Want To Do More Speaking? This Is A Must.

Even with all the newfangled technology at our disposal, public speaking is still one of the best ways to get the word out about your cause. It’s an oldie, but a goodie. Plus, with the aid of technology, you now have more options than ever to speak publicly. It could be on a stage, radio, television, podcast, or video interview.

I repeatedly hear from clients and friends how their donations and sales were boosted after a speaking gig. That reason alone makes it a high priority for a lot of social impact organizations. And, if that’s the case for you, I’d like to give you one tip for making every speaking opportunity easier for both you and your host.

What’s the tip? Create a media kit. And it’s so simple to do you’ll wonder why you didn’t create it earlier.

So, let’s discuss what a media kit is, what goes into it, where it lives, and some best practices.

What Is A Media Kit?

Think of a media kit like your organization in a nutshell. It’s the basics that anyone would need for getting an overview of your nonprofit, social enterprise, or small business. That’s what makes this such a great tool to have on hand. Yes, all of this info can be found on your website, but by building a media kit, you’re going to make it very easy for your host to find everything they need in one place. (And that’s why they’ll love you!)

It’ll also help you look more professional, and you know that’s one thing I love to help people with. By creating a media kit, you’re showing your host that you’re a pro who can be taken seriously. And, by the way, that will make you more appealing as a speaker.

What Goes Into a Media Kit?

Assuming that you’re speaking on behalf of your organization, here are a few essentials that you should include:

• Bio

• Short organization overview

• Headshot

• Logo

• Social media links

• Contact info

If you want to get a little more fancy, here are a few other things you can add:

• Bios of different lengths

• Photos and/or videos of your work

• Previous press mentions

• Speaker one sheet

• Statistics for your organization or your cause

• Annual report

• Awards

• Info for taking a tour, reviewing a product, or receiving a free copy of your book

• Think about things you regularly get asked by event hosts or podcasters and add it here for ease.

At some point in reading this, you may have wondered to yourself what the difference is between a media kit and press kit, so let me address that quickly. A media kit is the foundation. It has all those basic pieces we talked about. A press kit is generally used for launches and more timely information.

With a press kit, you’re going to give journalists and media outlets everything they need to write a story about you, possibly because it’s brand new and there’s not much info to be found online yet. So, a press kit might also include a press release, fact sheet, additional photos or videos, or story angles. Remember, anything included in a press kit is probably going to be more relevant for an upcoming timeframe, such as a launch.

Want an example? Here’s mine. I mostly use it for podcast interviews, so it’s fairly basic. No need to go overboard.

Where Should a Media Kit Live?

Back in ye, ol’ days of public relations, I created a lot of media and press kits when I worked at a boutique hospitality PR firm. And here’s the kicker—we mailed them! Yep, this was the early 2000s, and not everything was available online. I know, shocker. We were mailing paper packets with CDs. Then we got fancy and moved to USBs. But now, you can host everything on your website.

Where your media kit should live on your website depends on your goals. If speaking is a high priority for you, put it in a prominent place like your About page. You can add a blurb and link to an existing page or give it a tab in your website navigation. You may even need to add it in more than one place.

If speaking isn’t a high priority, and you just want to make your host’s job easier, then it can simply be a link sent via email. That’s the way my media kit is setup at the moment. I typically use it for podcast interviews, so you won’t find it in the navigation of my website. However, should things change, it’s a quick and easy fix.

Think about your goals and what makes sense when browsing through your website. Because you’re at a cause-focused organization, it may also make sense to add it to the ways people can support you.

Best Practices

As you can tell from what you’ve read so far, the goal of having a speaker media kit is to not only make your life easier, but your host’s life as well. It’s 2019, and no one wants to be emailed a bunch of attachments.

Plus, if you’re at a nonprofit or social enterprise that annually revises bios or head shots, then you only have one place to make updates. No wondering where the latest version is located.

Think about your media kit. Think about your goals. What should be included, and when should it be used? If it’s fairly basic, it can be used for many different situations.

But if you find yourself wanting to add a bunch of things, hold up a minute. You don’t want it to become a chore to look through. It should be a helpful tool that’s simple to navigate.

So, if your list has gotten a little out-of-control, then consider removing items or creating different kits for different purposes. For example, you may have one that’s tailored just for the book you wrote and another for the organization as a whole.

The beautiful thing about websites and media kits today is that they can be created and edited pretty quickly. In fact, you should be able to build a basic media kit in less than an hour. Finally, something you can add to, and take off, your To Do List in the same day!

Once you have your speaker media kit created, you’ll see how often it comes in handy, and then you’ll wonder why you didn’t do it sooner.

Have one that you love? Include it in the comments, or tell me how having one has helped you.

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I’m Kristi Porter, and I help cause-focused organizations understand and execute effective marketing campaigns so they can move from stressed to strategic. Your resources may be limited, but your potential isn’t. Whether you’re a nonprofit, social enterprise, or small business who wants to give back, I’ll show you how to have a bigger impact.

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Advice From The Editors: Avoid These Writing Mistakes

If you've been wondering what makes for great business writing, you're in luck! Based on feedback from the Signifiers Facebook Group, we're focusing on writing tips all month long. But before we talk about how to write an enticing and effective blog post, website, or social media, let's first chat about common writing mistakes. 

I don't know about you, but I see errors on professional websites, blogs, social media, and even national commercials almost daily. And, as someone who can spot them, it makes the brand seem more amateur to me, especially when it's a large company. That's definitely not what I want for your organization. 

So, to kick things off, I asked a few of my favorite #girlboss editors to explain some common writing mistakes, which will allow you to spot any weaknesses you may have, and improve them. (Basically, here's how you can up your writing game in just a few minutes!) Any corrections you can catch now may cause you to retain customers and donors in the future.

Audience

Sara Shelton:

My biggest tip for any and all writers would be to remember your audience. If you don’t know who you’re writing to, don’t start writing until you figure that out! Identify your primary audience and then write with them in mind. Read everything back through the lens of that audience and ask yourself if it makes sense just for them. Did it communicate specifically to that audience?

As an editor, one the biggest content mistakes I find myself having to correct is a lack of focus on an audience. It’s much easier to make a clear point and deliver a direct message to one, specific audience. When a writer or brand doesn’t know who they’re trying to communicate to, clarity and messaging gets lost and mixed up pretty quickly!

 

Grammar, Punctuation, Spelling, and Related Nonsense

Afton Phillips:

The Oxford Comma Debate

To add the third comma, or not to add the third comma. That is the question. A REAL BIG pet peeve of mine when editing is inconsistent commas. The Oxford comma is the last comma in a list of three or more items just before the "and" or "or." For example, “Johnny, April, and Samantha drove to the store to get Tombstone frozen pizza, which as we all know, is the best kind of pizza.” The comma after "April" is the Oxford comma.

The reason this matters is that sometimes the meaning of the sentence can be misconstrued without the comma. In the above example, it might otherwise seem like we’re telling Johnny that April and Samantha went to get delicious pizza without him, which is very rude. Without the Oxford comma, the last two subjects can sometimes be grouped together separately, leaving the first guy all alone, hungry, and wishing he had pizza. So, my humble opinion is to be kind and add the Oxford comma.

There are a lot of opinions on this topic, but no matter where you fall, my one piece of advice is be consistent. Whether you want to use it or not, whenever you have a list of three or more, make sure you either always or never use your Oxford comma. This will make your editor's life much easier, and it will clear up any misunderstandings in your text by your willy-nilly use of punctuation.

Jill Turner:

The number one mistake I have corrected lately (and so many times) is no comma before "and" (or any other conjunction) when marrying two sentences that could stand on their own. For example: Kristi Porter is a friend of mine. She is a talented writer. If I put those two sentences together, I have to say, "Kristi Porter is a friend of mine, and she is a talented writer."

A second thing that bothers me is the very popular use of "based off." A base is something you put something else ON. A base is a launching pad, a setting place. You can only base something ON something else.

A resource Jill recommends:

• Eats, Shoots & Leaves: The Zero Tolerance Approach to Punctuation by Lynne Truss

I will also add two of my own here:

First, an ampersand, or the famous "&" character, should not be placed in the middle of a sentence. I think this probably became more popular when people started writing like they text (note: me shaking my head and sighing). Use it for titles, names, and things like that, but if you're using it in a sentence because typing two more characters for "and" is a bit much for you, rethink it. It just leaves me feeling that whatever is written is unprofessional or sloppy. And it drives me insane to see large businesses who can afford proofreaders make this mistake.

Second, and somewhat related, is the use of single and double quotes. I still hold true to what I was taught in school: use double quotes every dang time, unless you are quoting someone within a set of quotes. For example: "I turned to look at a bewildered Samantha who said, 'Oh, no, she didn't!' and then we both burst out laughing."

That latter mention is the only time I believe a single quote should be used. And I really enjoyed this funny, tirade on the subject. Again, I think this leads back to texting being the death of proper writing. (Call me old, I don't care!) Then again, sometime these mistakes keep me in business, so there's that...

Resources I recommend:

• I admit to Googling these questions now and again, but I only get my answers from reputable sources like AP Stylebook, Grammarly, and Grammar Girl, which you'll also see noted below.

• Make friends with editors, ha! I'll also admit to texting some of these ladies questions from time-to-time.

• If you have the budget, hire a proofreader. It may not seem like it should be at the top of your list, but remember, everything you say (including how you say it) conveys something about your organization. If you're asking people to buy something from you, or donate to your organization, you'd better make sure that you look and sound professional. Personally, if I see a lot of errors in a website, email, blog, or social media, that's not where I'm going to send my money.

 

Style

Crystal Chiang:

When writing, nothing is more often overlooked or more impactful than tension. Tension helps the reader answer the question, “why do I care?”. It moves them to feel something, to engage.

The problem is that no one really likes tension, not even the author. We want it to be relieved. We want the reader to know that we know the answer to the questions we’re asking. We want to stop feeling the tension, so we resolve it to quickly. And in doing so, we unknowingly sabotage ourselves.

The truth is, there’s a lot of content out there and our time is limited. So helping a reader know why this topic matters to them is key if we want them to stick around.

A resource Crystal recommends:

• Communicating for Change by Andy Stanley

Leigh Harper:

Don't fall into the trap of foregoing correctness for the sake of being catchy or memorable. Trust me, you'll be remembered—but not for the reasons you'd like! Creativity is great, but keep it professional by using proper spelling, grammar, and punctuation.

Playing off of words is welcomed (i.e. naming a boutique "Sew In Style"), but there's no need to get sloppy ("Sew 'N Style" or worse, "Sew-N-Style"). You'll be hurting yourself by appearing amateur. Plus, deviating from traditional spelling, punctuation, or grammar opens the door wide open for vendors, donors, and customers to misspell or confuse your brand. Naming an event, product, or campaign? You guessed it. Same rules apply in order to put your best foot forward.

Resources Leigh recommends:

• Follow @APStylebook on Twitter

• AP Stylebook

 

A Little of This, A Little of That

Jennifer Bradley Franklin:

Effective writing is the foundation of successful messaging—in public relations and beyond. It can communicate the strengths of a brand to virtually any targeted audience, convert skeptics into evangelists, and it can make the journalist receiving it say, “Yes! I want to write a story about that!” Bad, boring, or unclear writing will make many people ignore the potentially terrific information you have to share.

What Makes Bad Writing?

• Too much "puffery" such as: "It will be a fun-filled evening for the entire family, with each hilarious performance starting promptly at 8 p.m.”

• Empty/meaningless language: there is, amazing, actually, basically, really, charming, fantastic, wonderful, etc. Use concrete adjectives that convey what you want to say.

• Cramming in too many big words, just for the sake of, well, using big words.

• Being unclear. Don’t make assumptions about your reader’s knowledge of a subject.

What Makes Good Writing?

• Master the basics (grammar, structure, format) and then build in personality and “punch” from that strong foundation.

• Write for clarity. Read your work with a critical eye, asking the question, “If I weren’t close to this project, would this paragraph make sense?”

• Be concise, but include interesting details that entice the recipient to read on. Think like a journalist.

Resources Jennifer recommends:

• Grammarly

• "In general, I think the best way to become a better writer is to be a voracious reader. Reading good writing hones those skills!"

Jennifer Wilder:

I have two pieces of advice. First, no matter how well you write, you can still make spelling errors on words like here and hear, or they're and their, or your and you're. Often, these spelling errors elude us even after reading it twice. That's why it's important to have a second set of eyes read your article. This person could be your spouse, your business partner, a professional editor, or a virtual assistant. The second person will often catch things that you didn't.

If you're unable to locate someone to read things twice, then read it yourself, out loud, a third time. Pretend that you are reading it to someone who is looking over your shoulder at the document. You'll likely find that spelling errors jump out at you when taking this perspective.

Second, write as if your article or communication was going to be read by a group of fifth-grade students. Are your ideas clearly thought out and linked together? Are your sentences less than 20 words? Check to make sure you limit the use of pronouns or referring words. Mix in the proper names of things among those referring pronouns to ensure that readers follow your thought process through complex ideas about multiple subject matters.

Resources Jen recommends:

• Grammar Girl

• AP Stylebook

Patti Townley-Covert:

• If a nonprofit does not have an experienced communications department, I highly recommend they hire someone to come in and do a seminar about writing tips. (Or if you have someone experienced, it's worth making the time for that person to share writing info with whatever staff personnel might write for the organization. It's amazing how few editors/marketing people/human resources personnel and others have any kind of training in effective communications. The authors I worked with at a nonprofit hated the writing/editorial process until I did a two-hour seminar correcting some misperceptions that even those designated as editors had. Articles/books/brochures and donor letters became far more engaging as a result. It's well-worth the cost.

• Ledes (leads) should hook the reader into the material. Using a story, an outrageous or little known fact, or other compelling approaches will help readers take time to read the rest.

• Writing is a team sport. It takes good communication and working together to get high-quality documents. Too many times authors and editors do not explain problems, they just try to fix them in isolation. That does not work well.

• The worst problem I see, even with experienced writers, is passive or boring verbs—were, was, are, have, is. Verbs should be powerful, action words. That's fine for a first draft, but then substitute action words.

• Another problem is over-using the word "I" in your writing. The article/missive/web piece is not about "you." Keep it focused on the audience, even when describing how you feel about it.

• That said, when you're writing—just write. Let the words flow. Then go back and edit. The two processes use opposite sides of the brain, and trying to edit as you go makes a writer miserable. That was the number one reason the authors I worked with hated the process. They were trying to be creative and analytical at the same time.

Great information, right? These are smart, successful women who know their stuff. Take my advice: take their advice! These writing mistakes may be common, but they're easy to fix. Make these changes, and pretty soon, you'll be a more powerful writer who can help others rally around your cause.

And let us know in the comments which tips were most helpful for you!

Read the other posts in this series:

• Tips and Tricks to Improve Your Company's Social Media

• 5+ Reasons Why No One is Reading Your Blog

• 7 Tips You Need to Know to Write a Better Website

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I'm Kristi Porter, and I started Signify to provide writing, consulting and strategy services to nonprofits and for-profit organizations with a social mission, primarily through copywriting, marketing, and business communications. I believe that cause-focused organizations like yours are the future of business. You're proof that companies can both make money and do good. And I'm here to help you get noticed and grow. When you succeed, we all win.

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How to Max Out Meaningful Media Relationships

Me: “Yeahhh, I’ll take the McGriddle combo meal…”

“Courteous” McDonald’s Cashier: “Anything else for you today, sir?”

Me: “Oh right, yeah, about that. I have a HUGE favor to ask. I kind of need to borrow your car. Is that okay?"

“Courteous” McDonald’s Cashier: "Umm...I’m sorry sir, but we just met."

Me: "Yeah but we really jived! There was energy between us! Didn't you feel it? Please can I borrow your car?"

“No-longer-so-Courteous” McDonald’s Cashier: “Sir, I don’t think that’s on the menu…”

Our reputation often determines the quality of our relationships. In a similar vein, the quality of our relationships determines the favor we might receive from that individual.  

If you try to borrow someone’s car—like in the analogy above—you’ll most likely be stiff-armed, ridiculed, or greeted by a befuddled expression. I didn’t actually try to borrow the cashier’s car, but if I had, I can imagine the trouble that would ensue.

Just like our friendships, we must establish personal credibility with the media. Personal credibility showcases the quality of our work and enables us to establish relationships with media outlets and other syndicates. Media relationships can be divided into two categories: Media Outreach and Media Relations.

Media Outreach entails reaching out to journalists and publications in order to pitch content to them that increases the buzz around your nonprofit or social enterprise. Media Relations is the practice of maintaining relationships with businesses partnerships and journalists to promote your organization.

First let’s analyze how to reach out to the media.

Reach Out: Writing a Pitch, Connect with Journalists

Reaching out to journalists and other publications can get messy quick. There are a number of keystone websites like Just Reach Out that you can use to find journalists in your area. However, what we want to focus on in this blog post is not where to connect with the media, but rather, how to connect with them.

To ensure that we aren’t ignored, blocked, or missed, we have to strip down our message to its most simplified version. Remember, brevity.

Keep. It. Simple.

Edsger Dijkstra says, "Aim for brevity while avoiding jargon.” Take it from this Dutch systems scientist, programmer, software engineer (AKA one of the farthest things from a PR practitioner or marketing guru): to communicate effectively, don’t assume that the audience you’re in communication with understands the jargon of your field or for that matter, even the field itself.

As individuals trying to build the reputation of our nonprofits and social enterprises, we must not deceive ourselves. Do not expect the journalist to whom you reach out to understand or interpret the jargon of your company or field of expertise. If it’s not simple, they just won’t waste their time trying to decipher the meaning or substance of your message.

It’s essential to make sure that you articulate your mission clearly, however, on the opposite end, you must also do adequate research. According to Cision Ltd., a leading global public relations and earned media software company, “82 percent of journalists say PR professionals can improve by researching and understanding their media outlet.”

To connect with the right journalists and engage them effectively, we should have a good understanding of their work—both who they've written for and what they've personally written.

For example, don’t simply encourage a journalist to write about your organization because you are practicing cutting-edge technology to help the local community. Encourage them to write about your technological advancements that help the surrounding community in light of other articles they have written about the social welfare of your city.

Research what they’ve written about and show genuine interest in their topics. By doing this, it's more likely that you’ll discover the correct journalist to write about your small business.

To keep it simple, there’s a general guideline of rules you can follow to keep your pitches to journalists simple and sweet.

The Parameters of the Pitch  

When writing a pitch, follow steps that will ensure you are practicing simplicity. Write an alluring subject line complete with strong, driving verbs. If you can provide names and locations in the email pitch, those will catch the eye because of their specificity.  

Between 20-100 words is acceptable when constructing your message, but fewer is preferred. If you can limit content to one to two paragraphs, you’ll be more likely to receive a follow up email. Of course, keep in mind it does need to provide the relevant details as well. But remember, you are trying to catch their attention, not explain the entire history of your organization all in one email. 

Avoid attachments, if possible. If the journalist receiving the information has to go through an additional hoop sifting through hundreds of emails, they’ll be less likely to open your email. You may include a link or two, however, if it helps explain or build your case. And at the end of each pitch, make sure that your contact information is clear (phone number, email, etc.).

Connecting on Social Media: Who and How to Follow

Email isn’t the only way to connect with numerous media outlets, news syndicates, and journalists. Social media platforms are crucial for engaging with the media. Twitter has revealed itself as a favorite among large networks, journalists, and young marketing professionals alike.

Twitter’s concise use of text and images creates the perfect platform for journalists to share their content. And Twitter’s platform reflects the same practices applied to journalism—short, sweet, and to the point.

Connect with journalists on social media through major news networks and then find specific writers that pique your interest. Starting points on Twitter include traditional news outlets like @NYTimes, @AP, or @washingtonpost. You can additionally follow broader worldwide networks such as @bbcworld and @AJEnglish.

However, it is most likely that you'll discover the greatest amount of success in connecting with local media syndicates in your city. For example, a social enterprise or nonprofit in Atlanta might try to connect with writers from the @ajc, Atlanta’s largest press news outlet, @11AliveNews, a local TV network or @AtlantaMagazine, a specialized magazine in art and culture of the city. Locate the outlets specific to your city, county, or region and then connect with those media personnel specifically. You can often find a directory on their websites, or search stories that fit your organization to find the authors.

Follow the writers who you are most interested in connecting and reach out to them via social media DMs (direct messages) and email. Just remember that they are people, and not just someone who can offer you exposure, and take that into account with how you establish the relationship.

After you’ve connected with media outlet and, journalists, it’s crucial you learn how to maintain those partnerships.

Maintain & Organize: Long-Term Relationships, Cross Promotion, and Spreadsheets

Never undermine the power of a spreadsheet. When it comes to getting organized spreadsheets are your best friend. Using spreadsheets, organize your media outlet contacts via several categories. Have consistent writers that you can reach out to for each category and stay in touch with them consistently. If you need a how to, look here. 

To understand the importance of organizing your preferred writers, let’s look at an example. Consider a coffee shop operating as a for-profit social enterprise which benefits the well-being of it’s community. This company might organize writers into different writing topics based on the following categories: cutting-edge technology, special offers its shop, expansion and location (ex: new storefronts), and company culture and mission. Categorically organizing each writer in this way will allow you to easily and effectively pull from a pre-arranged list of writers and media personnel when you have news to announce.

Find a journalist for each category and organize your spreadsheet accordingly. Have a column with the contact information for each writer via email, phone, and social media. Each column following the person's name can contain specific information. For example: the name of their publication, the specific location of the publication or the location of the writer, and finally information about whether the syndicate is national or local. This can be as detailed or basic as you like, but more information will help you connect to the right person when the time comes.

It might also be useful to use this spreadsheet to track stories written for organization in your industry or a similar industry that caught your attention. You can share these stories via your social media accounts and if you like the content that is being created for brother and sister organizations, you might even reach out to the journalist or blogger that is creating stories for that company.

When reaching out to that journalist (aka the pitch) you can mention the story that they wrote for another company and how much you admired it. It will stroke the ego of that journalist and potentially set you up for an awesome story about your company!

In the wake of practicing new skills and connecting with the media, don’t forget the importance of maintaining pre-existing relationships. While we’ve mainly covered outreach to new journalists and media outlets in this blog post, it’s also important to remember the media relationships we already have because people who already know you are more likely to cover you.

Cross-Promotion: A Tale of Two Businesses

This is a sure-fire way to expand your reach and your audience. Even corporate foundations engage in this style of behavior. Nike and Apple worked together to create the “Nike+” sports kit. Through this dual promotion, Apple and Nike were able to reach a wider audience. We can do the same with our small businesses. Let’s look at the example of a small business in Athens, Ga., that is doing exactly that:

Athens is a city known for its eclectic mix of food outlets. Because of its size, many of the small business, restaurants, and social enterprises eagerly cooperate with one another. 1000 Faces Coffee promotes the values of social responsibility to create organic products.

1000 Faces Coffee works with many of the businesses in the local area (especially those that are cause-related) to cross-promote other social enterprises in the surrounding Athens area. To ensure that it is actively engaging brother and sister businesses, 1000 Faces Coffee promotes an event called “Biscuits and Coffee Love” once a month to raise money for local charities. Encouraging cross-promotion, it invites other organizations such as Farm Cart Biscuits, a local organic breakfast vendor, to participate in the cause.

As nonprofits and social enterprises, we can apply these same methods to our business tactics. Invite another organization within your niche or industry that has a complementary mission to co-host an event. Cooperate with one another, but keep it simple. You can even help promote one another on social media. There are ample opportunities for cross-promotion.

To effectively maintain our relationships with the media, we must engage in the perfect balance of media outreach and maintaining already existing relationships. Reach out to journalists, bloggers, reporters, and other media personnel using these ideas, but don’t forget the impact of partnering with other small businesses in your area and industry.

Read all posts in this PR series:

• How To Improve Public Relations Through Social Media

• How to Make the Media Come to You

• How to Write Press Releases and Gain Exposure

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Michael Griffith Banks is a fourth-year Public Relations Major at the University of Georgia with a minor in Spanish. He’s throughly involved with UGA’s Office of Admissions, most recently serving as an Orientation Leader for the University.

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How to Write Press Releases and Gain Exposure

As we’ve been learning lately, public relations is pretty essential for your business, especially if it’s a small business. People need to know what you’re doing and why they should care. And they can’t know until you tell them! So, how can you get your message out simply, effectively, and widely? Press releases.

Press releases are powerful marketing tools. If done correctly and distributed well, they can make a huge difference and boost your business tremendously. They are a way to get your name out to potential donors, partners, sponsors, and customers. They add to the credibility of your social enterprise or nonprofit and raise awareness for what you are doing.

Of course, writing press releases may be something you never thought to do, let alone how to do it. Don’t be intimidated! Follow these step-by-step guidelines and tips and you’ll be ready to showcase whatever you have to offer to the public—which is a lot!

First off, let’s talk about how to structure these babies. This is important, so take note!

Your headline should be short, sweet, to the point, and grab your audience’s attention immediately.

This is pretty much true for any headline out there, as you probably know. No one is going to choose to read something that has a weak, boring, or vague headline. This is arguably the most important part of your press release, because not only does this have to grab the public, it has to grab the journalist or the publication you want to help you distribute the release. If it doesn’t, it’s going straight into their trash. So make it good!

Think about who you’re trying to appeal to and cater it to them. You want to make it stand out and be captivating, but also capture the point of your release. Choose your words wisely and sparingly. Use strong words. Emotional words are beneficial to draw someone in and make them want to read more. Here’s a list of different emotional words you can use in your headline to evoke whatever action or feeling you need to. 

Kristi also showed me an amazing tool that analyzes and grades your headline. It shows you exactly what you need to adjust to make it better and more effective. It’s fantastic. I find it’s much easier to write the entire thing first and then develop the headline, but it’s all preference! You can also add a sub-header with a bit more details if you think it’s absolutely necessary.

Now let’s move onto the juicy stuff…

 

Your first paragraph should contain your most important information and every detail your audience needs to know.

Don’t make people search for the point because they won’t. You need to make the point very clear and right off the bat. This is the time to give the who, what, when, where, why, and how. All details need to be clear and concise. What are you doing? Why is it important? Why should we care?

Set the scene for whatever it is you’re announcing. Don’t add any extra fluff. People can tell if you’re going around in circles or explaining something in five sentences when it could’ve been explained in one.

It’s also a good idea to have someone read this for you before you release it (really, they should read the entire thing, but especially this and the headline). If they can’t answer those questions when they’re done, you have more work to do.  

In your next few paragraphs, you can include relevant and important quotes from relevant and important people only.

The body of your press release after your first paragraph should all just be support, but don’t get fluffy. Still keep it all short, sweet, and relevant to your main point. You don’t need quotes necessarily, but a one or two good ones can strengthen your narrative and make it interesting and credible. So use reliable sources!

I’m talking experts here—actual knowledgeable people. Don’t use a quote from your friend who’s only social media knowledge comes from her own personal Instagram use. Get a quote from a social media manager or specialist at a major company. They need to be powerful.

Focus these quotes around whatever message you’re trying to convey, too. It all needs to lead and connect to the same place. Don’t lead your audience on a wild goose chase for the point.

Remember these are still optional. Only use quotes if they strengthen your release and message. If you do use quotes, I would advise to only use one to three max in your press release. We’re going for quality over quantity here, so don’t get caught up in worrying about the length. Two pages maximum for this entire thing, preferably one.

If you don't use quotes or following your quotes, continue to expand on your first paragraph with supporting material. Start with what's most important or interesting, and work your way down. You only need a couple of paragraphs here.

In your last paragraph, you can provide some background information on your company and whatever it is you’re trying to spread the word about.

The least important information goes here, obviously. These are just some additional details that could be useful to people, but that won’t kill them to miss. You still want to only add what will strengthen your release.

You can include how the product/website/fundraiser/etc. was developed and how it will impact the future, if relevant. You can highlight additional resources you may have used or a website for purchases or more information. Just make sure you’re (say it with me now!) not adding fluff just to fill up the page.

 

Last but not least, your boilerplate is the very last component of your press release.

What is a boilerplate? In press releases, it’s a small, short paragraph that summarizes and tells the readers about your business. Think of it as a bio for your company. This should be the same for every press release. You will write this once and just tack it on the end of every one. Sounds easy, but don’t take it too lightly. It’s still important.

Keep this clear and straightforward, just a few sentences. Tell your readers who you are and what you do. It supports your credibility and can also boost your visibility on the web if you use key phrases, so make it count.

You also want to link to your website or other important platform in your boilerplate. For example, your last sentence could be, “For more information, visit: (insert your link here).” You should also include your contact information.

That’s the meat of your press release. Here are the other details you should include in formatting:

• Your company letterhead and logo at the very top of the page

• Underneath that, you should write “NEWS RELEASE” in bold on the left side of the page, the date under that, and “FOR IMMEDIATE RELEASE” underneath that

• On the right side of the page you should include your information. Name, title, phone number, and email

• The headline should come next on it’s own line, then the sub-header if you have one, then a space before the body of your release

• In the first line before you start your first paragraph you should include a dateline in AP format. You can find how to correctly write a dateline here

• If your release extends past one page, write “- more -” at the end of the first page

• Use pound signs # # # # (yes, I said pound signs not hashtags! Am I really a Millennial?) to indicate the end of your press release.

Here’s a good, simple visual on all of that information:

So, now that you know how to format and write your press release, how do you distribute it and when? There’s no real rule here, but...

 

You should only try to distribute a press release when you have something actually important and newsworthy to share!

Some examples of things that are legitimately newsworthy are events, fundraisers, new product launches, product updates, website launches, or awards. It has to be meaningful, and not just to you but to the public.

In terms of how you should release it, you should start by posting it on your website, blog, and all social media platforms. You should also email it to local news publications and specific journalists. Do some research to find these. You want to send it to people and publications who cover your specific industry. Relevance is key!

Here are a few online press release distribution sites to help you get started.

• PRLog.org - I use this one.

• Atlanta Daybook - I use this one.

• PR.com

• 24-7pressrelease.com/

• clickpress.com/releases/index.shtml

• Press-Base.com

• PRUrgent.com

• newswire.com

• onlineprnews.com

• PRWeb.com

See, not too scary, right? You got this! I promise you, once you get it down, you’ll have it down forever, and you’ll gain so much more exposure for your business. Come back next week to learn more about how to build and form relationships with the media—more super important tips to grow your business and spread your mission!

Read all the posts in this PR series:

• How To Improve Public Relations Through Social Media

• How to Make the Media Come to You

• How to Max Out Meaningful Media Relationships

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Megan Westbrook holds a B.A. in journalism with a focus in public relations and a minor in Spanish from Georgia State University. An aspiring writer, her interests reside in blogging, social media, content creation, design, and photography. She is also a passionate social justice advocate and interested in nonprofit or cause-focused work. Megan is currently a receptionist at Servcorp in Atlanta, Georgia. 

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I'm Kristi Porter, and I started Signify to provide writing, consulting and strategy services to nonprofits and for-profit organizations with a social mission, primarily through copywriting, marketing, and business communications. I believe that cause-focused organizations like yours are the future of business. You're proof that companies can both make money and do good. And I'm here to help you get noticed and grow. When you succeed, we all win.