Once you’ve been granted an information interview, you can manage it competently by building rapport, being engaged, and ending on a productive note.

Build Rapport. Open the interview by building rapport. Unless you’re already well acquainted with the person, it’s natural to be nervous. Chatting informally at first will help both of you feel more comfortable. During this time, provide the person with background about the interview purpose. If you want to video- or audio-record the session, ask for permission to do so.

Be Engaged. Apply active listening skills by asking follow-up questions to clarify the person’s meaning or to get more information. Paraphrase lengthy answers to ensure that you understand what the interviewee has said. Take accurate notes, and capture any statement that you may later want to quote as part of a speech or a written document. If you are planning to use a quote, you may want to ask the interviewee to repeat the response so you can make sure your quote is precise and ethical.

End on a Productive Note. The process of ending an interview is known as leave-taking. Much like the conclusion to a speech, leave-taking indicates that the interview is about to finish. You can signal this through your final question, such as, “Is there anything I didn’t ask about that you think I should know?” Or make a summary statement, such as “I very much appreciate your help. I now understand how the new system works.” Making such summarizing questions and statements helps the person identify whether any important information has been left out, or whether some details need correcting. You can also use leave-taking to ask permission to get back in touch with any additional questions that might come up (“If I need to follow up, can I contact you at this number?”). Be sure to thank the person for his or her time, and follow up with a thank-you note.