“How to Organize Your Reporting (and your life)”

IRE Conference 2019

Planning Your Day
• Schedule shoots/interviews ahead of time
• Schedule specific days for logging and writing
• Use a cloud-based calendar to keep track of shoots for the team
• Our photogs shoot all special projects, this includes franchises, so scheduling is
key
• We send requests to our chief photog, who then adds them to a Google calendar,
that way we can all keep track of what’s happening (or determine if we need to go
through the assignment desk for a photog)
(I also keep a desktop calendar to write down all stories that have aired, interviews set up
with times and locations, days off, and important air dates for day turns, sweeps and
ongoing investigations)
• Set aside a specific time during the day (early, late or during lunch) to return phone calls,
send emails and FOIAs
• Make a short to-do list (Keep it on your phone, or use app. I still like sticky notes on my
desktop and visual lists!)
• Set mental deadlines before your real ones! (This includes shoot times and tasks)
Planning Your Investigation
• Map out your investigation/Storyboard
• File PRRs/FOIAs
• Make a list of everything you need to get/do…this includes video!
• Have a conversation with your photographer ahead of time (EP, producers, gfx,
web/social etc.)
• Schedule interviews
• Set aside EXTRA time for any unplanned interviews and extra shoots
• Communicate with EPs/ANDs, have reality check/update on progress (this will help with
deadlines)
• Consider logging/transcription services to save time
• Otter (600 free minutes per month, has app)-https://otter.ai/
 • Sonix (30-minute free trial, then paid subscription, no app)-https://sonix.ai/
• Temi (One free upload, then pay per minute, has app)-https://www.temi.com/
• Trint (30 minute free trial, then pay-go/subscribe, has app)-https://trint.com/
• Block out specific time for writing/-re-writing (Be honest with yourself about time!)
• Be specific when ordering graphics (meet or send email ahead of time to discuss vision)
• Make specific notes on your script/send a final “here’s what you need” email to photog
• Give your photog as much time as possible
• Use time on the back end for web, social, etc.

Keeping track of records/FOIAs/rolling investigations

• Copy/scan all paper documents (Your photog will thank you later!)
• Get a scanner app on your phone
• Invest in portable scanner
• Create electronic folder (or cloud-based) for all important documents, pictures, extra stuff
• Update it when you get new stuff!
• This helps photog (Photog drags this folder over right before editing, or has
access if cloud based)
• This makes it easy to share with others if you need to hand off a project
• Use color coded manila folders for specific projects and records (These often correspond
with electronic folders)
• Maintain a separate file for basic, ongoing projects
• Create email folders for correspondence on investigations (this will help you keep track
and share)
• Date calls and notes
• Create spreadsheet with FOIA/PRR list (need to file, complete, etc.)
• Color code as documents return
• Set alerts on your phone to keep track of FOIA deadlines (I also make a note on my desk
calendar!)
• Use Excel, Google Sheets etc. for story ideas
• Use Google sheets for project sharing
 • Use a word document or excel spreadsheet to keep track of hotline phone calls
• Include the callers’ names, numbers and details so you can go back to it or share
with others
• When pieces air, file away the stuff you don’t need in front of you (I do a clean-up when
sweeps is over and place paper folders and documents in a filing cabinet, then start a new
rotation on my desk)
• Use other tools to assist in big projects (dry erase boards, large calendars, binders, other
visual tools)
• Consider organizational apps (Evernote, OneNote), other electronic tools (See Brian's
presentation!)
• Keep thumb and external hard drives for files, records, documents or keep cloud-based
docs
• DO WHAT WORKS FOR YOU!!

Zaneta Lowe, WREG-TV

zaneta.lowe@wreg.com
901-543-2187