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Guest post by: Catriona Pollard Become an Author

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A media policy is essential to maximising all media opportunities – for any type of business, even if you are working from home. The following is an example of a media policy which you can use for your business. It should be treated as one of your key policies/procedures.

Example media policy
All media calls are to be treated as important calls and we must ensure that we respond to the journalists’ enquiry and/or interview request in a timely and informative way.

It is important not to respond to any questions on the initial call.

The person taking the call should say:
• “I’m not the best person to talk to, but I will organise for the right person to call you back.” OR
• “I am not an expert in this area, but I can get someone to call you back.”
• For spokespeople – “I am in a meeting at the moment, but will call you back as soon as possible”

The person taking the call must ask:
• What is your name?
• What publication are you calling from?
• When is your deadline?
• What information are you looking for or what is the topic of the interview?
• What is your phone number?

Once you have this information, tell the journalist that a spokesperson will call them back before their deadline.

If you can’t locate a spokesperson, contact your PR consultant (provide the number in the policy).

If you can’t locate a spokesperson or your PR consultant before the deadline time, call the journalist back and explain the situation, saying that a spokesperson will call as soon as possible. Do not to do the interview yourself.

Before the official spokespeople undertake the interview they should:
• Review key messages
• Write out a game plan – what do you want to get across to the journalist?
• If possible, find out the journalist background and personality.

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