How To Write a Summary of an Interview: A Comprehensive Guide

Writing a concise and informative interview summary is a crucial skill, whether you’re a journalist, recruiter, researcher, or simply documenting a conversation. This guide provides a step-by-step process to help you master this essential task.

Understanding the Purpose of Your Summary

Before diving into the writing process, it’s vital to understand why you’re summarizing the interview. Are you preparing a report for your manager? Writing a news article? Creating a candidate profile? The purpose dictates the style, length, and focus of your summary. Clarity of purpose is key to an effective summary.

Identifying Your Target Audience

Consider who will be reading your summary. A technical summary for engineers will differ significantly from a lay summary for a general audience. Tailoring your language and level of detail to your audience ensures your summary is both understood and impactful.

Pre-Writing Steps: Preparation is Paramount

Effective summarization begins before you even put pen to paper (or fingers to keyboard). These pre-writing steps are crucial for a strong, accurate, and insightful summary.

Reviewing Your Notes Thoroughly

Carefully review your interview notes. This might involve transcribing audio recordings or organizing handwritten notes. Accurate note-taking is the foundation of a good summary. Identify key themes, recurring ideas, and significant statements.

Identifying Key Themes and Quotes

Once your notes are organized, pinpoint the central themes of the interview. What were the most important points discussed? Which statements best capture the essence of the interviewee’s perspective? Highlight powerful quotes that convey the main ideas effectively.

Crafting Your Interview Summary: Structure and Style

Now comes the actual writing. A well-structured summary is easy to read and understand.

Start with a Concise Introduction

Begin with a brief introduction that identifies the interviewee, their role, and the date of the interview. Clearly state the purpose of the interview. This sets the context for your reader.

Present Key Findings in a Logical Order

Organize the main points chronologically or thematically, depending on what makes the most sense for your summary. Use clear and concise language, avoiding jargon unless necessary and ensuring your audience will understand.

Incorporate Direct Quotes Sparingly but Effectively

Strategic use of direct quotes adds authenticity and impact. However, avoid overusing them. Choose quotes that are particularly insightful, memorable, or representative of the interviewee’s main points.

Post-Writing Refinement: Polishing Your Work

Your first draft is rarely your final product. Revision is crucial for creating a polished, professional summary.

Proofreading and Editing for Clarity and Accuracy

Thoroughly proofread your summary for grammatical errors, typos, and inconsistencies. Ensure the information is accurate and reflects the interviewee’s statements faithfully.

If possible, ask a colleague or friend to review your summary. A fresh perspective can identify areas for improvement that you might have missed.

Different Types of Interview Summaries

The format of your summary will depend on its purpose. Consider these options:

Narrative Summaries: Telling a Story

These summaries present the interview as a story, focusing on the flow of conversation and key events.

Bullet Point Summaries: Concise and Direct

Ideal for quick overviews, these summaries use bullet points to highlight key findings and takeaways.

Common Mistakes to Avoid

Understanding common pitfalls helps you write a better summary.

Over-Summarization and Loss of Nuance

Striking a balance between brevity and detail is essential. Too much summarization can lose the nuance of the interview.

Inaccurate or Misleading Information

Always double-check your facts and ensure your summary accurately reflects the interviewee’s statements.

Conclusion

Writing a compelling interview summary requires careful planning, accurate note-taking, and skillful writing. By following these steps – from thorough preparation to meticulous editing – you can create summaries that are clear, concise, and effectively communicate the key takeaways from your interviews. Remember to always tailor your summary to your intended audience and purpose. A well-crafted summary saves time, ensures accuracy, and provides valuable insights.

FAQs

What if the interviewee contradicts themselves? Note the contradictions in your summary, highlighting the inconsistencies. This demonstrates objectivity and thoroughness.

How long should an interview summary be? The length depends on the interview and its purpose. Aim for brevity while retaining crucial information.

Can I use my summary as a transcript? No, a summary is a condensed version, highlighting key points, not a verbatim record.

What if I missed some key information during the interview? If possible, politely follow up with the interviewee to clarify any missing information.

How can I make my summary more engaging? Use strong verbs, varied sentence structure, and incorporate relevant quotes strategically to keep the reader engaged.