Handling Media Inquiries

Effectively managing media inquiries is crucial for maintaining a positive public image and building strong relationships with the press. This section outlines best practices for responding to media inquiries and details how Impact PR, a leading PR agency, prepares clients to handle these interactions with confidence and professionalism.

Best Practices for Responding to Media Inquiries

Respond Promptly

Timeliness is key in New Zealand public relations. A prompt response to media inquiries not only demonstrates professionalism but also increases the likelihood of your narrative being included in the story. Aim to respond within the same business day, if possible.

Prepare and Train Spokespeople

Identify and train designated spokespeople within your organisation. These individuals should be knowledgeable about your company, comfortable with public speaking, and prepared to answer a wide range of questions with clarity and confidence.

Understand the Inquiry

Before responding, ensure you fully understand the journalist’s request. Clarify the topic, the angle they’re pursuing, and their deadline. This information will help you tailor your response more effectively.

Stay on Message

Develop key messages that align with your organisation’s objectives and values. Train spokespeople to steer conversations back to these messages, even when faced with challenging questions.

Be Honest and Transparent

Honesty and transparency are fundamental in building trust with the media. If you don’t know the answer to a question, it’s better to say so and offer to follow up with the information later, rather than risking misinformation.

Respect Journalists’ Deadlines

Understanding and respecting journalists’ deadlines is crucial for fostering positive relationships. Providing timely and useful information can make you a go-to source for future stories.


Impact PR’s Media Training Services

Comprehensive Spokesperson Training

Impact PR offers specialised training sessions for spokespeople, equipping them with the skills to navigate media interactions effectively. Our training covers everything from message development and interview techniques to handling difficult questions and maintaining composure under pressure.

Realistic Mock Interviews

We conduct mock interviews that simulate real-life media interactions, providing a safe environment for spokespeople to practise and receive constructive feedback. This hands-on approach helps build confidence and refine messaging.

Message Development Workshops

Our workshops focus on developing clear, concise, and compelling key messages that resonate with your target audience and support your organisation’s objectives. We work with clients to ensure these messages are consistently communicated across all media interactions.

Crisis Communication Preparedness

Impact PR prepares clients for handling media inquiries during crises. Our training includes strategies for quick response, message control, and maintaining a calm and authoritative presence in high-pressure situations.

Ongoing Support and Consultation

Our team provides ongoing support and consultation to clients, offering advice and guidance on handling media inquiries as they arise. Whether it’s a routine question or a crisis situation, Impact PR is there to ensure our clients communicate effectively and maintain a positive media presence.

Handling media inquiries with professionalism, timeliness, and strategic messaging is essential for successful public relations in New Zealand. Impact PR’s comprehensive training and support equip our clients with the skills to manage these interactions effectively, ensuring they can confidently navigate conversations with the media and reinforce their brand’s positive image.