When a favorite journalist is promoted, leaves the newspaper for a new job, or wins an award, smart Publicity Hounds swing into action and deliver their congratulations, a very important part of building the relationship.

Be aware, especially, of things like writing, editing and photography awards. They don’t  mean a hill of beans to the success of the newspaper, but journalists think they are a very big deal. I worked in newsrooms for 22 years, won many awards, and they were a huge deal.

How do you congratulate them without gratuitous brown-nosing? Here are seven ideas:

• Send a handwritten note. Most well-wishers would cop out with an email. But you want to zig when everybody else is zagging. A postage stamp and a few minutes of your time are a cheap price to pay to stand out from the crowd.
• Is the journalist on Twitter? If so, send a congratulatory tweet. Link to an article about the award so others who follow the journalist can read it.
• Are  you friends on Facebook? If so, post congratulations to their wall, and give the URL for the article announcing the award. You can also link to the winning article or project.
• Create a short “way to go!” video and email the link. With a little editing, you can also provide the link for the winning project. Consider posting the video to their company’s website.
• Go ahead. Ask the journalist if it’s OK to post the video to YouTube.
  
• Is the journalist on LinkedIn? If so, consider writing a recommendation. But sure to explain what factors made their work so special, or what happened as a result. This is the place to recommend, not just congratulate.
• Call and leave a short, cheery voicemail message.

Don’t do all of these, or it will, indeed, be brown-nosing. And never sneak in a pitch while you’re congratulating.

What Else You Shouldn’t Do

• No flowers. Women reporters I’ve worked with love flowers, but they’d get the heebie-jeebies when sources sent them.
• No gifts, gift cards or anything of value. Many newspapers have ethics policies that prohibit reporters from receiving these. Don’t put someone in the uncomfortable position of having to return a gift to you.
• No tickets to sporting events, the theater or other entertainment venues.
• Don’t invite the journalist to lunch and dive for the check. He might not be able to accept a free meal. See 18 ways to schmooze with reporters.

Don’t forget sports reporters, copy editors, photographers, graphic artists and other newsroom employees. Ditto for TV producers, anchors, sportscasters, meteorologists and radio talk show hosts. They love being congratulated, too.

What have I missed? If you’re a PR person, a journalist or a Publicity Hound, what ideas can you share that have worked well?

Also see: 12 ways to say “thanks” to a blogger or journalist

Today is the last day to take advantage of a price break for attending Steve Harrison’s National Publicity Summit, Oct. 12-15, in New York City. Only three spots are remaining.

The price goes up by $1,200.00 after today, Friday, Sept. 23. Apply here.

Harrison is admitting 100 attendees who will get to personally  meet over 100 top journalists/producers who do stories and shows for major media like: ABC’s The View, CNN, Fox News, Today Show, Woman’s Day, MSNBC, Live With Regis & Kelly, 48 Hours, Fox & Friends, ABC’s 20/20, USA Weekend, Dateline NBC, Inc., Health, Entrepreneur, Family Circle and many more top outlets.

All those media were represented at previous Summits. Most of them will be at next month’s event,  along with producers and journalists from media outlets who will be attending for the first time.

“For the remaining 3 spots, we will consider all applications submitted through today,” Harrison said. “However, all things being equal, we’ll admit people in the order in which they applied. By the way, if you apply and for any reason I cannot accept you, I’ll give you a gift which will help you get more national media exposure.”

You’ll Learn How to Pitch

Harrison’s staff trains you so you can meet journalists face to face and pitch them with confidence.

After Rory Cohen, an expert in the psychology of success, attended the summit, she was booked on ABC’s “The View” and also got a cover story in Entrepreneur magazine.  That created a snowball effect.

“After I was on The View, I was able to get booked on CNN, which then led to a four-page spread in People Magazine,” she said.

As a result of the summit, author Linda Franklin appeared on the “Today” show twice, Fox & Friends, Fox’s “Good Day New York,” Hallmark Channel’s “New Morning,” and in MORE magazine, Essence Magazine, The Boston Globe, The San Francisco Sentinel, The South Florida Sun-Sentinel, MSN.com, The Huffington Post and at least 25 radio stations throughout the U.S.

Full Disclosure: I am a compensated affiliate for this event and for any other products and services you buy from Harrison.

The next time you pitch a journalist, will he read your pitch and know that you know who he is, what he covers, and why his audience should care about your story?

He will if you customize it.

That means sending a pitch that you can’t send to any other journalist because it’s unique to his media outlet, his beat or his audience. Those kinds of pitches prompt a journalist to think, “This is perfect for us!”  

During the webinar I’m hosting at 3 p.m. Eastern Time today, Aug. 18, on “A Simple 5-Part Formula for Delivering the Perfect Media Pitch and Hitting it Out of the Park,” I’ll discuss how to customize a pitch. Here are three approaches:

• Piggyback off a previous story the media outlet covered and pitch it as a “follow up.” That’s media lingo, and it will attract his attention. I gave an example in this post I wrote earlier this week about a candy shop in a mall.
    
• Pitch a story idea for a specific section of his newspaper, a specific department in his magazine, or a certain portion of a radio show.  Example: “This story is a perfect fit for the Consumer News Round-up segment of your show.”)
    
• Pitch a story that appeals to a personal hobby or interest that ties into his beat. Let’s say you sell decorative corks and stoppers for wine bottles, and you’re pitching the food and wine editor of a magazine.  His Twitter profile mentions he’s a wine collector. You could add this to your pitch: “Your wine collection will be as pleasing to the eye as it is to the pallet with a selection of wine stoppers from whimsical to elegant.”

• The blogger whose audience you’ve been dying to get in front of publishes your guest blog post, letting you strut your stuff to a new crop of potential customers and clients.
    
• A journalist who works for your local business journal writes a flattering,  error-free feature story on your new business, and it makes the front page of the paper, complete with a photo and sidebar.
      
• The editorial page editor of a national newspaper contacts you to write an opposing viewpoint to a column on a controversial topic that another expert submitted.

Each of those is every Publicity Hound’s dream!

But don’t stop there. It’s time to say thanks—not with flowers or flashy gifts, but with thoughtful gestures they will remember.

Here are 7 ways to say thanks to bloggers and journalists:

1. Send a handwritten thank-you note. Almost nobody does this anymore.
     
2. Send a handwritten note of appreciation to the journalist’s or blogger’s boss, explaining how gratifying it was to work with them, and why.
     
3. Return to the blogger’s blog periodically to comment on posts.
     
4. Tweet about his blog content, and link to it.
    
5. Does he have a Facebook page? Like it, share his content, and be sure to tag him. (See 12 More Ways to Avoid Missed Opportunities on the New & Improved Facebook.)
     
6. Email the blogger and suggest ideas you’d like to see him write about. Bloggers love it when readers give them ideas for content.
     
7. Ask the journalist, “How can I help you?” This is one of 10 magic phrases that bloggers and journalists love.
     
8. To say thanks to the staff of a newspaper or magazine, or a TV or radio station, make a contribution to the media outlet’s favorite charity.
     
9.  Give a journalist a scoop.
     
10. Write a recommendation on LinkedIn. 
      
11. Share flattering information about the blogger or journalist in a LinkedIn group. (See Your LinkedIn Power Formula 2: Advanced Strategies for Writing a Killer Profile, Cashing in on Groups and Creating Company Pages.)
      
12. Offer a story idea about someone else, or another company, that has no relation to you. 

I can’t say this too many times: Do NOT send gifts, particularly to newspapers and magazines that might have ethics policies prohibiting gifts.

What other ways have you said thanks? Bloggers, what have your readers done to show their appreciation?

The next time you generate publicity in a major newspaper or magazine, or at a blog, or you get onto a TV or radio show, don’t stop there.

You also need to publicize your publicity.

That’s what Michelle Tennant of Wasabi Publicity is doing, after landing her client, Landmark Education, in an article headlined Friendly Fight: A Smarter Way to Say “I’m Angry” in  Tuesday’s Wall Street Journal. She first heard about the need for sources when her company received a query from the journalist and posted it on PitchRate.com, Wasabi’s media leads service.

Turns out that Michelle already had had a relationship with the reporter. And she not only responded with her own client, but she did much of the leg work finding couples who the journalist could interview.

She emailed me earlier today to share the good news:

“A career high for me, Joan.  I just HAD to share it with you.  Masthead teaser of the Wall Street Journal for my client Landmark Education.  Here’s my blog post in case you can use it and remind people you were my mentor years ago!!!!  You helped me understand the subtle needs of newspapers because of your background.”

So I asked Michelle, one of the first graduates of The Publicity Hound Mentor Program,  to make a list of all the ways she’s going to publicize the publicity. Here’s her short list:

1. Twitter.com.
2. Facebook post.
3. Blog post featuring my role.
4. New business reference; secure quote from client and/or media contact about placement.
5. Suggest to media contact that I would love to help their media friends and co-workers (this landed me another HUGE top tier contact).
6. Add to new business proposals and new business conversations.
7. Thank media contact.
8. Create short Bitly links to track traffic inside social media.
9. Share with other media contacts, affiliates, family and friends about mentioning this placement in how to score PR, build media relationships and teach others about what it takes & how long it takes to score such a placement (look in mirror Joan–wink–you are part of this task).
10. Do a YouTube video promoting; discussing placement.
11. Schedule a teleseminar discussing how placement was generated.
12. Add to websites establishing further credibility.
13. Write “how to score media coverage like this” bylined articles for web portals, blogs, magazines and other media venues.
14. Invite radio and TV producers to interview me on how I scored the WSJ front page masthead.
15. Challenge potential new clients to find out from competing PR firms the size, scope and timing of their recent media coverage to see if they can top a WSJ front page masthead within the recent year; any PR firm worth their salt will have top tier media coverage in the past year or don’t hire them.

Michelle, by the way, is the consummate expert at piggybacking onto breaking news events to generate publicity for her PR clients. That’s why I invited her to be my guest on the webinar I hosted last year on ”How to Tie Your Pitch to Breaking News and Make the Media Interview YOU.”

Many of the items on her list above come from years of generating media hits. Can you think of anything else that should be added to her list?

When you’re starting a publicity campaign or creating a year-long media plan, remember that the “spray and pray” technique of pitching hundreds of media outlets with the same one-size-fits all pitch, and then praying that they will respond,  doesn’t work.

Instead, you need to define the target audience you’re trying to reach, create story ideas about your business or nonprofit, and then determine which ideas should be pitched to which media.

Here are 23 questions that will help you do exactly that, excerpted from my ebook How to be a Kick-butt Publicity Hound:

If you’re around today, Thursday, Aug. 5, join Steve Harrison for a free webinar (or teleseminar) and discover 12 strategies you can use to get more publicity. It’s called “Discover the Secrets of the Publicity Superstars & Get a Lot of Media Coverage.”

The call is at 2 and 7 p.m. Eastern.

Steve will be talking about things you can do right away to score more media coverage including:

• What one Publicity Hound did get on Fox News Channel repeatedly.
• A clever thing Robert Kiyosaki did to catapult sales for his bestselling book “Rich Dad Poor Dad.”
• The two types of stories you need to tell if you want to sell more on radio shows.
• Publicity strategies you can glean from watching Donald Trump, Suze Orman and Dr. Oz.

You’ll learn some great stuff so I hope you can make it.  The call is part of a free series of calls that Steve is offering to promote the National Publicity Summit Oct. 20-23 in New York City, where 100 pre-qualified Publicity Hounds will be able to meet dozens of journalists and broadcasters face-to-face and deliver a pitch.

I’m promoting the summit as an affiliate, because I’ve received great feedback from people whose topics were a perfect fit for the event.  If your topic is better suited to trade publications, or niche publications, you probably won’t be accepted.

Register for today’s call. If the time is inconvenient for you, recruit somebody to listen and take notes.

The free media leads services that connect journalists with sources can be a valuable tool in your publicity campaign, but only if you know the right way to answer a query and  convince the journalist to call you.

Otherwise, these services—PitchRate.com, Help a Reporter (HARO) and Reporter Connection—can be a huge time suck, particularly if you’re subscribing to all three.

When I wrote yesterday about how to find journalists online and wow ‘em with your pitch, I got an interesting comment from Shelley Hunter:

“I finally unsubscribed from one of the media leads services because I found myself taking the easy way out.  Rather than spending a few minutes each day mining for PR gold, I just waited for the leads to come to me.  I combed through the requests and answered those that fit my criteria.  But like you said, competition is stiff and only once did I get a call back.  At last, it occurred to me that I could have spent all those minutes (that added up to hours) establishing actual connections on my own.  It feels like a slower way to go, but one good connection could lead to others.”

I replied and told her that a lot of the return on investment of time depends on your area of expertise, and how many other competitors are within that niche. Broad topics like small business success, for example, can result in hundreds of responses, and you can be sure journalists won’t be reading all of them closely.

So what’s a frustrated, time-strapped  Publicity Hound to do?
     
    
Media leads services or your own research?

The smart ones will do both. They’ll use these free services AND pan for gold, using the tips I provided in the blog post mentioned above.

Here are guidelines to follow when answering a journalist’s query:

• Keep your response short. Absolutely no longer than one screen of type.  One-half screen of type is preferred.
• Briefly expain what makes you an expert on this topic.
• If you can offer the journalist other sources, say so, but don’t name them or provide contact information unless the journalist asks. And make sure those other sources would agree to be interviewed.
• Can you provide an image to accompany the story? Mention if you have a bar chart, pie chart, map, cartoon or other graphic, but don’t attach it to the email response. If the journalist wants it, he will ask.
• NEVER tell the journalist to “visit my website to learn more about me.”
• If you have a contrarian viewpoint on an issue, say so up front. The media love controversy, and your response will stand out from among all the others.
• Keep your response on topic. If you can’t help the journalist with the topic she’s writing about, don’t offer your expertise on another topic and NEVER respond to a query only to pitch another story idea. Do this, and the reporter will blacklist you.
• If you’re lucky enough to have a virtual assistant, delegate the task of sifting through all these leads.

One alternative to these free services, which can be like drinking from a firehose, is Dan Janal’s PRLeads. For a monthly fee, Dan will send you only the queries that tie into your area of experitse. 
       
      
Share your own experiences
     
What kinds of responses have you gotten from journalists using any of these services?  What media outlets covered your story as a result of responding to a journalist’s query? What tips do you have to share on how to answer a query? Or is your time better spent building strong relationships with journalists one on one?

Weigh in here.

The next time you want publicity, do two things that 99 percent of the other people who want publicity fail to do.  
    
First, vow that you won’t use the “spray and pray” technique.  That is, spraying the same one-size-fits-all pitch or press release to dozens or even hundreds of journalists, and then praying they’ll call you. 
    
Second, target a short list of journalists.  And then find out all you can about them before delivering your customized pitch.  It’s easy, actually, because journalists are leaving clues EVERYWHERE online about the kinds of stories they think are important, the kinds of expert sources they’re looking for, and how to contact them. 
    
Think of it as a treasure hunt.  Do it right and you could strike gold.  Here are six places to look for those valuable nuggets, which I shared during the webinar “How to REALLY Use Publicity as an Online Marketing Channel and Zig When Everyone Else is Zagging.”
     
    
1. Find out if the journalist blogs

Some journalists blog as part of their job.  Others blog on the side because they’re passionate about a topic. 

I wrote about how I picked up all sorts of valuable clues by spending a little time reading the blog written by Deborah Kotz, senior health writer for U.S. News & World Report. 
    
I learned, for example, that she’s a penny-pincher and hates bottled water. I also learned that two years ago, she thought about her risk of staying on birth control pills until she reaches menopause, and lamented the dearth of research on the long-term use of contraceptives by women.
   
If I had spent a few hours searching for clues, I’d find a lot more than that.  But I’d NEVER find that kind of personal information in those expensive media directories.  Here’s why this kind of research is so valuable. 
    
If you sell a product or service, or promote a cause or issue, related to women’s health, Deborah already has given you dozens of valuable clues at her blog that you can tie to your pitch. Be sure to read the comments at a journalist’s blog, where the journalist often replies and leaves even more clues about topics she thinks are important.  
     
     
2. Look for journalists on Twitter
    
If a blog can provide that much information, imagine what you can learn by following the journalist on Twitter.  Here are seven places to look for reporters, editors, freelancers, broadcasters, radio talk show hosts, TV news anchors and other journalists:

JournalistTweets.com: Allows you to track what journalists are writing about you or your subject.  Includes email alerts.  Also allows you to locate journalists on Twitter by subject interest.  
    
JustTweetIt.com: Features more than 175 reporters and editors. 
    
MediaonTwitter.com: Features thousands of journalists in 11 countries by name, Twitter ID, title/beat and media outlet.  
   
Muckrack.com: Features journalists by beats (world, U.S., politics, business, technology, sports, arts, etc.) and media company. 
    
Listorious.com (U.S.):  Harry Hoover’s list of more than 250 U.S. journalists, including Rachael Maddow, George Stephanopoulos, David Gregory and Terry Moran.  
    
Listorious.com (Canada):  A list of more than two dozen Canadian journalists, compiled by Harry Hoover.

Listorious: Harry Hoover’s list of more than 300 media outlets, including top-tier outlets. 

Follow a journalist who you want to pitch.  But don’t expect journalists to follow you back.  Some aren’t interested in following other people.  They use Twitter primarily to find leads and sources for stories.  Even so, look for gold in their tweets.
     
    
3. Look for journalists on Facebook 
    
Search for journalists by name, or search for the media outlet’s Fan page.  You can also use the search box to search by job title such as “reporter,” “editor” or “freelancer.”  Journalists frequently use Facebook to issue a call for certain types of experts they need to interview, or let their friends know about the types of stories they’re working on.
     
    
4. Pan for gold at their company websites 
    
Many newspapers and magazines have online versions that include many more articles than can fit into the printed edition.  Some even have videos.  Often, you can leave comments.  One annoying feature of many of these sites, however, is that you must create an account and log in with a username and password.  But sometimes, it’s worth it.
     
     
5. Read the editor’s column
     
One of the most valuable places to pan for gold in a newspaper or magazine is in the editor’s column.  It provides valuable clues about new features and departments, new freelancers and photographers who are contributing to that issue, trends the publication is seeing, and other information the editor thinks is important. 
    
Editors often write about their personal lives, too.  One smart Publicity Hound I know responded to a column from an editor and ended up in an article in the magazine.  
    
He’s Dr. Robert Kotler, a Beverly Hills cosmetic surgeon, who was reading a copy of American Way, the in-flight magazine published by American Airlines.  In the May 1, 2009 issue, executive editor Adam Pitluk wrote about how his circle of friends has changed over the years. 
     
“I sent him a letter respectfully taking issue with some of his contentions and offering an alternative personal viewpoint,” Dr. Kotler told me.  “He does not keep long friendships.  I do.  A la my closeness with my fraternity brothers from our days at the University of Wisconsin-Madison (1960-64).”
    
Adam called Dr. Kotler and told him he appreciated the letter.
     
“When I had his ear, I said, ‘You know, l have an idea for a story regarding how patients are coming from abroad to Beverly Hills for cosmetic surgery.  Of course, they should be traveling here on American.  I’ll send you an outline of what I think might be an interesting story for your readership.’” 
    
Dr. Kotler followed up and sent statistics about Beverly Hills as a magnet for cosmetic surgery.  Not long afterward, Adam told Dr. Kotler he’d probably assign the story and a writer. 
    
“And then it happened.  An excellent writer in New York called and interviewed me and Dr. Stuart Linder, another plastic surgeon in Beverly Hills,” Dr. Kotler said.  The article, titled Vacationing for a New You, appeared in the Feb. 15, 2010 issue. 
   
Publicity in inflight magazines is a wonderful way to get in front of business travelers and others with a high disposable income. See “Special Report #29: Fly High with Publicity in the Inflight Magazines.” It includes contact information and pitching tips for more than 50 magazines.   
     
   
6. Subscribe to media leads services

Three free media leads services provide hundreds of leads online, five days a week, from print and broadcast journalists, podcasters, bloggers and others who are looking for specific types of sources. 
    
I don’t consider this “panning for gold” because thousands of other Publicity Hounds subscribe to these services, and the competition is stiff.  Even so, you’d be crazy not to subscribe. 
    
Sifting through all these leads is time-consuming, but you can delegate this task to an assistant, or a VA.  Here are the services where you can subscribe and receive your leads by email: 
     
HelpaReporter.com
     
PitchRate.com 
     
ReporterConnection.com

PRLeads.com is a similar fee-based service that sifts through the journalist queries for you and gives you only those that pertain to your area of expertise. 

Now that you know where to look, grab your pan, and go find some gold!  And when you get publicity, please share it with me.  I’m always looking for success stories for “The Publicity Hound’s tips of the Week,” my weekly ezine, and this blog.