of resources?

2. Is it OK to put news resources behind a “fluff” story like the Royal Wedding when there are other huge, hard-news stories happening daily elsewhere around the world?

3. Could the wedding have been covered differently by news organizations? Where was the citizen journalism?

Before I offer my opinion to these questions I would like to say that although I was not up bright and early watching the wedding coverage LIVE I did record the coverage from multiple news stations and watch it in it’s entirety later that evening. So, I too was enthralled in the magic and happiness of the moment. I also did enjoy the coverage so this is not a criticism of whether or not the coverage was good, but more questions about how news organization use their resources.

1. Thousands of journalists, some of the worlds best reporters and anchors and morning shows across the country went live from London for the event. They didn’t just go live for one day but many went live for several days. I am not sure the cost each news organization incurred for this, but I am sure it was more than some journalists get paid in a year. My point: could news organizations have come together and provided the same coverage by sharing resources, and in the end spending less money? I think more resources could have been shared. Normally, it is not my opinion that camera feeds and video should be shared by news stations unless it is a press conference but in this case I think stations could have. I think because the story was not hard news, camera feeds could have been shared and there was not really a need for all of the anchors and reporters to be on site. Watching it on TV, I think I could have enjoyed the same coverage if the anchors were sitting at their desks in New York and talking over live camera feeds. Maybe I am wrong but if less money is spent and less resources are used it could create more opportunities to cover other stories (my next point).

2. With so many things going on in the world (weather in the South, wars, conflicts, economic instability) we do not have a lack of stories to cover in the news business. Sometimes there are too many stories. And some would argue there are too many more serious and important stories to cover than a wedding. So, if a news organization is going to put massive amounts of money and resources behind a story like the Royal Wedding, they should also be putting their resources behind these other stories. This is coming from someone who loves hard news, but I think even those who may prefer E! to CNN would agree that there are lots of impactful stories around the world that are just waiting to be covered.

3. The coverage of the Royal Wedding also made me wonder: “where were the citizen journalists?” Judging from the views of the crowds in London there were plenty of people and I am sure almost all of them had cameras. I think this is one story where the use of citizen journalists could have been capitalized on more than in the past. This story is fun, it’s straight-forward (two people getting married), there are not a lot facts to double and triple check, so let the people cover it! I think it’s important to have the experts there to tell you who people are, but use the people who are there to tell the story and let them do it themselves. They had even been camping outside for days so they obviously had a strong personal connection to the story.

I enjoyed the coverage and still have not deleted the recordings from that day from my DVR but I think it is important for us, as journalists, to carefully consider our use of our news organizations resources, especially at a time in news when we are doing more with less.

5 Things to Check Before Pressing ‘Send’
May 16 2011
By Lynn Walsh, RTDNA Blogger

If there is one thing all journalists have in common it’s that we are all busy! There are always too many phone calls to make, too many e-mails to send and too many stories to cover.

And if you are anything like me, that means you are probably constantly thinking of multiple things at once. When you are writing an e-mail or making a phone call you are probably also thinking about the next phone call or the next e-mail that needs to be sent.

I am not sure there will ever be a day when a journalist is not busy, but in the rush of things there are a few things that can help you. These are simple tasks and ones that you probably do everyday. But, in the rush of the moment, these are also things that can sometimes be skipped; it has happened to me many times.

1. Spell Check. Journalists tend to be cautious with the spelling used in their stories or on the news web page but what about the other platforms: e-mails, lower-thirds, texts, social media? Whether it is an e-mail to a source or a public relations staff member, take the few extra seconds to hit spell check in your e-mail (it will be less embarrassing later!) I also find myself making mistakes on Twitter more than anywhere else, mainly because I send updates from my iPhone and the little tool called “auto-correct” loves to replace my words with theirs. Make sure to double-check your tweets before they go out, even if you do not see anything underlined in red!

2. Broken Links. Whether it is in a story or a post on Facebook or Twitter, make sure the link you are posting works. For me this happens a lot on Twitter, where I post something and due to the 140 character limit, my link may not work. Take the time to double-check the post, especially if you are sharing a story you want others to read. Most of the time it’s not that the link you found is broken, it’s probably a more simple reason, like the whole link did not “copy and paste” or it did not fit in the Tweet. I would also suggest checking the link from another device if you can. If you posted it from your phone, check it on a computer. If you posted in on your computer then check it with your phone. Sometimes if you use the same device to check it you may not notice the mistake!

3. Name spelling. This seems like an easy one, but with the fast-pace environment of social media and the Internet, it happens more than before. With television or in videos the spelling may not be as important as the pronunciation (if you do not use a lower-third). But, with the Internet and social media, you now are writing the names of interviewees all the time. Always ask how someone spells their name, even if it is an easy name like “John.” And do not rely on the question “is that the traditional spelling?” Now-a-days your “traditional” spelling of a name may not be the same as someone else’s.

4. Thank you e-mails. On big stories or emotional pieces this is probably at the top of the list. But, do not forget about all of the other stories and people who help with your story. It takes a few minutes and I normally try to do it while I am waiting in-line somewhere (like the grocery store, bank). Do not forget to include links to the story as well. As journalists we are great at googling something and finding it pretty quickly, but for some people that task may not be as easy.

5. Check other news outlets’ facts. Even if you are attributing the fact, take the time to make the call yourself. Sometimes a news outlet can get it wrong and you want to make sure you get it right! Consider calling the reporter who wrote the story and ask them where they received their information and then call that person to verify. This is especially important if it is a topic you are not that familiar with or have only seen reported once.

With so much out there to cover these are some basic tasks that I have found can be skipped over in the rush of things. It is those times that I am especially thankful for my editors!

Make Reporting Life a Little Less Hectic: Manage Phone Calls
Jun 21 2011
By Lynn Walsh, RTDNA Blogger

Like most people, I am always wishing for a few more minutes or an extra hour in each work day. In my experience it seems reporters may ask for that more often than people in other professions. And, like most reporters, it seems there are always countless thoughts, story ideas or questions to be asking (normally, too many to keep straight!)

While I am not sure anyone can ever have all of it “under control” there are some ways to make small tasks like phone calls more manageable. This is the first of a series of tips I use to help keep my life a little more orderly and less overwhelming. First up, phone calls. You make them every day, some are story specific and need immediate answers while others might be routine beat calls to chat with sources and get story ideas.

Breaking news/deadline situations: These are times you are hanging up the phone as soon as you are picking it making it hard to remember who you called and what happened after the phone began to ring.

Keep notes while on the phone. Whether it is an open Google doc. (or just a paper and pen) I write the person or agencies’ name, date and time I called and what the outcome was: did I talk to someone? did I leave a message? did I talk to a secretary? etc. This helps when you have to report back to editors or producers but also helps you know who to keep trying.

Set an alarm. Sometimes you call someone and they might ask you to try them back in five or 10 minutes, set an alarm on your phone or watch so you remember to do just that, you do not want to forget to call back and miss talking to them.
Search for other options. Sometimes it seems like no one is in the office when you need them. Think outside the box and search for other options of who to talk to. Consider organizations outside your state too; with technology you can Skype with them if you need to.

Record the conversation. I always make sure I have a recorder on before picking up the phone, something I have learned is invaluable at my current job. Even if it just recording you leaving a message, if that person ends up not talking to you or returning calls down the line, you can use that audio in the story later. Also, you never know what someones initial reaction is going to be and by the time you meet them for an on-camera interview they may have calmed down or had a professional help them with that to say. (Note: some states may require you to inform the person that the conversation is being recorded.)

Non-breaking news situations:

Lists. I generally fine lists helpful but even if you don’t I think it can make phone calls a lot easier. I make them on my phone so it is with me wherever I am. I even keep a separate note page for them on my note app. It saves me a few seconds and I know that anything on that page will result in a phone call whether it is a name or a company.

Use your calendar. A mentor of mine once told me that every reporter should be making two to three phone calls to sources each day that they do not immediately need for a story that day. That may sound overwhelming but an easy way to do this is to keep a “phone call” calendar. You can organize it by people or areas of interest, etc. The great thing about a calendar is that it is easy to make re-occurring (once a month, every two months, etc.) and if you get to busy you can always move it to the next day or week with a quick click and drag on the computer. A calendar also allows you to keep of track of who you called and can act as a great log for notes, etc. If I add someone to my “phone call” calendar I try to take the time to include the best phone number for them and their title and organization information in the calendar entry so it is readily available.

Create and maintain a contact database. I personally love business cards and keep all of the ones I receive in a binder at my office. But, every time I call someone or receive a business card I enter their information into a Google spreadsheet called “Media Contacts.” I include all of the information I have on them and also have columns for “industry/field” so they can be sorted that way for a story (ethics is one examples) and “notes,” where I can put keywords, adjectives, or information about which story I contacted them about. That makes the database easily searchable, because let’s face it, remembering every one’s name you have called for a story is near-impossible.

Anything I missed? I love to new tips and ideas on making reporting more manageable — send them my way. Lynn.K.Walsh@gmail.com or on Twitter @LWalsh.

Make Reporting Life a Little Less Hectic: Manage FOIA Requests
Jun 28 2011
By Lynn Walsh, RTDNA Blogger

Freedom of Information Act requests and the state equivalent requests may not be everyone’s favorite, but they can be worth it. Unfortunately the requests are not always that easy to keep up with and can sometimes get lost in the shuffle.

Here are some ways to make requesting documents more manageable that I use on an almost daily basis. This is the second of a series of tips I use to help keep my life a little more orderly and less overwhelming. Last week it was phone calls, this week it is FOIA and public information requests.

Create a spreadsheet. I would recommend a personal one and a newsroom-wide one. If you create it in Google docs it can be accessed anywhere, making it easy to pull up anywhere and anytime by anyone you give access to. Important things to include:

– A response deadline (different in every state)
– What the request was for (I usually copy and paste the exact wording from my request)
– When it was submitted (can be crucial when writing the actual story and makes it easier than searching through e-mail)
– Format of request (e-mail, standard mail, etc.)
– Result of request (could turn into an interesting story itself!)

Create a calendar. You can create a separate calendar within your calendar or just include it in your personal calendar. I set dates for myself to remind me of when deadlines for campaign finance reports are due, state test results, etc. This way I do not have to remember, my calendar does it for me. This is great if you cover a specific beat and they talk about a report coming out or an upcoming audit, mark it on your calendar so you remember to ask for it.

Follow-up with phone calls, e-mails. Sometimes, in the case of investigations especially, you know there will be a report and you may have to put in a formal request for it, so why not have it ready? I create reminders either on my phone or on a calendar that are re-occurring (every few days or weeks) that remind me to check in on an investigation or story that I want the final report of. Find out who is in charge and ask them when they think it may be done and tell them you will continue to check in with them about it in order to get the information. In the reminder you can even have a draft e-mail of the request ready so that if you find out the investigation is done while out on assignment you do not have to worry, you just have to change the date and hit send!

Be aware of what is going on in the world, state, country. When a story is not breaking, it can sometimes be better utilized when it relates to the time of year or events going on in your community. Keep that in mind while thinking of FOIA requests and stories in general. If you saw a great story by a reporter in another state or region of the country, think and see if it can be duplicated where you are. Also, people tend to think of certain things during certain parts of the year: vacations during the summer, donations during the holidays, etc.

Stop by their office. If you are going to be in the same building as an agency you submitted a request to, stop by and see them. I even send them an e-mail sometimes telling them I will be stopping by and would love to look at the documents if they have them ready. It doesn’t always work but sometimes a visit in person can be the little push they need to get you the information more quickly.

How do you make your public information request more manageable? Tweet me @LWalsh or send me an e-mail: Lynn.K.Walsh@gmail.com.