Secrets Of Not For Profit Media Success

Podcast Powered By Podbean

In the third of our nine part podcast series PR for Not For Profits, North American broadcaster Wayne Kelly and I explore the secrets of how not for profits can successfully work with local newspapers, radio stations and TV  networks.

We investigate how to to make media outlets want to cover your story, how to become newsworthy and the three documents that get media attention:

Each week we post a fresh episode in our podcast series.  Automatically get the next one by adding your address in the email subscription box to the right.

Media Policy for Not For Profits

Recently I worked with a not for profit with member clubs spread across  two states to develop a policy to help clubs and the Executive manage proactive and reactive media relations.

The policy featured:

• The objectives or why the organisation will engage the media in the coming 12 months. 
• An encouragement for clubs to proactively engage their local media outlets as way of telling communities what they and the larger organisation is doing.
• Tools to help clubs such as pre-packaged media backgrounders, fact sheets, templates, speaking points and standard paragraphs for media alerts and media releases.
• Advice on how to access localised media contact lists.
• Guidance on handling media relations in crisis and advocacy situations.
• A media release review process - for all levels - so key players in the organisation know what is to be presented to journalists and what might make news.
• Tips for recycling earned media coverage so that office holders, members and key supporters know what the press is reporting.
• Social media guidelines so what is presented online is consistent with what is presented to traditional media.   

And because it is often so expensive, a media policy should spell out the why, when and where  advertising will be undertaken and how it will be blended with media relations.

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.

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.

Improve your PR Writing

A recent edition of the Canadian podcast Inside PR contains useful tips on how to improve your PR writing. Scroll down and listen to Inside PR #122 of Wednesday 30 July 2008.

Communicating in Different Spaces

Here's some articles worth a quick read:

A recent study on using social media to keep up with not for profits.

The art and craft of choosing the right words for your media release - or how toxic is your shower curtain?

And a Pentagon General says “… when you get the call in the middle of the night and everything is going the wrong way, blogging could in fact inform decision makers in real time with real information to make decisions much quicker than a phone conference.”

Did the Traditional Media Release Just Die?

Is the traditional media release dying?

It could well be because most media releases don't succeed despite all the hours of love and attention that goes into them. Most are full of corporate speak and look more like policy platforms rather than documents designed to attract attention.

How long are cash strapped, time poor organisations going to tolerate this poor return on their PR investment?

The social media release may be the next generation way of sharing information with the media and others. It is an on-line document drawing together text,video,audio,images, quotes and in-depth information.

There's not much information about this new tool but this video shows the new format. (You'll need to excuse the blatant advertising by the three UK lads promoting their services).