WHAT
A PRESS OFFICE DOES
• What
a Press Office
Is and Is Not
• Journalists
and Government Press
Officials
• The
Duty of Dealing With
the Press
"A popular government
without popular information
or the means of acquiring
it is but a prologue
to a farce or a tragedy,
or perhaps both," said
the United States'
fourth president, James
Madison, in 1822.
"Let the people
know the facts, and
the country will be
safe," said Abraham
Lincoln, America's
16th president, in
1864.
These U.S. presidents
were talking about
how a democracy works.
Their words hold true
today.
For people to exercise
power, they must be
able to make informed
choices and independent
judgments. This can
happen only if they
have factual, credible
information. They get
that from a free press.
A free press serves
as the citizen watchdog
over government. The
media inform the public
about governmental
activity and spark
debate. They hold public
officials to the highest
standards and report
whether or not the
government is maintaining
the public trust.
From the American
Revolution in the 18th
century came the idea
that the government
should be accountable
to the people and that
the individuals who
work in the government
are public servants.
But serving the people
is a two-way venture.
In a democracy, serving
the people is both
the job of the press
and the job of government
officials.
As U.S. President
John F. Kennedy said: "The
flow of ideas, the
capacity to make informed
choices, the ability
to criticize, all of
the assumptions on
which political democracy
rests, depend largely
on communications."
What
a Press Office
Is and Is Not
"A government
public affairs office
is central to the whole
system of communicating
with the people," says
Sheila Tate, who was
press secretary to
U.S. First Lady Nancy
Reagan in the early
1980s and to Vice President
George Bush in his
successful 1988 presidential
campaign. According
to Tate: "The
government press operation
is the daily conduit
through which the press
gets information on
the workings of the
government."
Explaining how government
programs and policies
have an impact on citizens
is the major role of
a government press
office. This public
information effort
conveys government
officials' concerns
and plans to the public,
and it helps the public
understand how various
issues could affect
their lives.
"Governments
have so much information
that they need an effective
way to distribute it
to their citizens,
and that's where the
government spokesperson
comes in," says
Mike McCurry, former
press secretary to
President Bill Clinton. "The
spokesperson is like
a reporter working
inside government collecting
information for the
public. [It is the
spokesperson's role
to get as much information
to the public as possible."
Government press officials,
then, have two roles.
In dealing with the
media, they are advocates
for the government's
position, explaining
the merits of official
action. They correct
erroneous information
and try to improve
the interpretation
and understanding of
existing information.
They also are advocates
for the media within
the government, relaying
reporters' needs, such
as the desire to do
a news story on a topic
that government officials
may or may not be ready
to discuss. Spokespersons
often do reporters'
work in a sense, gathering
information for the
press and translating what
government experts
have to say for the
media.
"The press secretary's
job is to present the
president's positions
and thoughts in a manner
that helps him advance
his agenda, while also
helping the press learn
what the government
is doing," says
Ari Fleisher, White
House press secretary
to President George
W. Bush. "It's
a balancing act that
requires careful judgment
in service to two masters."
The spokesperson's
job is both assertive — trying
to emphasize certain
aspects of the news — and
reactive — responding
to reporters' questions.
For example, in the
United States, every
day the White House
usually puts out half-a-dozen
press releases announcing
new programs, appointments,
or activities of the
president on which
it would like coverage.
At the same time, reporters
covering the White
House contact the press
office with questions
for stories that may
or may not be those
that White House officials
want done.
"Yet the job
is more than just disseminating
information," says
Joni Inman, president
of the National Association
of Government Communicators
(NAGC), a group representing
U.S. public information
officers in local,
state, and the federal
government. "We
definitely are the
link between our governments
and the people, and
the translators of
information from government
to the people, but
we also have to know
what is coming our
way, hear what is on
the street, and translate
it back to our government
officials," says
Inman, who is director
of citizen relations
for the city of Lakewood,
Colorado.
But a government press
officer is not a magician
who can transform a
policy or program that
is not working into
something that appears
to be functioning well.
As the National Governors
Association tells new
U.S. state governors
in its orientation
material, public relations
cannot substitute for
effective programs
or worthwhile ideas.
A press secretary cannot
create an image of
honesty if government
officials are not honest.
He or she cannot portray
a government that recognizes
and responds to problems
if problems persist
and little is done
about them. A press
office cannot convince the
press to write about
the openness of a government
that is not open or
the management skills
of government officials
who do not manage.
Nor can a press office
convey a government's
objectives if the government
leaders it serves are
not clear about those
objectives.
Journalists
and Government
Press Officials
Government press officials
should not expect to
be friends or foes
of journalists. Journalists
should be neutral observers
of government and of
its actions and plans.
In a democracy, press
and government cannot
be partners. They are
natural adversaries
with different functions.
Each should respect
the role of the other
and yet recognize that
a natural tension exists
between the two. On
the one hand, at times
it's a relationship
in which officials
try to tell their version
of events or avoid
publicity altogether,
and the press looks
for mistakes and pushes
to get information released.
On the other hand,
the relationship is
reciprocal. Journalists
need government press
officers to help them
understand the government's
actions and plans.
Government press officers
need journalists to
get information on
the government's actions
and plans to the public.
Some government press
officers expect that
a journalist who is
a social friend will
not write a story that
is negative, but a
professional journalist
does not let a friendship
with an official stand
in the way of a story.
Being a journalist
is a 24-hour-a-day
job, and a good journalist
is never off duty.
"Spokespersons
must have cordial but
professional relations
with reporters," says
former Clinton White
House spokesman Mike
McCurry. "They,
reporters, have jobs
to do, and you, spokespersons,
have jobs to do. You
can be friends with
a reporter, but you
must remember reporters
are always on the job
and so are you."
In social situations,
government officials
should clarify the
ground rules under
which they are making
their statements, such
as "off the record" or "for
background only." (See "Speaking
On and Off the Record.")
A good rule is to never
say or do anything
you don't want to see
on the front page of
the newspaper the next
day.
"Spokespersons
can have a friendly
professional relationship
with a journalist,
but a personal relationship
can be difficult," says
NAGC's Joni Inman. "There
will come a time when
a reporter needs to
ask probing questions
or write or air a story
that you may not want.
You can't just rely
on friendship. Something
will suffer — either
the professional relationship
or the friendship.
But you need to have
the professional relationship.
You need to be able
to call up a reporter
and say, 'You really
blew that story.' "
The
Duty of Dealing
With the Press
In addition, government
spokespersons should
not stand in the way
of a story. Public
servants don't have
the right to decide
what is good for people
to know and what is
not good. Their job
is to supply news material
to all journalists,
even those perceived
as less than friendly.
"A good press
secretary should respond
to every request for
information from legitimate
news organizations,
even if the response
is a simple, 'I have
to get back to you,' " says
Juleanna Glover, press
secretary to Vice President
Dick Cheney. "Common
courtesy should be
the rule. Although
the press might be
hostile at a given
moment, there always
will be a time when
you need them to transmit
a message. When that
time comes, they'll
remember who was civil
and who was not."
Some government officials
have expressed surprise
when during press conferences,
journalists ask questions
that are not on the
subject of the press
briefing. This is normal.
Journalists may have
little access to government
officials, and they
ask questions, whether
on the stated topic
or not, when they get
access. It is part
of having a free press.
"Press offices
could be considered
not only as a government
subsidy or a government
efficiency but as an
entitlement that flows
from the nature of
a free society and
the relationship of
the state to the citizen," writes
presidential scholar
Stephen Hess in The
Government/Press Connection:
Press Officers and
Their Offices. "What
more natural function
of government is there
in a democracy than
for it to make available
information about how
it is governing?"
In a democracy, Hess
writes, dealing with
the press is a duty.