Author: Sally Carlson

Proactive, Strategic and Effective: The Fundamentals of Public Relations

Proactive, Strategic and Effective: The Fundamentals of Public Relations

In a world where competition is fierce and media outlets share content around the clock, proactive public relations is an essential business strategy. Public relations is about more than seeing your business name in a headline. It’s about building strong strategies, targeting the right media and crafting carefully curated content that exemplifies your brand, products and offers in unique, eye-catching ways.

Attracting notice in a crowded marketplace can be challenging, and the odds, unfortunately, are not in your favor. Consider this: journalists receive around 25 pitches every day, and only 45% of those important emails get opened and read. That’s because there are 6x more PR professionals in the world today than there are journalists, so your pitch must stand out, or it’s going straight to the trash folder.

Let’s get back to the basics of PR strategy to ensure your announcements garner the media attention they deserve.

Public Relations 101

So, what makes a good public relations strategy? It all boils down to a few fundamentals: make sure you’re sharing well-written, timely, newsworthy information, use a targeted media list, conduct personalized outreach and make sure you’re being helpful. When you make the media’s job easy, they’re more likely to run your stories.

Writing Quality Press Releases and Media Advisories

The first step in an effective PR strategy is to create quality content. If you’re promoting an announcement about your company, products or services, a press release is your go-to for notifying the media. If your announcement includes an event, draft up a media advisory as well. 

Press Release Writing Tips

  • Open with a strong but clear introduction paragraph (the lede) that emphasizes the newsworthiness of your announcement
  • Share the Who, What, Where, When and Why so the intended audience understands the purpose immediately
  • Include compelling quotes from key stakeholders
  • Include a media contact for questions and follow-ups
  • Link to photos when possible
  • Link to media advisory, if applicable
  • Remember: your release is intended to pique interest and doesn’t have to be a fully-written story that’s ready for print

Media Advisory Writing Tips

  • Keep it direct and to the point—no fluff required
    • Descriptive headline
    • Pointed subhead with more detail
    • Lede: Who, What, Where, When and Why
    • Key details
      • Speaker list
      • Interview scheduling
      • Event schedule
      • Parking details
      • Media information
  • Include a media contact
  • Link to the press release to share the full announcement

Developing Your Media List for Ideal Coverage

Once your press release and media advisory are ready to send, pause. Often, your first instinct will be to shout your news from the rooftops and send it to all media outlets. However, we don’t recommend this strategy. When you take time to think about which media outlets your intended target audiences are likely to consume, you’ll be more successful in achieving the coverage you want. Some things to consider as you create a list that aligns with your editorial calendar:

  • Update your media list regularly—journalists change jobs frequently, so you may have to do some legwork to keep your contacts accurate
  • Tailor media list to announcement—consider the publication’s readership to target your ideal audience 
  • Include the journalist’s name, email, phone number, title and beat when possible
  • For TV, send materials to assignment editors and reporters
  • For print media, send materials to editors and reporters
  • Include newsroom emails with reporter outreach ([email protected], [email protected]

Conducting Media Outreach

Once you’ve got your list dialed in, hit send! Remember, news outlets decide on daily story lineups before 10 am each day. Send your materials by 7:30 am to be considered for that day’s publication. 

Make your announcements stand out by:

  • Personalizing outreach whenever possible—use journalists’ first names and avoid bling copying your entire list
  • Grabbing attention with subject lines that include words like NEW, TODAY and EXCLUSIVE 
  • Keeping emails brief—less than 250 words, if possible

Press releases should be sent once on the day of an announcement and again the following day. Media advisories should be sent a few days before the event and again the morning of the event as a reminder. 

Pro tip: Don’t send materials on Mondays or Fridays unless the event or announcement is happening that day. Media inboxes fill up quickly, and you don’t want to get lost.

Following-Up

Know that the work doesn’t end once you’ve sent your announcements to the media. In fact, it’s just beginning. In our eat-or-be-eaten world, it is essential that you follow up with key news outlets to create excitement around your offer and confirm coverage.

After you send your announcement, follow up with a phone call—yes, an actual phone call works wonders here. Make sure you call before 9:30 am to ensure coverage in that day’s publication. We recommend calling the media outlets you believe are most likely to cover your story. You do not (and should not) call everyone on your list.

For the best results, we recommend creating a script to cover potential responses:

  • Ask if they received your press release/media advisory
  • If they didn’t receive it, ask for an email and resend it
  • Ask if they’re planning to cover the story or attend the event
    • If yes, thank them and provide important details
    • If no, thank them and share your contact information so they can reach out if they change their mind
  • If you receive a voicemail, leave a concise but informative message and follow up with an email

Monitoring the Media

The final step in any public relations strategy is watching for news coverage. We often set up Google Alerts for specific keywords and phrases, so we’ll be notified automatically via email when stories air or are published. 

When your business makes the news, be sure to thank the reporters and editors who covered the story. This is an important step in building mutually beneficial relationships with key players in the media. 

Get Back to PR Basics

The team at Giant can help you refine your public relations strategy to ensure your business earns the media attention it deserves. Reach out anytime to learn more.

About the Author

Samantha Hanson is an energetic and strategic account executive highly skilled in lead generation, public relations and digital marketing.

Giant Giving: Our Commitment to Community

Community is powerful, and when channeled for a worthy cause, our community comes together to make a difference. Since 2019, it has been our pleasure to channel our collective impact for good through Giant Giving, an initiative that allows us to support and give back to causes that are near and dear to our hearts: childhood cancer and donating blood.

Giant Giving: The Beginning

Back in 2019, sweet Lucie Mertz, daughter of Giant Voices partner Jena Mertz, was diagnosed with high-risk neuroblastoma.

Over the course of her rigorous and aggressive multi-year treatment, Lucie required 180+ lifesaving blood transfusions, over 150 of which were platelets, which Memorial Blood Centers can now collect at its Duluth Donor Center.

Today, Lucie is a spunky school-aged cancer-surviving warrior who keeps her family on her toes and the rest of us smiling.

Throughout their journey, the Mertz family encouraged their community to support Lucie and other childhood cancer patients by donating blood. Millions of kids and adults depend on life-saving blood donations. This small act of selfless kindness is a lifeline for so many. 

Giving Blood: A Perpetual Need

Every two seconds, a patient somewhere in the world needs blood, and the only way to supply that blood is through donations. We haven’t cracked the code on artificial blood creation, so it’s up to all of us to take care of our fellow human beings. 

Blood donation facts & stats

  • 62% of Americans are eligible to donate blood, but only 3% donate regularly
  • Blood consists of three important components, all play different roles:
    • Platelets: Control bleeding
    • Red cells: Carry oxygen throughout the body
    • Plasma: Promotes clotting
  • There are actually 8 blood types: A+, A-, B+, B-, AB+, AB-, O+, O-
  • After donating 1 pint, your body replenishes your blood naturally
    • Plasma: 24 hours
    • Platelets: 48 hours
    • Red cells: 4-6 weeks
  • Blood donors can give whole blood (red cells) every 56 days
  • Platelet donors can come every 7 days, up to 24 times a year

Giving blood is a simple and effective way to support your community. From door to door, a whole blood (red cells) donation generally takes about 45 minutes. You’ll check in, complete a vitals check and spend about 15 minutes in the chair donating and another 10-15 minutes enjoying snacks and drinks while you relax and give your body time to adjust. 

Giant Giving: By the Numbers

Giant Voices employees outside a Memorial Blood Centers mobile blood donation bus.

Giant Giving is our way of showing gratitude and bringing joy to patients, families, caregivers and friends who are spending time in the hospital or clinic. If we can rally together to ease even a little of the stresses around battling cancer or repetitive visits to the clinic, we’ve done our job. 

This year, we’re extremely proud to share that we knocked our goals out of the park, inspiring new donors to give blood with Memorial Blood Centers for the first time and collecting enough gifts, gift cards and financial donations to put smiles on hundreds of faces. 

  • Mobile Blood Drives:
  • Holiday Giving
    • Amazon Gift List: 100% fulfilled for 3 years running
    • 100s of gifts given
    • 100s of gift cards given
    • 3 Families sponsored
Giant Giving holiday gifts for childhood cancer patients.

None of this would be possible without the generosity of our community of Giants—including our families, friends, neighbors and the local community—and our supporting clients and partners.

“The support and generosity we’ve received for Giant Giving is beyond appreciated. This initiative is powerful, and we’re so proud to support our community in these important ways. Please consider joining us!” – Jena Mertz, Giant Voices Partner and Director of Operations. 

The Future of Giant Giving

Join us for our upcoming Fall Giant Giving Blood Drive on October 2, 2024. When you donate whole blood, you’re able to give again in just 56 days. If you give during our fall drive, you’ll be eligible again right after Thanksgiving.

Please consider donating again, as the holidays are often an especially critical time for blood donations. And don’t stop there. You may be eligible to give up to 6 times each year—that’s potentially 18 lives impacted by your generosity. 

We’re incredibly proud to partner with Memorial Blood Centers, a non-profit organization that is the sole supplier of blood products to 19 hospitals in northern Minnesota and northwest Wisconsin. When you donate, you’re supporting patients and healthcare providers around the entire region with a lifesaving gift. Thank you!

The Building Blocks of a Powerful Brand Strategy

Few business strategies are as crucial and multifaceted as developing a powerful brand strategy. Beyond mere logos and slogans, a well-crafted brand strategy creates the base of a business’ identity and market positioning. It encompasses everything from defining core values and target audiences to devising compelling messaging that earns—and keeps—customer loyalty. 

A brand is more than the overall look and voice, more than how website content portrays the business or how employees speak about it when they meet with customers. It’s more than your product and service offerings. It’s even more than your internal company culture. 

A brand is all of that combined into a complex and ever-changing strategy that you control. We can help.

Giant Voices creates market leaders carefully and strategically, placing one brand building block upon another to create a holistic foundation on which our clients can grow.

Brand Identity 

Honing a brand’s identity—its look, feel and voice—is a natural beginning of a powerful brand strategy, and many businesses prefer to approach branding by perfecting these external-facing aspects first.

Logo and color palette development are arguably some of the most fun and exciting processes for clients because they’re so fundamental to the rest of the brand. Plus, it’s an inspiring opportunity for those who don’t get to flex their creative muscles regularly. 

For Giant Voices, a logo is never just a logo. It is the basis of a brand’s visual identity and sets the stage for graphic design style and color choices, which, in turn, influence the overall voice and messaging. 

When we updated W.P & R.S. Mars Co. to Mars Supply, we also modernized the company’s branding and voice while remaining true to the bold red color that set Mars apart from the competition for over 100 years. 

In close partnership with Mars’ leadership, Giant facilitated strategic exercises designed to get to the root of the company’s brand identity. From there, we developed a strong, modern logo and refreshed the company’s values and core focus, but that was just the beginning. This work spurred:

  • A new company tagline
  • Refreshed subsidiary brands
  • Updated collateral
  • Market expansion strategies
  • Brand awareness campaigns

The new Mars logo was the tip of the iceberg in terms of the internal transformation that occurred in tandem. With strategic branding, Mars Supply has transformed itself into a modern industrial supply partner with a thriving online presence and a trusted, service-focused team.

Products & Services

The next brand building block to explore is a company’s products and services: what a business offers and how it communicates and promotes those offers is an important component of brand strategy.

Evaluating your offers against your brand and ideal target audiences will provide a clear indication of what fits, what doesn’t and what might be missing. What drives revenue and excites your team? Are there low-profit, high-effort offers you can remove from your lineup? Are your clients asking for products or services you don’t currently offer? 

The sweet spot lies in aligning what your audience needs with what your business can deliver—and crafting messaging that supports your brand identity. Remember, you don’t have to be everything to everyone. If your team lacks expertise or bandwidth, build partnerships to fill the gaps

Company Culture & Values

To take a brand even further, a business must look inward to develop its internal brand elements. Take time to evaluate company culture. Implement strategies to celebrate unique elements and adjust practices that are not serving the brand’s best interest. Solicit employee feedback and use key insights to course correct, when needed. 

Company values are another essential internal element of a brand and should represent the core of a business. They’re the mantras your entire team upholds in their everyday work and a guide for gauging decisions on recruitment, hiring, employee development and retention, product development and overall business strategy.

Strong company values are key to driving business growth, so it’s important to ensure your values encapsulate not only what your business represents today, but also what you’re striving to be in the future. 

Purpose

To perfect the next brand building block, you’ll need to draw upon all the work you’ve done prior. To find your WHY, the true reason your business exists, you’ll need to look back on your brand and its evolution.

Think about what makes your business unique. What gaps do you fill in the marketplace? What sets you apart from your competitors? What does your leadership bring to the table?

Then, push further. Think about your ideal target audience and what attracts them to your business. What keeps them coming back? How does your business solve a key problem in their lives?

As you evaluate what you offer and who you offer it to, you’ll uncover the insights that create your WHY. That’s your purpose. That’s why your team keeps coming back every day. 

Communication Strategy

And now, the final building block. It’s finally time to develop a strategy for sharing your brand with the world. Refine your brand voice by revisiting your target audience.

How do your ideal customers prefer to consume information? Are they checking major news outlets, or do they prefer to get updates via social media? Are they visiting websites and sending emails or picking up the phone?

Understanding how your audience interacts with the world and what motivates them will inform where you communicate with them and what you need to say to inspire them to act. Think about how they’ll feel once you help solve a key problem in their lives and expand on that idea in your messaging. 

It sounds simple in theory, but in reality, building a powerful brand strategy is an intense and in-depth process—but when you take the time to evaluate every aspect of branding, you’ll uncover insights that will help propel your business forward. 

3 Key Content Creation Insights from MozCon 2024

In June 2024, I had the absolute pleasure of attending my first MozCon. My mind was blown several times by how deep the SEO world actually is, and I was pleased by how many talks underscored the importance of knowing your audience.

Understanding who your ideal targets are and what motivates them is an essential part of strategic marketing. Read on for 3 content creation insights gleaned from MozCon 2024.

MozCon sign in front of a window overlooking the Seattle Convention Center

Knowing HOW your audience searches will help you craft compelling content

Garret Sussman, Demand Generation Manager at iPullRank, gave an eye-opening talk breaking down the psychology of search. He detailed various biases influencing how we search and the results we receive.

For example, asking the internet, “Is coffee healthy for you?” will yield vastly different results than “Is coffee bad for your health?”  The distinction is important. It challenges marketers to remember their psychology coursework and return to the consumer’s mind.

Watch out for biases that could be influencing search results:

  • Confirmation bias—Consumers may choose search results supporting what they already believe. 
  • Position bias—Consumers tend to interact with the first few items listed on a search engine results page (SERP).
  • Familiarity heuristic—Consumers favor familiar brands. If they’ve seen them often, they’ll likely gravitate toward them. 
  • Authority bias—Consumers tend to trust authorities even if they’re not accurate.
  • Halo effect—Consumers are more apt to feel positive about products, brands and people if they’re affiliated with a brand they already trust.

What does this mean for content creators and marketers? 

We need to dive deeper into our target audiences and develop a true understanding of who they are, what motivates them, their likes and dislikes, the media they consume and potential biases that might influence decision-making. We also need to develop relevant online content despite (or perhaps due to) their cognitive biases. 

How does AI factor in? Consumers are getting more comfortable using AI-powered large language models (LLMs) like ChatGPT to search for information, and they’re asking longer and more complicated questions than they do with traditional search engines.

Using AI to search can lead to even more bias. Lean in with strategic keywords, partnerships and affiliations to ensure your ideal target audience connects with your brand, and be sure to double-check the results—AI isn’t always right.

Tapping into emotions can drive impressive conversions

Everyone loves nostalgia, and it is everywhere these days. A simple scroll through social channels will show countless content creators parodying the 80s, 90s and 2000s, much to Millennial and Gen X delight. Big brands are doing the same things, and it works because of the way it makes consumers feel. 

In The Power of Emotion, Talia Wolf, Founder and Chief Optimizer of GetUplift, reminded us that everyone makes decisions based on emotions, even in the world of B2B.

People are eight times more likely to buy a more expensive product or service if they easily see the personal value it provides. While features, cost and impact hold weight, decisions boil down to categories:

  1. Internal motivation/self-image—How will this product or service make me feel?
  2. External motivation/reputation—How will this product or service influence how other people think or feel about me?

What’s a marketer to do? Focus on the WHY. What’s in it for your customer? How will your product or service make them feel or be perceived in the workplace? How will it improve their lives? Leverage emotions to drive conversions. 

  • Step 1: Make it about the customer—Conduct audience research to uncover and leverage key consumer insights.
  • Step 2: Use consumer insights to audit your strategy—Is your content relatable? Does it hit the WHY? What’s missing?
  • Step 3: Weave emotion into your content—Tell stories. Make it impactful. Inspire your audience to feel good about themselves and your solution.
  • Step 4: Weave emotion into your design—Use powerful images. Leverage design and UX to guide audiences to desired actions.

By honing in on emotional outcomes and placing customers at the center of our narratives, we can move into more meaningful content that actually resonates. It’s not only about what we can offer. Instead, it’s how our solution will improve our customers’ lives. 

How does AI factor in? AI can be a powerful tool to help us better understand specific target audiences. AI resources like SparkToro and BuzzSumo were designed for audience research, giving marketers an inside look at how specific groups approach purchase decisions. We can then use those insights to create targeted content that drives conversions.

Behind the AI Curtain: Insights into the Invisible 

It was interesting and refreshing to hear Britney Muller, Founder of Data Sci 101, describe AI as lazy, pattern-making machines. She urged conferencegoers to stay skeptical because while AI is a huge technological advancement transforming the world, it’s not perfect—not by a long shot. 

Should we be using it in marketing? Yes. Should we completely trust it? No. Remember, AI crawls the entire internet and serves the most likely solutions to queries. The internet is as full of misinformation as it is fact, so it is essential to remember that LLMs are not actually search engines.

✅ AI/LLMs are good with:

  • Language translation
  • Content summarization
  • Brainstorming
  • Question-answering
  • Repurposing content for different mediums
  • Simplifying long or complex text
  • Correcting spelling and grammar

❌ AI/LLMs are not good with:

  • Common sense
  • High-level strategy
  • Reasoning and logic
  • Emotional intelligence
  • Anything they haven’t been specifically trained to complete

AI must be trained in order to improve—we want it to improve so it can eventually complete more labor-intensive tasks, leaving us time to focus on strategy and creativity. It’s important to note that AI reflects and magnifies its training data, so it is essential AI be fed high-quality content from the start.

Marketers can help improve AI by submitting detailed prompts and providing feedback on whether the AI tool hit the mark. In addition, be wary of sharing proprietary information. Once AI knows it, there’s no control over how it’ll be used. 

How can we get the best results from AI? Write better prompts. Explain tasks as you would to teammates, provide examples and describe your audience. Be as detailed as possible to hone in on the right target audience. 

Final Reflections on MozCon 2024 

I highly recommend this conference for strategic marketers! The world of SEO is changing at lightning speed, and content creators must stay at the forefront or be lost in the dust.

These content creation insights from MozCon 2024 are the tip of the iceberg, with many more talks delving into technical and local aspects of SEO. Check out the Moz Blog for daily recaps (Day 1 Recap, Day 2 Recap) and keep learning.