Last week I talked about the art of the interview, an essential skill in creating content that generates traffic and visibility. (Be sure to read the advice of others who contributed comments to the blog entry). The first part of this two-part entry talked about preparing for an interview. Now let’s look at what to do when you sit down with your subject or begin the phone call.

Be Conscious Of Time – I almost always ask interview subjects how much time they have. This helps me plan the pace of the questions and also makes sure that I get to the critical ones. If you’re expecting an hour and your subject has only 15 minutes, you need to adjust quickly. If you need extra time, ask for it up front. If the subject turns you down, ask again later in the interview when he or she is hopefully more invigorated about the conversation.

Ask About the Subject’s Background – People like to talk about themselves, so indulge them with a question that they are happy to answer. I’ve found that the simple question, “Tell me about yourself” is a great conversation-starter.

Avoid Yes/No Answers – Instead of asking, “Are you satisfied with your progress this year?” use “Tell me how your progress this year compares to your expectations.” Avoid questions beginning with “do,” “will,” “are,” “and “should,” and instead use questions beginning with “what,” “how,” “why” and “describe.”  Asking someone to “Tell me about…” gives them no choice but to share an experience.

Invite Stories – I once heard former Wall Street Journal feature writer Bill Blundell give advice I’ll never forget: “Write in pictures.” In other words, tell stories that readers can visualize in their minds. Storytelling is the most powerful form of human expression. Stories turn abstract ideas into useful examples. Ask the subject to make the topic real by citing examples or personal experiences.

Don’t Be Afraid To Ask The Same Question Twice – This is particularly true in an interview that concerns a controversial subject. Executives are media-trained to answer the questions they want to answer rather than the questions they’re asked. If your subject is evasive, ask the same question a different way. Sometimes you can coax someone into answering a difficult question by feigning ignorance: “I’m sorry, I didn’t follow that. Can you dumb it down a bit for someone like me?”

Control the Interview– You need to dictate the pace and topic of the interview. If the subject rambles or goes off course, cut her off gently whenever you can get a word in. Even if you back off a bit to let her finish the thought, you’ve sent a subtle message that it’s time to move on.

Be Empathetic – Chances are your subject is pretty passionate about the topic you’re discussing. Let your behavior reflect that interest. Smile when she smiles and shake your head when she relates a tale of woe. This isn’t misleading; it’s simply reflecting back a person’s feelings in a way that helps to draw them out. People like to talk to responsive listeners.

Ask For Closing Thoughts – The longer people talk, the more comfortable they are. This is why the best quotes often come at the end of the interview. When you finish your questions, give your subject a chance to summarize her thoughts or restate an important point. One good tactic is simply to ask, “Is there anything I missed?”

Here are thoughts on a few common questions:

Should You Use A Tape Recorder? These days, the answer is increasingly yes because you want the latitude to publish the interview as a video or audio podcast. That said, recording devices can put a damper on a conversation. Once you start recording, put the gadget aside and don’t look at it. You want your subject to forget about it as quickly as possible. Also, most states require that a person audibly consent to be recorded. Be sure you get that permission on tape.

Should You Go Off the Record? This question is complicated by the fact that “off the record” means different things to different people. Technically, “off the record” means the information can’t be used under any circumstances, which makes it of little value to you. However, people often use this term when they really mean “not for attribution.” I rarely agree to off-the-record terms but I will go on background if the information is important. It often turns out that you can negotiate the use of background comments if you paraphrase them appropriately.

Approvals – Many people ask to approve an article before it’s published. I let the context be my guide. Very often, both interviewer and subject have the common goal of making the speaker look good. In that case, I see no problem with letting someone review their comments for accuracy. However, if the topic is controversial or if the speaker is a celebrity or public official, no way. Those people know the rules. In any circumstance, I advise against giving full editing access. Confine the subject’s revisions to statements of fact.

Those are some of my best practices. What are yours? Post your advice as a comment.

My last couple of newsletters have been pretty high level, so I thought I would come back to earth and devote the next couple of issues to something a little more practical: how to conduct a successful interview.

I’ve probably conducted 4,000 to 5,000 interviews in my 30 years as a journalist and have learned a few tips for making them go smoothly. For many people, interviews are intimidating and scary but they don’t have to be.

Interviews are one of the most popular ways to generate content for a blog and they have the secondary benefit of establishing relationships with people who can raise visibility and awareness. When you interview prominent people, they often link back to your site and provide a nice little boost in traffic. Interviews are a great way to get a social media effort off the ground. Here’s how to get started.

Be Prepared – This is interviewing 101. Preparation has several beneficial effects. Not only does it enable you to ask better questions, but it’s a sign of courtesy and respect for the guest. Spend 15 minutes on a relevant website to come up to speed on your subject. It really shouldn’t take longer than that for a basic interview. Then integrate the information you find there into your questions. Your guest will be more cooperative and forthcoming as a result; I guarantee it.

Learn Something Personal – The Web is a wonderful tool for researching people as well as companies. Between public profiles and Twitter feeds, you can learn all kinds of interesting things about a person’s hobbies, history and passions. Use this information as an icebreaker: “I understand you backpacked across America. I’ve always wanted to do that.” This gets people talking about something that really invigorates them. The rest of the session will be more relaxed as a result.

Flatter Your Subject – There’s no faster way to get a subject to warm to you than to share a statement like “I absolutely loved your book.” If the setting is somewhat confrontational, a little compliment at the front can diffuse the tension. You don’t need to be disingenuous; chances are you can find something to admire even if you don’t agree with the person

You Don’t Have To Read the Whole Book – Authors are popular interview subjects because they’re willing and available. You should make it a point to read at least some of their work, but there’s no reason you have to read it all. I find that scanning the table of contents, reading the introduction and skimming the first couple of chapters will usually tell you most of what you need to know about a business book. That should take you no more than a half-hour. Business books tend to be repetitive, anyway, so the good stuff is usually at the front.

Prepare Questions but Be Ready To Discard Them – We’ve all heard those painful interviews in which a novice questioner insists on reading through a list of prepared questions regardless of what the subject says. This creates a disjointed and awkward conversation. You should absolutely prepare questions, but use them as notes to make sure you hit on important subjects or use them to restart the conversation when you hit a dead end. Mark the ones that you absolutely need to ask, but don’t make the questions  a goal. Following up, redirecting and exploring new paths are the essence of good conversation. The same goes for an interview.

One question that stirs some debate is whether subjects should be allowed to see questions before an interview. If the meeting isn’t confrontational and the speaker is uncomfortable, I say sure. However, public figures and experienced executives shouldn’t need this nicety. If you do provide questions in advance, be sure to note that you intend to take the conversation in whatever direction you need. Never promise to stick only to the prepared list.

Be Interested – This is the most important bit of advice I can offer. The person you’re interviewing is probably passionate about the subject matter. The more you can channel that interest, the more forthcoming your subject will be. Even if the topic doesn’t rivet you, pretend it does. Lean forward in your chair, look the subject in the eye and nod occasionally to show that you are following the conversation. Laugh or show pain at appropriate points the discussion. If conducting the interview by phone, an occasional “Mmm-hmmm” confirms that you’re there and engaged.

Restate and Confirm – If you’ve ever taken a course in active listening, you know the value of this technique. Tell the person what you believe you just heard him say. This shows that you’re listening and avoids problems that stem from misinterpretation. If you can restate the message more succinctly than your subject, ask if you can attribute your words to him. Usually, people are happy to be edited in this way.

Lob A Few Softballs – if you dive right into the heavy stuff, you risk putting your subject on the defensive and derailing the interview. Start off with some easy questions: “Tell me about your background,” or “How did you get into this line of work to begin with?” Smalltalk works in social settings and the same goes for formal interviews.

In my next entry, I’ll go into more details about how to guide the course of an interview and handle problems. Meanwhile, share your advice for how to prepare and start an interview below. If you can link to some particularly well structured interviews that you or others have published, so much the better. Meanwhile, if you want to see how badly an interview can go, check out this video clip from an old Bob Newhart show. It’s one of my favorites.

In a couple of recent entries (here and here), I discussed tricks for coming up with ideas for entries for your blog. Now let’s look at how to express them with clear, search-friendly writing.

1. Know Your Audience

This is the most important point to get clear. Having an image of your target reader helps you craft your approach and limits wasted words. For example, if I’m writing about e-mail marketing I’ll approach the subject very differently depending on whether the audience is professional marketers or college students. IDG Chairman Patrick McGovern used to suggest that writers keep a picture of a reader on the wall to remind them that there was a person on the other end of the interaction. It’s not a bad idea. The more you think of writing as a conversation, the more clearly you get your point across.

2. Know What You Want to Say

A writing coach once advised me to “Tell people what you’re going to say, say it, then tell them what you just said.” Another used to ask his students simply, “What’s the story about?” It was amazing how many professional journalists couldn’t answer that simple question.

Drive-by blog readers have neither the time nor patience to unravel complex messages, so tell them at the top what they can expect to take away from their investing in your words. It’s a good practice to write a brief summary of the point or points you want to make and then fill in the details, keeping in mind that they should lead to the intended conclusion. How many major points should you make in a single blog entry? Instinct  tells me no more than two. Beyond that you’re into an essay, which requires a different approach to writing. For the purposes of a blog, short and simple usually works best.

3. Grab the reader’s attention

If you want to see some examples of great writing, browse the archive of Pulitzer Prize winners. Nearly every article you read there begins with a statement, quote or anecdote that commands your attention. Some of the most powerful writing leads with a story, like the young newlyweds whose lives were upended by a cancer diagnosis or the 84-year-old Georgia woman who couldn’t register to vote because her birth had never been documented. Journalists call these passages “grabbers.” They’re meant to stop readers and make them want to find out more.

Business writers don’t usually have the opportunity to tell stories like these, but a grabber can simply be a statement of the unexpected, such as “Everything you’ve ever learned about marketing is useless, and here’s why.” Or if you can’t come up with something dramatic to say, simply tell people what you’re going to tell them. Try to arouse curiosity: “The Chaos Scenario is a great book, but prepare to be disturbed by what it tells you.”

It’s easy to get bogged down working on your introduction. One tactic I use is to skip the lead entirely and begin writing with the second paragraph. By the time I’m halfway done, I’ve usually thought of an idea for how to start.

4. Write Like You Speak

Not everyone is a talented writer, but nearly everyone is capable of writing clearly. Some of the worst writing is done by people who imagine themselves to be budding Hemingways. Their attempts at eloquence come off sounding tortured instead. If you’re not a gifted writer, it’s no big deal. One of the great characteristics of blogging is that it’s so personal. Start by speaking your words and then write down what you said. A great tool is Dragon Naturally Speaking, a voice recognition program that you can pick up for about $50 on eBay. I’m using it right now.

5. Use Organizational Tools

Many of my own blog entries are written just like this one: I state a theme at the top and then organize the points I want to make as subheadings or bullet points. This is basically a form of outlining that enables me to organize my thoughts logically. It doesn’t work in every case, such as when telling a story. But it’s easier to write when your thoughts are organized as a series of short messages.

Another useful tool is to write on a timeline. State the conclusion you’ve reached and then describe the process by which you arrived there. Journalists are taught to use the “inverted pyramid” style, by which information is related in order of declining importance. The inverted pyramid was invented for the days when articles were cut from the bottom and it’s less relevant than it used to be, but the simple practice of deciding what’s most important is useful for organizing your thoughts.

These are just a few ideas for getting over bloggers block. In an upcoming entry, I’ll talk about writing in the age of search. Meanwhile, please contribute your own tricks and techniques for writing clearly in the comments section below.