Don’t Press “Send”! E-mail Lessons from a New Pro by Joshua Romero

Being a new staffer at an organization can be a challenge – reading through binders of HR paperwork, figuring out everyone’s names and responsibilities, getting the copier code right, learning how to dial out, the list goes on and on. The last thing you should worry about is making rookie mistakes communicating via e-mail.

Here are some of my tough lessons learned in the world of e-mail communication:

Did I Press “Reply”? I Meant “Forward”.

What Happened: When I was assigned to write my first news release for the law school featuring a quotation from the dean, my supervisor suggested that I craft a statement from the dean and ask for his approval. She was very encouraging of my work, suggesting that the dean rarely, if ever, suggests changes or revisions to the statements we prepare. I sent the dean my quotation.

When he replied, I was surprised to see that he had some significant changes to what I had prepared. Keeping my supervisor in the loop of my progress, I sent her an e-mail: “Of course, he would want to edit the very first quote I put together for him. HAHAHA! Good thing this hasn’t gone out yet. Can we just go home, since this is most definitely a Monday!?!”

I thought the e-mail went to my supervisor. Apparently I hit “reply” instead of “forward” and the lighthearted message went right to the dean’s inbox.

What I Learned: Our dean is a very gracious man! In all seriousness, he was very understanding of the incident and understood my joking about the challenges of our work. He even said that it is good for us to laugh at those things. More importantly, I learned to always double-check the recipient before I press send.

Can I Have Your Number?

What Happened: It was a busy media day for me with three requests for legal experts coming in from three reporters on three different subjects. With the chaos of logging reporter contact information and trying to get professors on the phone or on e-mail, my desk was covered in a patchwork of Post-it notes. I secured one of our professors and the reporter asked me to e-mail her the professor’s contact information. I typed out the e-mail, double-checked who I was sending it to and pressed send. Moments later, I got an e-mail back from the reporter: “You sent me my phone number.”

What I Learned: As important as it is to respond quickly to media requests, it’s just as important to provide our media colleagues the correct contact information. I got lucky. The reporter saw my e-mail and corrected me. She gave me a chance to make things right, when she could have just moved on to another legal expert.

You’re Not So Special

What Happened: I’m probably not alone in sending out news release e-mail blasts. I’ve been fortunate enough to develop one-on-one relationships with some members of the media who have asked that I send all of our news releases to them. With these contacts, I compose a news release e-mail and “Bcc” them. After a few weeks without sending news releases, I had some news to share. Since I was out of practice on my releases, I accidentally entered my contacts in the “To” box instead of “Bcc.” Whoops! Looks like my media friends aren’t so special anymore, because everyone gets that news release.

What I Learned: On the surface, I learned to double-check where you’re entering recipients’ e-mail addresses. More importantly, I realized the value of that personal touch with your media contacts. Just because everyone wants your news release, that doesn’t mean you can’t send it out individually. It is more work, but I’ve found that it helps to nurture those relationships you’ve already built. It also gives your media friends that “I’m special” feeling. Plus, it keeps them from thinking that someone else might cover the story so they don’t have to.

Learn from my mistakes. Only press ‘send’ when you know you’re sending the right message to the right person. For those who can’t break the habit of pressing ‘send’ prematurely, you can always learn how to recall an e-mail!

 

Joshua P. Romero is the marketing & communications coordinator at California Western School of Law in San Diego. He manages the media relations and social media programs for the school. Romero is Member Co-chair of the New Professionals Section of PRSA.

Intro to Independent PR: Part One with Robert Udowitz

According to the 2008 PRSA Membership Value Perception and Satisfaction Study, 6 percent of PRSA’s members are “independent practitioners”. This month’s “Intro to” series features two such professionals who once worked in agency, corporate and association PR and have since joined the ranks of independents.  Robert Udowitz, Principal at RFP Associates, LLC, spoke with Mike Greenberg of the New Professionals Section about life as an “indie”.  Check back on Friday, February 25 for part two of the series with Susan Rink, Rink Strategic Communications, LLC.

 

Mike:  What was your PR experience like before you decided to practice as an independent?

Robert:  I am entering my seventh year as an independent. Immediately prior to going out on my own I was working at a trade association as its director of communications. Before that I had been in corporate communications and at a couple of PR agencies in Washington, DC, and New York City.

Mike: What do you offer clients that an agency doesn’t?

Robert: In most cases I offer my clients equal if not more experience through a more economical and efficient model.  I’ve done crisis counseling, community relations work, media relations, analyst and investor relations, writing and event planning.  I have even created an animated video—from concept, to writing the script and directing the shoot!

Mike: What is your work environment like?

Robert: My work environment is as professional as it was when I had an employer. With all the modern technology I use, the only disadvantage I have is the lack of an office tech support team at my beck and call. 

Mike: What types of non-PR abilities and interests are needed in order to succeed as an independent practitioner?

Robert: You must possess some simple financial management and business skills.  In particular, when you start out you need to determine how much to charge clients. Then you need to tabulate your monthly expenses so you know how much money has to come in to afford your lifestyle. From there it’s critical that you devote time each month toward bookkeeping and billing your clients. Your business skills are critical to building a client base, marketing yourself, and maintaining a steady income.

Mike: What are the greatest challenges an independent faces?

Robert: The work will always find you, but there’s never enough time to market yourself for those times when you need more work. As long as you stay networked and are always talking to your colleagues and meeting new people, you will find work the moment you have the time to take on something new.

Mike: What has surprised you the most about being an “indie”?

Robert: How capable I was. In the confines of office work there isn’t much time to create opportunities that go outside of your assignments. And, sometimes you observe that the decisions that are being made aren’t as productive as they should be. As an indie, you have an ability to accomplish more and there’s a degree of pride when you are able to look back and see all that you have done.

Mike: What advice would you give a new professional who wants to work as an independent?

Robert: You have to have experience, and preferably a diverse amount of experience.  The more you’ve exposed yourself to professionally before you go out on your own, the more of an asset you’ll be for your clients.

Robert UdowitzRobert Udowitz, Principal, RFP Associates, LLC

Over the course of his 25-year career, Udowitz has worked at public relations/public affairs offices, corporations, and trade associations. He recently began RFP Associates, LLC (www.rfpassociates.net), a PR agency search firm specializing in the request for proposal process for companies seeking a public relations agency. Prior to creating RFP Associates, he operated RUdowitz Consulting, a PR/PA consultancy based in Washington, DC, where his clients centered in the financial industry but included commercial real estate companies, trade associations, a magazine publisher, and government contractors.

Udowitz has been a member of the Board of the Public Relations Society of America’s National Capital Chapter for the past four years and on the Board of the Independent Public Relations Alliance for more than five.

Take a risk to get out of the rut! by Brianne Bromberek

Think you’re in the minority when you dread going to work on Monday morning? Think again. In fact, a recent study shows that nearly 84 percent of Americans are unhappy and restless at work, itching to find a new career for more money, more responsibilities, or mere satisfaction. And just a few months ago, I, too, was grouped into that statistic. In fact, I wouldn’t even call what I was feeling unhappiness or restlessness – I would call it downright disgust. Disgusted that I had worked my butt off to answer calls at the reception desk and remind my boss that he had a 2:30 conference call with someone who would later refer to me as the “nice girl who answers the phone.” Sure, every company needs an administrative professional, I thought, but that’s not me. In college, I was the girl who skipped class – but not to participate in homecoming festivities or get a head-start to the tailgate party. I spent my time networking with the Women in Business leaders, attending professional luncheons and talking to pretty much anyone that would give me 10 minutes of their time. So when I finally walked across the stage and headed out into the “real world,” I received a nice slap in the face when I landed a fancy position answering phones and making coffee. Let’s just say I started my job in July and was already looking in the wanted ads by mid-September. 

I spent two long years not only dreading my 9-5, but also making excuses – “everyone hates their job, I’m not a quitter,” or the infamous “quitting now will look bad on my resume.” What I didn’t realize was that my dissatisfaction wasn’t affecting just me – it was spreading to everyone and everything that surrounded me. People got sick of listening to my story, sitting on the other end of the line while I complained about how unfair the world was. I became cynical about the professional world and even started to resent anyone who actually enjoyed their career.  How had I become such a negative person? It’s only a job, I thought to myself. Why am I letting it affect everything around me? And that’s when it finally hit me. I wasn’t looking at this as a career, but merely a job. What’s the difference? The mindset of a job holder is focused on security and money while the mindset of a career person is focused on development and risk-taking. So instead of complaining about my job, why wasn’t I taking any risks to secure a real career?  Simply put, I was afraid.  

“Fear is a double-edged sword,” says Barbara Stoker, author of Positive Risk: How Smart Women Use Passion to Break Through Their Fears. “On the one side it keeps you safe, but it usually holds you back from doing those things that really matter.”

I was afraid to take a risk and open myself to new opportunities for the possibility of, once again, being disappointed with the outcome. So when I finally realized that making progress often involves taking risks, I not only had a new outlook on life, but I had a new found confidence in my ability to succeed. Aside from the uncertainty that comes with taking risks, there’s a certain satisfaction in knowing that you went for your dream, whether you achieve it or not. The regret of never trying can often be harder to live with than tying and failing.

How many of us can say that fear has limited us from achieving our fullest potential? We spend years exploring our options, talking with guidance counselors and taking specific steps to map out our future. And although this approach is a good way to find a career that suits us best, it’s not the only way.  Sometimes taking a risk is exactly what we need to do to figure out what we want – or don’t want. We might take a huge risk and fail…or just maybe, taking the biggest risk of our lives, can often lead us to opportunities we never knew existed.

So when I finally took a risk and left my position, I realized that life is really all about taking risks. Each and every day we all take risks that could great affect our future – moving to a new city, beginning a new relationship, or in my case, quitting a job to start a new business. Think about every great success story you’ve ever heard – nearly every one involves a little risk-taking.  

Brianne Bromberek is the owner of Studio 213, a full-service graphic design firm in Milwaukee, Wisconsin. She also works as a marketing coordinator at the Schlitz Audubon Nature Center in Bayside, Wisconsin.  Before launching her business, Bromberek graduated from the University of Wisconsin-Madison with a Bachelor of Arts in Journalism and Mass Communications and a Certificate in Women’s Studies.  She can be reached at bri@studio-213.com.

Introducing your 2011 Executive Committee

In addition to new blog chairs, the New Professionals Section is happy to introduce the rest of the Executive Committee members for 2011.  Below are our new volunteers, with a selection of their New Year’s PR resolutions:

Sarah Siewert, Chair

-Learn more about leveraging mobile technology and location-based apps

-Keep up with my RSS reader

Noelle Pennyman, Member Chair

“My PR Resolution for 2011 is to always remember the value of a personal connection. Technologies will continue to integrate into our communication tools, but the basics will always remain the same.”

Joshua Romero, Member Chair

-Get more involved with my local PRSA chapter through service to our profession and the community. 

-Incorporate more online videos into the stories and web content I create for the law school. 

-Continue building the law school’s innovative social media program. 

-Launch my consulting company and get tons of clients!

Crystal Olig, Mentorship Liaison

“Get better at helping clients think through their online content strategy (link to oxiem.com) and how it ties into social media, SEO and sales.”

Anna Cramer, Programming Chair

“Although out of college, I would like to continue my curiosity, stay up-to-date and learn as much as possible about PR, my specific industry (sports and non-profit) and any industry trends.  I would also like to remain as involved if not more so in PR as I was able to in college. I hope to remain involved locally with my PRSA chapter as well as continue my influence with PRSA nationally with New Pros.”

Elizabeth Rhoads, Programming Chair

“Explore web design and photography a bit more. My position as Web Content Coordinator includes quite a bit of writing and scheduling photo shoots – hopefully this year I’ll be making my way into taking some of those pictures and having the ability to do a bit more web design.”

Alyssa Bronikowski, PRSSA Liaison

Ashlee Tate, Section Liaison

Eva Aivaliotis, Newsletter Editor

“Leveraging more digital influencers (a.k.a. bloggers) for media placements”

Diahnn Henderson, Blog Chair

Heather Sliwinski, Blog Chair

Tamara Halliburton, Social Media Editor

Leah Moon, Social Media Editor

“Attend more PRSA events and meet more PR pros in the Dayton area”

Adrienne Bailey, At-Large Member

Kate Bergeman, At-Large Member

Katie Bryant, At-Large Member

Andrea Nourse, At-Large Member

“As a recent graduate and entry-level public relations professional, my 2011 New Year’s PR Resolution is to learn as much as humanly possible in the field, and to apply the knowledge and experience I have gained in my previous fields to my current position.”

John Whitcomb, At-Large Member

-Get up before 6 each day

-Read 20 pages out of a book

-Go to bed earlier

-Utilize to do lists to help organize my life

-Improve my writing

2011 Blog Chair Introductions

Welcome and Happy New Year, New Pros!

While 2011 marks the end of term for last year’s Executive Committee, the new year also ushers in a new crop of PR professionals excited to serve as Executive Committee members.  We are so grateful for the 2010 team and strive to follow their example.  We are your two new Blog Chairs—Diahnn Henderson and Heather Sliwinski. 

Allow us to introduce ourselves:

Diahnn Henderson is a human resources generalist with an emphasis on employee relations at ProQuest LLC, an electronic publisher in Ann Arbor, Michigan.  With 10 years of experience in the HR profession, she needed a change of pace and began focusing her attention in a new direction.  In 2010, she completed her studies in Communications at Concordia University and recently launched a new business venture, Collaborative Communications.  As a new professional, she looks forward to serving in her role as the Blog Co-Chair.

Heather Sliwinski is a marketing communications manager at United States Drug Testing Laboratories, a forensic drug testing laboratory in the Chicago suburbs.  After receiving her degree in Journalism and Mass Communications with an emphasis on Strategic Communications from the University of Wisconsin-Madison, she has enjoyed learning every aspect of marketing and event management for almost two years at USDTL.  She joined PRSA hoping to increase her network of peers, especially within the New Professionals Section.  Heather looks forward to the new year serving as Blog Co-Chair, offering New PR Pros a wealth of information and professional development.

Together, we hope to meet your expectations for this blog.  We look upon this blog as an outlet for virtual mentorship, through perspectives from new professionals like yourselves and seasoned professionals who have insider tips for those of us still learning.  For example, each month we will continue to feature a different aspect of the public relations field in the “Intro to…” series.  Look for our “Intro to Sports and Entertainment PR” post from a seasoned professional later this month. 

We encourage dialogue from fellow members.  After all, we only consider this blog successful if we are able to provide information you find useful.  So please, comment on posts.  Tell us which trends you are interested in.  We welcome the feedback.  Respond to the blog on Facebook or Twitter.  If you are itching for a more involved role, contact either of us to make your voice heard in your own New Pros blog post.  Our goal is to collaborate with members and create a discussion important to your careers.

So, New Pros, what do you want to see in the New Pros Blog in 2011?  We are excited for the coming year!

-Diahnn and Heather