Don’t make these mistakes with follow-up calls to the media

Big PR agencies seem to be the worst offenders when it comes to following up on news releases.

They usually assign a woman who sounds like an 18-year-old twinkie to call reporters and editors after the agency has mailed a release. The twinkie, usually using an annoying sing-songy voice, says:

“Hi. This is Brittany. I’m just calling to see if you received the news release we mailed earlier this week on the ABC Widget Company and if you can tell us when it will be printed.”

Why are Brittany and her bosses clueless?

—Because busy reporters will seldom drop what they’re doing to search the newsroom, which resembles a paper jungle, for your release.

—Because Brittany has no clue that reporters are on deadline, and that’s when she makes many of her calls.

—Because reporters and editors often don’t know the exact date that a news release will be printed. Sometimes it depends on how big the newspaper is on a particular day. And that’s determined by how many ads were sold.

—Because the media usually get a dozen calls a day from people asking these same dumb questions.

—Because if you’re trying to a catch a reporter’s attention, the best way to do it is to call when they’re off deadline.

—Because PR firms are ripping off their clients by charging them an hourly rate for performing this useless task. In fact, not only does the PR firm look clueless, but the media think the client is guilty by association.

Jill Lublin interviewed media people for their best suggestions, then shared them during a teleseminar I hosted called “Failproof Ways to Follow up After Sending a News Release or Story Pitch” a few years ago.

Jill says that if you must follow up, call a reporter and say that you sent information on whatever the topic is, then offer an unusual angle they can take, or additional sources they can contact, or the local angle, or something else that only that media outlet will be interested in.

Use history as a hook for publicity

The next time you’re searching for an angle for your story pitch, consider using history.

For example:

—If you’re sponsoring an event that’s been held for 50 years, offer the media a sidebar that highlights the most significant aspects of your event during the last five decades.

—Pitching a profile story of your new CEO? How about telling editors you can provide some old photos that show the boss in his high school football uniform, or on his first job?

—Is your office located in a 100-year-old building? If you paid special attention to the historical significance when you remodeled, let the media know. And provide a list of all the painstaking historically correct details you included during renovation.

—Introducing an updated version of a product? Give the media a short timeline that shows how the product has changed over the years. If you can offer photos of what each product looked like, all the better. Trade journals, in particular, love these kinds of features.

—If you’ve been lobbying for a local ordinance but, after years of squabbling, your local town council finally approved a watered-down version, give the media a before-and-after-list showing key elements of the law you wanted approved, and how lawmakers removed the teeth from the final version.

—Is your nonprofit celebrating its 60th anniversary? Share with reporters what your organization was like when it first opened its doors. How many people worked there? Where was it located? How big was the budget?

Rix Quinn, former editor at Outdoor Power Equipment and Bicycle Business Journal, wrote an article for Sept/Oct issue of The Publicity Hound subscription newsletter in which he says that history is one of 11 ways to get an editor’s attention for your story.

Appropriate vs. inappropriate hurricane publicity

In the last week, several Publicity Hounds have asked my opinion on news releases or other tips they want to issue to piggyback off Hurricane Katrina.

In at least two instances, the tips were inappropriate and invited criticism.

Regardless of how well-meaning your intentions, it’s important that you understand the difference between acceptable publicity and that which makes a Publicity Hound look either ignorant, insensitive or greedy.

Here are several examples of inappropriate publicity:

—Tips on how hurricane victims can keep their spirits up, or relieve stress, or any other self-help tips for survivors. These might be appropriate in a few weeks or months, but certainly not now, while many survivors are still dealing with the shock of having lost everything.

—Finger-pointers, particularly those far-removed from the hurricane, who issue news releases that try to lay blame on any one person, agency, or group, just to get their name in print or further their own cause or issue. As a recent Wall Street Journal explained, experts already have identified a long chain of weak links, from a total breakdown of communications systems and a failure to plan for the possibility that New Orleans’ levee system would fail, to a military stretched thin by wars in Iraq and Afghanistan.

—”Buy from me and I’ll contribute” marketing messages from companies large and small. Even though you mean well, some of these offers smack of greed.

—Publicity Hounds who grandstand by berating other businesses that take a “business as usual” attitude, while the rescue effort is still under way. Some people believe everything should come to a grinding halt as long as a bad news story is unfolding.

Examples of appropriate publicity include:

—A company that offers its experts to comment on public policy issues, from the challenges of rebuilding a city below sea level to what the U.S. needs to do to be better prepared for natural disasters.

—Experts who offer predictions of what the impact of the hurricane will mean on specific industries such as insurance, engineering, building, architecture, etc.; on the stock market; and on the economy in general.

—A minister who explains how to form a prayer circle to pray for those who have died in the hurricane, or survived it.

—Almost anything that tells people what they can do to help the rescue effort.

—Creative or unusual fund-raising campaigns. Everywhere you look, somebody is asking for contributions for hurricane victims. So don’t expect routine contributions to make the news.

—Announcements of what your company or organization is doing to help hurricane survivors, including donations of food, supplies and labor. Local newspapers and TV stations are devoting a lot of time to these kinds of “local angle” stories.

—Tips on how to ensure that your money is donated to the right agency so it isn’t pocketed by thieves hoping to get rich quick from this disaster.

—What your company is doing, or not doing, to contend with high gasoline prices. But please, no whining. People who are shown on TV complaining about high gasoline prices, just minutes after we’ve seen film footage of those dead and dying as a result of the hurricane, sound petty.

—Opinions (but no finger-pointing) from people outside the U.S.

When in doubt, err on the side of good taste.

How to Generate Publicity at Trade Shows

Most people who exhibit at trade shows overlook a powerful publicity tool that’s just waiting for their news.

It’s the trade show daily, the newspaper that offers a bird’s-eye view of what’s happening that day at the show.

When I first attended the BookExpo America convention last year, I was kicking myself for not paying closer attention to the dailies. I missed meeting Gene Hackman, one of my favorite actors, who was stationed in a section of the exhibit hall, autographing copies of his new book. I’ll never make that mistake again.

You shouldn’t either. If you’re exhibiting, contact trade show organizers a few months before the show for the name of the person to whom you should send news releases and pitches so you can be included in the dailies. These newspapers are looking for news such as:

—Interesting booth exhibits

—Interactive games, polls, surveys and other attractions at your booth

—Enticing give-aways

—The most unusual products being introduced

—Celebrities who will be at the booth or stationed elsewhere in the convention center to talk with attendees, sign autographs or give a speech

—Interesting profiles of company execs, celebrities, or those giving the keynote speeches

—Stories about emerging trends that will be evident at the show

The tips are courtesy of Joan Vander Valk, account supervisor at Stern + Associates. She discussed them in an article in the September/October issue of The Publicity Hound® subscription newsletter.

Marketing and publicity tips for a professional organizer

Kyna Morrison of Zephyrhills, Florida asks:

“I am just starting a Professional Organizing business. I need something at my website or in my advertising that will differentiate me from all the other professional organizers and make people remember me and say ‘Oh yeah, I saw her ad…’ or ‘I remember, she’s the one who…’

“I cater to an affluent clientele, due to the cost of the services. My business is called Apt Organizing and you can check out my website. Do your Hounds have any tips that will help me stand out from the pack?”