Where’s my news release? Dos and don’ts of PR distribution by Zaneta Chuniq Inpower

The goal of every news release is to become accessible by its target audience through a selected medium. In current times, many articles may be published online via media websites and/or printed for distribution inside magazines, newspapers, newsletters, etc.

For those who have the responsibility of producing media awareness about a brand, product or client there are definite protocols to making sure that your news is read, heard and distributed successfully. As a new professional, it is important to safeguard your reputation as a PR professional and that of your company and/or business by keeping in mind these helpful tips when drafting and distributing your news release.

  1. Don’t blindly email journalists and bloggers
  2. Do use your own social media networks to distribute
  3. Do make your headline catchy and interesting
  4. Do take time to make the intro/opening engaging.
  5. Do write your news release to your audience. If its not relevant, no journalist or media source will pick up your release
  6. Do research for your pitch and have all your facts and information organized
  7. Don’t email journalists attachments! This may lead to an instant delete or even block from their inbox.
  8. Do spell check, then read your news release aloud. Any typos or grammatical errors will ultimately lead to your news being discarded and ruins your reputation as a PR professional.
  9. Do optimize your news release for SEO. Use necessary tags and relevant vocabulary for your news release to become searchable online.
  10. Don’t send any news releases that do not contain news!
  11. Don’t use fancy fonts, colors, font styles and other text attributes in your news release. Keep it simple.
  12. Don’t make your news release too long! Keep it under 650 words maximum
  13. Do include relevant links for background information. Make it easy for your journalist to conduct further research.

In summary, simply because a PR pro has submitted a news release to a journalist or editor does not mean that it will be printed or read! To help alleviate the pressure of playing the waiting game with media outlets and obsessively checking your Google Alerts or media monitoring service, the above tips will help you get your news to its desired audience.

Zaneta Chuniq InpowerZaneta Chuniq Inpower is owner and president of Chuniq PR, an independent media and marketing management firm. Additionally, she is the digital communications coordinator for Douglas J Aveda Institutes and Salons, editor  for Supreme Design Publishing and social media manager for COIN Handlers Management. Her personal interests include reading, international travel and culture and community revitalization. Inpower received her B.A. in advertising from Michigan State University. Zaneta Chuniq Inpower is a member of the Central Michigan PRSA chapter and is the PRSA New Professionals Section Executive Committee Blog Co-Chair.

Intro to Multicultural PR by Rosanna Fiske, APR

Every once in a while I am stopped at a conference by someone who classifies himself as “non-diverse.” I quickly ask him why he thinks that’s relevant. And, then, the answer I’m hearing too often — “I’m a white, middle-aged guy … I’m the new minority!”

According to research, that’s not the case. But research is also telling us, no, shouting at us that diverse markets are growing at a faster rate than non-diverse markets, in some cases claiming double-digit growth.

That was confirmed by the last U.S. Census findings, which revealed that the U.S. Hispanic market, for example, is the new majority market among minorities. And if the Census predictions hold true – they have been conservative for the last 30 years, by the way – one in every four Americans will be Hispanic or of Hispanic descent within the next 20 years; and nearly 50% of America will be self-classified as diverse.

How we communicate with changing audience demographics couldn’t be more relevant to public relations professionals today. But let’s be clear about one thing: you don’t need to classify yourself as “diverse” to excel in multicultural PR.

I first learned this lesson as a reporter. I was covering the Latin America economy of the mid-to-late 80s, when President Ronald Reagan made his “Reaganomics” famous around the world. There was a great influx of immigrants from all of Latin America and the Caribbean, and as projected, this would also influence media and consumption patterns.

My editor assumed that simply because I was of Hispanic descent, I would understand the reasons for the immigration, and more importantly, the reasons for the downward spiral of the Latin American economies. Unfortunately, what my editor didn’t understand is that just because you know one diverse culture doesn’t mean you understand a similar culture.

So, I had to conduct a lot of research on Latin America, speak to experts on Latin American politics, religion and finances, interview professors who understood immigration and provided historical context, and even visit Latin America countries. I had to learn about these multicultural audiences so that I could write intelligently about them.

The same holds true for getting started in multicultural PR. First, begin by researching the specific culture, and if you can specify a geographic region within the culture, that’s much better. For example, if you need to communicate with Asian Americans, to understand the market, you’d be better suited understanding it by region. Although there are binding influences such as religion, Asian Americans in New York hail from different places and have different customs and practices from those in the West Coast. That also goes for different levels of acculturation.

Then, speak to experts on the market itself. A good source for this is academia. Contact the local college or university, and ask to speak to a professor who would have this insight. PRSA membership can be very helpful with this. If the professor is a PRSA member, he/she will be more likely to help another PRSA member.

Next, speak to experts in the industry you’re trying to address. I’ve always found it rather easy to find a local banker or a local healthcare worker who is willing to speak to me about understanding their specific market.

Another avenue is local political strategists or public affairs specialists. They are well versed in their communities and can be helpful in assessing specific qualities of a market segment. If neither of those is feasible, then contact the local economic development organization. This is usually a public/private entity, which is focused on bringing business to its community.

Through this background work, you’ll be able to gather a framework on a specific multicultural market, and you’ll be ready to immerse yourself in that market, which is my last recommendation. Go live it! You’ll find yourself welcomed into a different culture, and that will give you the opportunity to ask questions to make you an even better communicator. Just keep an open mind, and don’t assume anything.

I have followed this path for a number of endeavors targeting different markets, and as result, I’ve been part of several successful multicultural initiatives including the Martin Luther King Jr. Day Parade, the Organization of Chinese-Americans’ Benefit for the Homeless, and the Budweiser Fest benefiting the United Negro College Fund. Each provided me an opportunity to gain insight on a different multicultural market.

What I’ve learned along the way: Cultural nuances and cultural affinity are more relevant in communications than anything else – even more relevant than language or color. Ethnocentric communications do matter.

Most important of all is understanding that diversity does not equal expertise in multicultural PR. Just because a professional is of diverse background or even be able to speak a different language, he or she may not be equipped in understanding the cultural nuances of multicultural communications.

Rosanna FiskeRosanna M. Fiske, APR, is GSC program director and associate professor of advertising and public relations at South Florida’s largest public research university, Florida International University (FIU) and immediate past chair of PRSA.  With more than 20 years of experience, Fiske began her career as a journalist and then moved to marketing and corporate communications.  She has held senior communications counsel, marketing and management positions in agency and corporate settings.

Web Writing 101 by Elizabeth Rhoads

Shortly after I had accepted my position as web content coordinator at Lycoming College, I had the opportunity to attend Neilsen Norman Group Usability Week in 2011. I’ve always considered myself to be a strong writer, but I never realized the notable differences between print and web writing.

The difference comes down to this: just because we can read at or above college level doesn’t mean we want to, especially when we’re online. Consider the atmosphere when you’re reading a book and when you’re reading something online. Usually reading a print piece lends itself to a quiet area, whereas online articles are often read on the go, with a lot of distractions.

Online content should be written with this fact in mind.

So, here are a few tips to transform your print writing into effective web content:

  • Keep all content between a sixth and eighth grade reading level
  • Use short words
  • Online text should be 50% less than the print version
  • Include information that people really need to know, rather than what you want to tell them
  • Break content into chunks (one idea and a maximum of three sentences per chunk)
  • Use bullet points – lists in bullet points are read 70% of the time (compared to 55% read in paragraph form)
  • Use a sans-serif font
  • Use size 10-12 font – don’t go any smaller, it’s hard on the eyes
  • Keep pages short, but if you need to make a page longer, include a summary at the top of the page, followed by descriptive subheading so that it’s easy to navigate

Remember, simple is better.  The simpler you keep it, the longer your audience will stay engaged with your website.

Elizabeth RhoadsElizabeth Rhoads currently works as web content coordinator for a small liberal arts college in Central Pennsylvania. She graduated from Susquehanna University in 2009 with a Bachelor of Communications. She is an alumna of the White House Internship Program.  Rhoads serves the PRSA New Professionals Section Executive Committee as programming director and chair-elect.

Never Stop Learning: Why Having a Mentor is Crucial as a Young Professional by Brandi Boatner and Kate Enos

Albert Einstein once said, “”Intellectual growth should commence at birth and cease only at death.”

Yes, we’ve checked the boxes: graduated from high school, received a diploma in college and got our first, second or third job. But that doesn’t mean learning should ever stop, especially in the workplace.

In public relations, all the classes in the world can’t teach you what you learn while on the job. The art of managing tight deadlines, heavy demands and expecting the unexpected isn’t on any syllabus. But there is one resource that remains untapped and full of knowledge – those who have blazed the trails before us in the world of public relations, otherwise known as mentors.

January marked National Mentoring Month, a celebration of those who choose to dedicate valuable time and energy into the next generation of professionals. No matter your age and title, everyone can use a mentor.

The trick is finding a mentor.

According the New York Times, it won’t happen overnight. Here a few tips and tricks to finding the right match for you:

  • Time: It takes time to cultivate relationships and to see if the chemistry fits to make a match.
  • Industry: Find someone in communications and public relations if that’s the career path you see yourself in.
  • Commitment: Make sure your potential mentor is willing to put time into meeting regularly and making you a priority.
  • Goals: Set goals, and know your strengths and weaknesses before you meet with a mentor.

Mentoring is not only for those who are seasoned practitioners in the field. New professionals in the industry can also be mentors through “reverse mentoring”.

Recently, the Wall Street Journal found “many businesses are pairing upper management with younger employees in a practice known as reverse mentoring. The trend is taking off at a range of companies, from tech to advertising.”   

With the advent of social media, new technologies and innovative marketing techniques, businesses across a variety of industries recognize the skills, knowledge and expertise young professionals bring to an organization, thereby benefiting all employees.

Your mentor is out there – all you have to do is ask. So, what are you waiting for?

 

Brandi Boatner and Kate Enos are the PRSA New Professionals Section mentorship co-chairs.

Intro to Government PR by Doug Matthews

I’ll be honest. I never made a formal decision to get into government communications. Would you believe that I was actually a forensic science major for my first two years of school? Yep. I wanted to be CSI before David Caruso inexplicably made it seem cool. Now, how David Caruso and “cool” found their way into the same sentence is a subject for another time. Suffice it to say, I’m a bit of a nerd at heart.

It was a combination of life experience, timely opportunities and great mentors that guided me to where I am today, and I couldn’t be happier with the result. So here’s my first bit of advice: create your own opportunities, but don’t get so focused that you fail to see the new, unexpected ones that present themselves along the way.

I joke that I was “infected” with the public service mindset. I blame my parents. My father was a career law enforcement officer and police chief, and my mother was an emergency room nurse. The first “marketing” I ever did professionally was working at the city pool, getting families to show up for “Dive-In Movies”…in between fits of whistle-blowing and telling kids to “walk, not run” on the pool deck.

So, after an epiphany while sitting in Applied Calculus II (another interesting, albeit off-topic story), I left class and changed my major to advertising and public relations. I secured my first internship as a sophomore doing marketing and events for the county recreation department. (Another aside here: get as much job experience as you can before you graduate–it’s the single best thing you can do to differentiate yourself from the thousands of other job-hunting graduates entering the work force.)

I continued that work until graduation, with a short stint in between studying in London and interning with Fleishman-Hillard. It was during this venture into corporate public relations that I had my second epiphany. The assignments were interesting enough, and the people were great, but I had trouble finding satisfaction with the work I was doing. For me, there was a satisfaction and fulfillment that I got from serving the public that I didn’t get when serving a client or a private industry.

That’s something I love most about this career: the absence of a traditional “target market.” Sure, you’ll always have specific audiences for specific programs, but government service is a great equalizer. After all, everyone needs their garbage picked up, right? And every one of you expects the lights and sirens to arrive when you call 911.

There’s also unbelievable variety in what our team does. I mentioned garbage collection and public safety, but we also do engineering. We do public health. We manage parks. We build roads. The work we do truly touches the lives of everyone who lives here in Austin and I get to be a part of that. We help people understand, appreciate and connect with the products and services they have invested in as taxpayers. We help make good government.

In my role, I get to be both the PR pro and the media pro. We run an in-house agency, with teams spanning media relations, Web development, employee communications, project management, community engagement, marketing, events and interactive media. We have our own television station and graphic design shop. The opportunities for learning and development are limited only by your desire and willingness to expand your horizons. The work environment is what you make of it: there is more space to try new things and take risks than you might think!

We do, though, have to talk about the other side of that coin. When you sign up as a public servant, you do so with the understanding that virtually everything you do is public. The work you do belongs to the taxpayers, and they can be a fickle and demanding audience. Likewise, there’s always an undercurrent of politics. Ultimately, my boss (the city manager) works for seven elected officials, so you can’t escape it. You can, though, maintain a distinct line between political and professional communication.

If it sounds interesting, you can start by looking for internships in your local jurisdiction. I learned as much interning with Orange County Parks & Recreation as I did in four years of coursework. Get involved with the International City/County Managers Association or the City/County Communications and Marketing Association. Look into public administration and public affairs courses as a supplement to your normal coursework.

The work might not be for everyone, but for someone with the passion to serve, a love for the art of governing, and the willingness to wear virtually every hat in the haberdashery (or millinery), there’s not a better job on the planet. 

 

Doug Matthews is an 18-year veteran of local government communications, currently serving as the chief communications director for the City of Austin, Texas. He served similar roles for the Florida cities of Largo and Clearwater before becoming an adopted Texan in 2009. He holds a master’s degree in public administration from the University of South Florida.