Five Steps To Introducing Social Media

Australians are increasingly interested in social media.

Maybe it was President Obama's social media efforts during the recent US Presidential election campaign that has stirred our interest. Maybe after hovering on the fringes of mainstream communications for the past two or three years, social media has moved beyond something for teenagers in bedrooms to a point where it has emerged as a legitimate player in the PR and marketing mix. Or with the economy in poor shape, decision makers may be finding the low cost of digital media channels is simply too appealing to ignore.

So if you work for a government agency, a large organisation or a not for profit, now is the time to decide if your organisation will move into the social media space and to scope out how to do this in a disciplined and sustained way. Here are some considerations to make that transition as effective and as least disruptive as possible:

• Decide Firstly make a strategic decision about whether using social media platforms will actually improve communications with the people you need to reach. If they will, take conscious steps to slowly blend the new digital tools into your promotional mix. If for whatever reason you decide against moving into the new media space (eg your audiences may not be on-line) at least take steps to monitor the blogosphere, Twitter, Facebook and similar sites to learn what is being said about your organisation and its issues. And if necessary be prepared to act quickly to protect your organisation's reputation on-line.

• Policy Develop a social media policy. This will not only provide guidance to staff but it will become a necessary security blanket for managers and others still nervous about venturing into the online world. A simple document should clearly spell out what is to be gained by using social media, under what circumstances it will be used, by whom, legal, copyright, privacy and other considerations and how to respond to online criticism.
  

• Competence Build digital competence within your team. Make one person responsible for managing online conversations. Ensure they know the core business and the communications intent of those on the top floor as well as the issues faced by those on the factory floor. Start out using one platform (such as blogging) and then bring other social media platforms into play as your organisation becomes more and more comfortable.

• Integrate Integrate your online and other efforts. Avoid a worst case scenario where staff responsible for online engagement do not talk to those responsible for traditional outreach such as media relations, events etc. These types of barriers lead to mangled messages and missed opportunities.
  

• Measurement As with other marketing and PR efforts, measure your digital program as thoroughly as you can. Some social media applications suit some circumstances but are not effective in others. You can waste a lot of time, money and effort if you select the wrong tool.
  

My sense is that social media will be the "flavour of the mouth and flavour of the month" among Australia's communicators and corporates within 12 months. Everybody will be talking about it as it moves from today's early adopters in the Twitter stream to government agencies, not for profits and businesses in the mainstream.

So now is the time to start thinking through these and other issues.

Distancing Yourself From Former Clients or Bosses

I came across this Chicago example of a PR agency distancing itself from a former client.

In Rugby League it's a bit like confronting a Kiwi haka.

Pick Up The Phone And Share PR

Next time you need to communicate with a dispersed audience, don't forget the humble telephone.

A tele-conference call is a great way to pass highly relevant information to an individual or very specific group of people at the same time.

This past week, as part of a national PR campaign, we hosted PR teleconferences for not for profit groups around the country. We dealt with around 20 community groups around Australia that had recently received a Commonwealth Government grant for grass roots community relations programs.

The tele-workshops were set up to share thoughts on how these organisations could raise community awareness about the important work they plan to do.

The workshops covered media relations, social media and word of mouth marketing and explored how local not for profits could use these three strategies. People representing six to eight organisations took part in each 60 minute call. Keeping the numbers small made for an intimate atmosphere where people could raise issues and offer their thoughts on what works for volunteers and what doesn't.

To provide a focus for discussion we circulated a slide package highlighting key PR and marketing points before each tele-conference. People on the call either printed it off or followed it through their computer.

We conducted six sessions and received very positive feedback. We also found that after some minor technical problems (which Optus promptly fixed) the tele-conferences were easy to set up and manage.

In tight times when funds are limited, the telephone and speaker remain handy and cheap tools that people in different parts of the country can use to share thoughts on PR and marketing.

Judging International Communications

This weekend I'm in Melbourne helping to judge the 2009 Gold Quill entries from the Asia Pacific Region.

The International Association of Business Communicators sponsors the Gold Quills which recognise excellence in communications. This weekend the judging (which is the first level of assessment) will focus on around 80 entries from PR, marketing and other communicators from India, Australia, New Zealand, China, Thailand and the Philippines.

Successful entries from this weekend's judging go through to final review in San Francisco later in the year. The 2009 Gold Quill winners are announced in June 2009.

I'm looking forward to the judging experience. It's always informative to see how organisations in other cultural climates are getting their message to the people they to reach.

Recession Proof Your Marketing and PR

We are living through a perilous economic period with lots of talk about budget cuts and job losses. It is a troubling time for communicators facing cuts in their PR budgets and job losses. If you are a corporate, government or not for profit communicator invariably your marketing and PR efforts are under sustained and serious challenge.

It would be nice to able to apply a marketing template and come up with an answer for the future. But we are in unprecedented times. We can only determine the way forward by reviewing the lessons of the past, understanding the changing environment we find ourselves in and applying all our skills, experience and intuition to the current situation. And of course we will all need a little luck.

Let me share some personal thoughts as you set out on the road ahead.

Firstly strip away all the high blown definitions of marketing and PR. Marketing and PR is about talking to your customers, clients or community and helping them meet their needs. Whether you are in a down time or a boom time you can only achieve real results through having a continuing conversation with these people.

Cease the conversation and you cease the relationship.

So rule #1 in difficult circumstances is keep the conversation going. US studies dating back to the 1970s show companies that continue to market during tough periods increase their sales not only during the downturn but for up to two years afterwards.

When people slash marketing budgets they are effectively abandoning the conversation with the people that matter most. They leave behind a vacuum which organisations with more active communications often step in and fill.

Marketing in tough times is akin to the effort required by cyclists in the annual Tour de France road race. At the start every competitor is fresh and ready to win. But as the race enters its mountainous stretches, the individual who puts in the greatest and most sustained uphill effort often sets himself up to win the race.

But while you should continue to communicate it can never be a blind effort. Now more than ever is the time to be strategic and to move forward with serious and sustained intent. This means:

• Marketing to a simple, well thought plan and not acting on impulse or being paralyzed by fear.
  

• Keeping whatever marketing and PR efforts you can in-house. Only bring in outside expertise for absolutely essential tasks you cannot do yourself. Now is the time to skill up your team in those PR and marketing jobs which in better times you may have outsourced.

• Replacing high cost marketing activities with more accountable options such as structured word of mouth marketing, referral and alliance marketing, direct mail and communicating through digital media. These may be less glamorous than glitzy events, glossy publications and the glories of TV advertising but in the end they are likely to prove more sustainable and will certainly be less expensive.
  

• Measuring all your outreach efforts so you can accurately calculate the return on investment (ROI) for each marketing tool you use. Starting now you need hard data to make conscious, well thought out decisions about where your effort and money (now both in short supply) should go.
  

And above all recognise that consumers, citizens and communities are in the process of redefining their concepts of value. Smaller wallets and lighter purses may mean they hold off longer on new purchases and they are more prone to negotiate. But when they do decide to act, they will be looking for a balance of price, reliability, performance and a sense of safety and confidence in the goods and services they purchase.

So if your marketing has gone missing in action during the recession, there's little hope of convincing them you are the one to meet these fundamental needs.

Without doubt organisations will need guts and persistence to hold their marketing nerve and continue to communicate. But the quality and level of your marketing now could well determine if your organisation makes it to the other side of this recession.

Assumptions Are The Biggest Mistake in PR

Never assume anything when you communicate:

• Never assume any communications task is easy. Invariably it won't be.
• Never assume those you work with know what you are doing. They don't. Unless you specifically tell them.
• Never assume those beyond your organisation have received your information and understood it. Chances are they haven't.
  

Recently I had a humbling experience.

At the end of a meeting with two key supporters of a particular program, they asked where this program fitted "in the grand scheme of things" and requested simpler explanations of the program that could be passed on to their members. Simple requests but startling statements. I had been dealing with these organisations since 2003. For six years I assumed because I knew, they knew.

PR-wise it was embarrassing. In building our relationships with these key groups, it seems we overlooked three fundamental PR tenets.

• Always keep key people in organisations that support your program fully informed. In particular make special efforts to let them what is happening in times of significant change. Even if you can't reveal the full story tell them as much as you can.
  

• Write your publications and produce your multimedia for others ... not for yourself. Sometimes we becomes so obsessed with how we want our information presented and what senior management will finally approve, we forget to ask if our intended audiences will actually understand our material.

• And always follow up to see if your material hits the mark. I have worked with organisations where the energy involved in just getting "things out of the door" (often because of cumbersome approval processes) leaves the communications team too exhausted to check their information is received, understood and acted upon.
  

For organisations with a monopoly on services, funding or information, push down communications might still work. But even then I think those days are numbered.

If like most of us, your organisation competes for the limited time and attention of citizens, consumers or communities, you need to continually engage your audiences with easy to understand and updated information. Or run the real risk of being among the thousands of PR and marketing messages people discard each day.

Is this basic? Yes it is? And I can see some communicators thinking these observations are wasting valuable blog space. But no matter how good we think our PR is, from time to time it's good to challenge ourselves to never assume anything when you communicate with others.

Stop Facebook Spam

Is sending media releases through Facebook spam?

I just got a media release on my Facebook page from Australian federal politician, Joe Hockey MP, about the Liberal Party's opposition to the Australian Government's latest Australian economic stimulus package.

I have asked to be removed from Joe's media release distribution list. Otherwise I'm happy to hear what he is up to in his electorate and his general comings and goings in the community.

Is sending a media release to Facebook friends (who you don't know) legitimate communications?

Or is it social media spam?

Trust May Be Declining But Still Critical

The executive summary of the annual Edelman Trust Barometer* was released in London last week.

Now in its 10th year the Barometer is a measure of the trust people around the world have in institutions. Not surprisingly in the midst of very difficult times in global markets, trust in business and government is on the decline.

Edelman reports "62% of 25-to-64-year-olds surveyed in 20 countries—say they trust corporations less now than they did a year ago. When it comes to being distrusted, business is not alone. Globally, trust in business, media, and government is half-empty; and trust in
government scores even lower than trust in business".

However not for profit organisations are the most trusted global institutions. Which should encourage those community groups, charities and others that struggle to get attention. State your case clearly and people are likely to respect what you have to say, more so than information from other types of organisations.

But does trust really matter? According to the survey the answer is a resounding "yes":

• In the past year, 91% of 25-to-64-year-olds around the world indicated they bought a product or service from a company they trusted.

• 77% refused to buy a product or service from a distrusted company.

• Being able to trust a company is one of the most important factors in determining a company’s reputation, ranking just below the quality of its products, the treatment of employees and on par with its financial future.

• Companies seen as responsible are significantly more likely to be supported in their efforts to sell goods and services, pursue changes in local laws, seek preferential treatment or have foreign investors assume a controlling stake in the business.

Trust from stakeholders is one of the most important assets a company can have. It is difficult to define and harder to earn. And paradoxically we most appreciate the value of trust when it is absent. Trust provides the foundation for effective public relations and that's why as communicators we need to be among the leaders in our organisations in continually nurturing and growing it.

The complete report is expected to be released in the next few weeks.

Source of information: Edelman PR

City Provides Internet Tools For Volunteers

In some respects Australia's councils are leading other government agencies in using the Internet to connect citizens.

In an Australian first, the City of Casey in Victoria is establishing an on-line community for groups and individuals who live, work or meet in the municipality.

The Casey Connect project is providing a web-based portal for local groups to help them communicate with members, promote their services and generally link to the wider community.

The City is providing the Internet infrastructure that lets local voluntary organisations create their own web presence, I particularly like the interactive nature of these sites and the list of resources to get people started is impressive - on-line tutorials, user manuals and help guides.

The City of Casey is providing a service few volunteer bodies could afford.

Internet Blackout Matches Victoria's Power Blackout

In Friday 30 January it was very hot in Canberra. Well into the evening the temperature was hovering around 82 degrees F.

But to the south, Melbourne was far, far hotter and the City was suffering significant power shortages as the overloaded power grid struggled to meet the electricity demands generated by the heat. Melbourne's rail service ground to a halt under a combination of the heat and the power outages.

A significant part of the City was affected by power cuts. And at least on 30 January the power blackout was matched by an Internet blackout.

Only two of the five power utilities servicing Melbourne had up to date outage information on their websites. Well done to those two - Jemena and SP AUSNET. For the others, well it was business as usual.

The Victorian Government Internet portal carried dated information. And the websites of the Victorian Police and the State's Emergency Service had no current news on the outages.

Although local newspapers and other media carried news, key corporate and government websites were strangely silent on an event that impacted on so many people including concerned relatives like me in other States.

Victoria gets a "could do better" grade for its effort to use the online communications to keep Melbournians updated on what was happening in their sweltering off-line world.

Media Maven's Methods

US media maven Margo Mateas has been in the communications business for 20+ years and in that time has trained thousands of PR professionals in media pitching and other skills.

An ill-considered blogpost recently attacked the maven's methods.

We can only speak from our experience. But using Margo's methods we have been able to achieve over 7000 media items for Australian clients with almost universally high favourability ratings.

In 2008 working alongside the media team of a major Australian cultural institution we helped the institution reach a cumulative media audience of 56 million people for one of its programs.

I review Margo's materials before I start each campaign to remind myself of the essentials of media relations.

So thanks to Margo for her ability to take people behind the newsroom curtain and learn effective skills that get their stories covered.

PR2.0 Book Review

"PR2.0 New Media, New Tools, New Audiences" by Deirdre Breakenridge

Is this evolution or revolution?

Facebook, MySpace, Bebo, Twitter, Flickr, Youtube, Twitter, Slideshare and a host of other social media tools are changing the way we communicate. And doing so rapidly.

Which leaves PR professionals looking similar to 19^th century pioneers. We’re leaving the familiar world of brochures, media releases and other one way tools to travel the plains in search of the promised land of digital communications. We don’t know how long the journey will be or where we will finally settle. But as communicators we instinctively know there’s no turning back because things will never again be the same.

And for those who continue to doubt, look at Barack Obama’s Presidential campaign. It firmly put the seal of legitimacy on new media as a mass medium.

Fortunately US author Deirdre Breakenridge has written a book to help us find our way around this new frontier.

Her book PR2.0 is a valuable reference for communicators who need to understand new media, how to use it and how to integrate what we’re doing now with what we may be doing in the future. It offers a balanced view of social media but settles on a firm conclusion. New media’s ability for us to go one on one with our audiences means we live in the most exciting of PR times.

Most books on the subject either deal in generalities or descend into tech babble. This book does neither. It is written by a PR person for PR people and covers the things we need to know for our campaigns and projects. It starts with sections on digital research, monitoring and evaluation before dealing with new tools and applications such as social media releases, RSS feeds, blogs, video and audio.

Every chapter has blessedly simple explanations of the new technologies and features interviews with companies using it to good effect. Each concludes with a bullet point summary which is handy when so much rich information is presented.

The later chapters deal with planning for PR.2.O with valuable case studies showing how companies are using social media tools right now to get results. You could easily develop a template from these examples.

PR2.0 is a must-have reference for PR people. Get it, read it and keep it handy besides your desk or in your briefcase. It’s more than a book. It is a road map to the next PR destination.

Polish Up Your Presentations

We run a lot of workshops most of which are based around PowerPoint presentations.

Over the years we have found that the best presentations are simple and highly visual. So our top tips for preparing and using slides are:

• Use a neutral background in each presentation and avoid fancy templates which too easily distract an audience.
  
• Work with a single font that contrasts strongly with the background. (We opt for a plain black background with white text). And don't be too fancy with italics and bold type.
  
• Avoid straight text. Aim for no more than six simply expressed bullet points per slide.
• Custom animation is a great tool but go easy on all the fancy fly-in effects that can leave the audience dizzy.
  
• Include a title on each individual slide so people can see the big picture of what you are talking about.
• Use an image on each slide to reinforce the message you are making. Make sure it complements and does not overshadow the meaning of the text.
• Develop your presentation so you speak directly to the audience and not read from a screen.
• Use a remote control device plugged into your laptop or computer that allows you to change slides from anywhere in the room. (These are readily available and don't cost much).

And post your presentation to a social networking site such as Slide Share so people can access it after you leave. Either post it permanently or tell your audience it is only available for a limited time.

But above all avoid the common mistakes shown in this humourous video.

Twitter Triumphs

Twitter is the new media application that lets you communicate to friends and followers in 140 character bursts via the computer, mobile phone or blackberry. It's a great way to keep in touch or unless you're careful waste time.

I'm planning an article on social media and local governments and used my Twitter connections to find two case studies (both NSW Councils).

So who else uses Twitter? Thanks to US based blogger Paul Dunay here's a list of CEOs and other top US executives on Twitter.

Our Non-Prediction Predictions for 2009

It's that time in the calendar when pundits and commentators rush out their marketing and PR predictions for the coming year. But do all their wise words mean much ... really?

After January who reads these predictions anyway? By the following December is there anyone who remembers them? And how do the rest of us hold the punditocracy accountable for what they said at the start of the year?

But for all that, it is legitimate to comment on trends likely to affect how we communicate to our communities during uncertain times.

So here's my non-prediction predictions for 2009: the factors that will influence how we reach out to one another:

• Firstly these will be the very best of times to communicate. Whatever your status as a communicator, today and tomorrow you will have more tools than ever to engage your audiences. The potential to go beyond traditional information gatekeepers and production processes to get your message out is simply incredible. Social media is the genie which can grant your communications wishes and in the past two years that genie has jumped from the bottle. New media like Facebook, Twitter, YouTube etc may not be around forever but one thing is certain. In the aggregate they are perceptibly changing the way we relate to each other. They have put us well and truly in pioneer territory, and although we may not be able to see the new communications landscape, there's no turning back from here on in.
  

• Paradoxically these will also be the worst of times to communicate. Two issues - the financial crisis and global warming - will dominate our conversations into the foreseeable future. Both are incredibly difficult to understand, harder yet to explain and the solutions to them are a good way off and far from clear. Yet every significant issue you and I wish to raise, may at some point be benchmarked against these two stories because together they define our times.
  

• The future looks set to place a premium on leaders as communicators. In tough times people look to those in authority to provide explanations and point the way ahead. Yet few hierarchical figures in our organisations are good communicators. And even fewer are good at motivating those around them. It is never too late to instill in our managers and others the imperative of communicating well and give them the skills for that difficult but important job.
  

• During the good times our societies are often individualistic and materialistic. But the high fliers and big names of the financial and business worlds have left the scene leaving precious little to show for their much lauded efforts of previous years. In tough times either we act together or we fail to act. Hopefully a sense of community and common purpose will return to our communities where a person's public value is marked by their contribution to the greater good rather than how much they earn. The rush to be seen to be green and corporate social responsibility may have already laid the foundations for this shift to authentic communications and commitment to communities.
  

Only two things are clear from this vantage point. No-one and nothing is certain. And our surest course is to communicate with integrity.

Watch Out For These Things In '09

Watch out for these three marketing issues in the coming year.

• Act and communicate green. People automatically expect organisations to be environmentally conscious. It's now the entry level standard for successful community relationships.
  

• Go high tech to hire staff and to engage people you need to reach. Social media is free, easy to use so why not get on board and begin to use it in 2009.
  

• Times may be tough but think long term and resist the panic urge to slash your marketing budget. Hopefully your organisation will be around long after this financial meltdown so keep talking to your clients and your community.
  

Don't Waste Time Social Networking Unless...

Social networking is a big waste of time ... if that's all you ever do.

At some point your online conversations and relationships have to convert to offline action if you either want to change something or make something happen. Perhaps the real power in online conversations through Facebook, blogs, Twitter etc is to raise awareness of issues and give people sufficient information to motivate them to act in the real world.

It all comes down to persuasion and trust and we think US marketing guru, Seth Godin has got it just about right.

Free PR Workshops for Volunteers

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Free PR Workshops for Volunteers

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