No More Drama: The Art of Dealing with Outlets and Colleagues
This blog post draws on my five years of experience managing conflicts as the Chair of the Foreign Media Association Turkey (FMATurkey.org), as well as my thirty+ years as a freelancer in the international broadcast business. Over the decades, I’ve worked in many roles — Radio Host, TV Journalist, Director, Cameraman, Fixer, Line Producer, Video Editor, and Owner of Media Companies.
I originally prepared this piece for a workshop for members of the Foreign Media Association (FMA) two years ago. I have decided to publish it, hoping that it will benefit a wider circle of media professionals.
My Goal
To help reduce possible future conflicts, headaches, and reputational damage — for freelancers, production companies and media outlets.
Unfortunately, conflicts arise not only between freelancers and outlets, but also within freelance teams.
This is a practical guide based on my own experiences. Obviously, there are many ways to navigate difficult situations, but this approach has successfully helped me avoid unnecessary conflict. I learned it the hard way and have been refining it ever since.
1. Confirming the Job Details
Breaking news often means sudden job offers, high stress, and tight deadlines. Misunderstandings thrive in these rushed moments — often over the most ridiculous, avoidable details.
Mentality Differences
You’d be surprised how many conflicts arise from simple misunderstandings and different work styles — especially in international teams, where cultures, expectations, and routines vary widely. What’s “standard” for one country or outlet may not be for another.
As the German saying goes: “Andere Länder, andere Sitten” (“Different countries, different customs”).
Never assume — always confirm
After all, we’re in the communication business, and gathering facts is what we do. Yet, many freelancers fail to gather data about their own assignments. Make sure you understand the assignment correctly and that your standards, workflow, and expectations align, especially if you work for the first time with a new international media outlet.
Verify the details:
- What exactly is my job?
- What do you expect from me?
- What’s the story about?
- Is my booking confirmed?
- How many days am I booked for? From when until when?
- What equipment is needed and who provides it?
Budget
Discuss everything upfront and in written:
- What is your daily rate, or do you offer a package deal?
- Travel costs extra? What is the limit?
- Per diem
- Overtime rules
- Payment terms
Many clients ask for a price quote. Provide one and ask them to confirm it in writing once they have accepted it. Otherwise, you should ask for a production order (PO) that lists the key details and the agreed fee.
In urgent situations, send a quick written summary via chat or email and ask them to confirm your terms – some bullet-points will do. A written summary provides legal proof, whereas a verbal phone call does not.
2. During the Assignment
Double-Check with the Team on the Ground
Often, the producer who booked you isn’t the person you’ll work with on the ground (e.g., a reporter, director, or photographer). Everything that has been told to you should be repeated, and expectations should be confirmed with the arriving team.
Point Out Extra Costs
Inform the team immediately in case extra costs arise. Do not wait.
For example:
- “We can do that, but just so you know, my regular hours end in one hour and overtime will begin — is that okay?”
- “I’ll need a cab to get there. Can I charge that as an extra?”
Trouble with the Team on the Ground
The person in the field working with you usually decides if you’ve done a good job and influences whether you get paid in full. If there’s a problem, talk to this person first. If you have a problem with this person and have tried everything with your local team, carefully contact the person who booked you or anyone in charge in HQ. Ask for assistance. Be polite and factual, and ask how you could resolve the situation. Most producers at headquarters (HQ) are experienced and helpful.
Be Aware!
Contacting HQ may be perceived as “betrayal” by the field team. Do so only as a last resort, and always be diplomatic. While HQ will defend their team, they usually seek de-escalation and make constructive suggestions.
3. Billing
To avoid delayed payment:
- Ask which company address and tax info should appear on the invoice.
- Clearly list all services and costs — don’t just send one lump sum.
- Include copies of receipts (flights, taxis, equipment, etc.).
- Add: “We kindly ask for payment within 14 days.” (important for legal reasons).
- Add: “All bank transfer fees must be covered by the client.”
- After sending your invoice, confirm that it was received and entered into the accounting system. Otherwise, there is a risk that it might be ignored for weeks.
Watch Out for Ugly Tricks
Be aware that, in rare cases, private production companies and outlets tend to increase their profit margin and reduce your fee for “technical reasons.” If that happens, demand that you fix the problem yourself (by redoing it or so) before they try to reduce the amount they owe you. This probably will save you money in most cases.
If You’re Stuck
If you’re at a dead end and are a member of an organization, send one final email and cc your association or syndicate.
Say something like:
“Due to the situation, I will ask my media association for I will ask them for assistance.”
This usually works wonders. When outlets realize that you’re not a lone freelancer, but rather part of an official organization, they tend to peacefully resolve the situation — unless, of course, you really have not done a good job.
General Advice
- Renting gear or subcontracting freelancers? Think twice — if something goes wrong, your reputation is on the line. Make sure you have all details in written with the person you hired.
- Too much for you to handle? Decline the job rather than risk a poor result. Reputation is everything.
- Rumors and gossip? They happen. Sometimes they’re a bad sign; other times, they’re spread by jealous people. Either way, they’re a big problem that needs to be addressed early on.
Wishing you many conflict-free assignments!
Christian Feiland