SBI! Media Outreach
Transcription
SBI! Media Outreach
Media Outreach Manual For SBIers: A How-To Guide I. Introduction and Executive Summary II. Steps to a Successful Media Campaign 1. 2. 3. 4. 5. 6. Define your issue and identify your message. Draft appropriate materials. Identify ideal timing. Know your audience – and know your news media. Execute your plan. Track your results. III. Conclusion IV. Appendices Appendix A: Media Outreach “Dos and Don’ts” Appendix B: Media Outreach Checklist Appendix C: Sample Press Release and Sample Email Pitch 1 I. Introduction and Executive Summary Coverage in the news media can raise the visibility of your online business and drive traffic to your Web site. The purpose of this manual is to provide SBIers with a set of tools and a list of clear and simple steps that you can follow to generate coverage in your local media market and in outlets that cover issues that are likely to be of interest to your Web site’s audience. Because SBI!-built Web sites are typically small businesses that focus on very specific topics, you have a natural opportunity to showcase your site as an example of a successful home-based business in local media outlets. Media outlets are often looking for a “real world” example of a trend, and SBI! subscribers are uniquely positioned to share information about both working from home and about the specific topic of your Web site. For example, you might pursue coverage in daily or weekly community papers, local radio programs and even local TV programs that focus on community success stories or local businesses. Moreover, the niche around which your SBI!generated site is focused is also likely to be found in similar magazines or blogs that, if approached correctly, may be willing to write an article or feature a guest article and/or blog piece written by you about your site or topic. This manual will outline the steps of how SBIers should approach media outreach in order to maximize your chances of receiving positive media coverage: 1. 2. 3. 4. 5. 6. Define your issue and identify your message. Draft appropriate materials. Identify ideal timing. Know your audience – and know your news media. Execute your plan. Track your results. It also includes a section on media outreach “dos and don’ts,” a checklist for planning and executing successful media outreach, a template that you can use to tailor media outreach for your online business, and examples of outreach materials that have successfully attracted media attention in the past. In following the ideas outlined here, you will develop expertise over time in how best to garner attention from the media. As with all skills, practice makes perfect, and the art of successful media outreach is no different. This manual, developed by Severn Williams Media for SiteSell, is for the personal use of SBIers only. All material is copyrighted. 2 II. Steps to a Successful Media Campaign While all media campaigns have their unique aspects, successful campaigns generally share several key elements: well-defined issues and goals, a clear strategy for effective communication, and a realistic plan for executing the strategy. Step One: Define your issue and identify your message. Before embarking on an outreach campaign to the media, you should take some time to envision what you would like to see covered in the media about your online business. Is it that you were able to leave your “day” job? Retire comfortably? Educate the public about an important topic close to your heart? Pay for your children’s college education? Except for some specific exceptions (e.g., a feature story about you or your online business), news media outlets are generally interested in one thing: news. Reports in the media often answer the question, “What is different about today than yesterday?” As a general rule, something is newsworthy if: • It’s public; • It’s timely; • It impacts a great number of people; • It involves a celebrity or political figure; and/or • It relates to a national story. Other elements of a story that may make it newsworthy: • Human Interest: Is there a person with direct experience with the issue who can provide an authentic voice in the story? (For many SBIers, this is a likely angle for media outreach.) • Irony: What is ironic or unusual about a story? • Breakthrough: What is new or different? • Anniversary Peg: Can this story be associated with a local, national or topical historical event? • Seasonal Peg: Can this story be attached to a holiday or seasonal event? Examples of potentially newsworthy media “hooks” for SBIers include: • Success story about an individual who reached personal goals (e.g., financial security, interesting job, more time with family) by creating an online business on a topic focused on personal passions or expertise; • Information available on your Web site that elucidates an interesting aspect of a national trend; • Local online business owner offers advice about best holiday gifts and/or ideas for making terrific homemade gifts (during holiday season); offers menu ideas for vegetarians or vegans (around Thanksgiving or other foodoriented holidays); or offers tips for vacationing on a budget (leading up to summer holidays); • New e-book published by a local author on a timely or universal topic (dieting/cooking; budgeting; vacationing; child rearing, etc.); and 3 • Local small business owner receives national attention of some sort (wins an award, special recognition by third-party source for information provided on site, etc.). After identifying the angle that will be the focus of a media outreach effort, you should then determine what it is you hope the coverage will say about you or your business – also known as your key message. A message is essentially a mission statement for an outreach campaign; it should be short, simple, and easy to understand. Some examples of a message for an outreach campaign include: • • • • • My online business is a success because I did the work necessary to build a content-rich Web site; it’s something anyone in this community could also do. I turned to the Internet for financial opportunity when I could not find a traditional job, and it’s one of the best accidents that ever happened to me. Working from home is a wonderful way to maintain work-life balance. My online business provides important information/services to people in our local area and beyond. My Web site is a microcosm of a national trend, and reviewing the information posted there can offer important insights into what the average person is thinking or doing. It is important for you to both define the issue and to identify the message behind a media outreach campaign before proceeding to the next steps outlined in this manual. The issue and the message should drive all written materials and all outreach efforts, and will influence which media outlets you approach and what tone you will use when speaking with or writing to journalists. Step Two: Draft appropriate materials. For the type of outreach you will be conducting, there are likely two main types of documents you will need to create: press releases and email pitches. Press Releases A well-written press release is the staple document of any effective media outreach campaign. Press releases generally follow a standard five-paragraph approach, which is outlined in the Text Box A below. Each paragraph in a press release should be no longer than four to five lines. The entire release should ideally fit on one page, and as a rule of thumb should not run longer than two pages. Do not split paragraphs between pages. As a general rule, you will probably only want to send out a press release if you have something specific to announce, such as receiving an award, making a significant donation of time or resources to your community, or a significant expansion to your business (e.g., hiring a significant number of additional staff). One exception to this rule 4 is a press release that positions you as a source of expertise on an ongoing local or national news story. Email pitch Reporters, editors and producers are very busy and are constantly bombarded with ideas about stories they should cover. The best way to get the attention of journalists who you hope will write a feature story about you and your online business is likely an email pitch. A well-crafted email pitch will describe you and your Web site in a way that is compelling to the journalist; you want to show him or her that the people who read their newspaper or magazine or listen to their radio show would be interested in the information you have to offer. The best way to draft an effective email pitch is to become familiar with the types of articles or stories typically covered by a reporter and then to tailor your pitch accordingly. Please see Text Box B below for a suggested outline for an email pitch and Appendix C for a sample pitch that generated several articles and interviews for the SBIer featured. Text Box A: The Standard Elements of a Press Release For Immediate Release TODAY’S DATE Contact: NAME TELEPHONE # HEADLINE: KEEP IT SHORT, ALL CAPITAL LETTERS Subhead: Keep it Short, Lower-case Italicized Letters 1st Paragraph: Begin with the most critical piece of information about the event or program (to grab the reporter’s attention). Include what is happening, who is involved, where and when (briefly), with the most critical information first. 2nd Paragraph: Why is this effort significant or newsworthy? 3rd Paragraph: Quote from a spokesperson, such as the owner/moderator of the featured Web site. 4th Paragraph: Provide additional details, including information about SBI! 2.0. For example: “SBI! 2.0, a comprehensive online business-building package that teaches anyone who has an interest or a passion how to leverage it into an online business that attracts targeted traffic and generates multiple income streams. No prior technological experience is required, just an interest in building a business about a topic that excites the site owner. XYZ Web site has consistently attracted high levels of traffic due to the tools and services available through SBI! 2.0.” 5th Paragraph: End with a two-sentence “boiler plate” description of your online business. 5 ### (tells the reporter this is the end of the release) Talking Points In addition to the documents intended for distribution to reporters, you should draft an internal document that articulates the central talking points of any given media outreach campaign. These talking points should include key facts about the issue at hand and about your online business in general as well as about how the SBI! tools have helped to make your Web site a success. Basically, you are developing a “cheat sheet” to have on hand should you successfully connect with a reporter or producer who wants to learn more about your story. Because these people tend to be very busy, you want to be prepared to put your best foot forward should you manage to get one of your outreach targets on the phone. Text Box B: Sample Email Pitch to Reporters Dear (insert reporter or producer first name here): 1st Paragraph: Make it clear in your first or second sentence that you are writing with an idea for a story that is relevant to the audience of the outlet that you are targeting. 2nd Paragraph: If you are pitching a feature story, include additional background information about your story and what led to the formation of your site. If you are trying to tie into ongoing national news, include information here about how your site relates to the issue at hand. 3rd Paragraph (optional): If appropriate, include more information about your Web site. 4th Paragraph: Briefly describe how SBI! 2.0 has assisted your efforts to bring your ideas and message to the Internet and to generate income. 5th Paragraph: Summarize why this story is a good one for the outlet you are approaching. 6th Paragraph: Invite further contact and/or indicate when you plan to follow up by phone. Step Three: Identify ideal timing. Good timing is an important part of all successful media campaigns. When putting together a strategy for a media outreach effort, you should keep in mind the time of year, the day of the week, and the time of day you release information to the media. While each issue is different and presents its own issues with regard to approach, some good rules of thumb for media outreach are listed below. 6 • Whenever possible, release information about your business at a time of year that would make it easy for a reporter or news source to cover the event. For example, many news outlets cover toy buying trends or gift ideas during the holidays. If your site offers advice about making crafts, choosing bilingual toys, or cooking creative holiday meals, consider reaching out to local outlets in November or December. Similarly, if your online business is about the real estate industry and national stories are touching on subjects about which your Web site offers important insights, you could pitch yourself to local media outlets as an expert who can offer a local spin on a national story. • Call print (magazine and newspaper) reporters early in the morning or very late in the day. If you call them mid-day or early afternoon, they will likely be under deadline and rushing to put the finishing touches on their assignment for that day. Follow similar common sense for local radio and TV programs – for instance, don’t contact a local radio producer while the show you are targeting is on the air. Wait until just after the show ends for the day, when they are less likely to be under pressure to finalize details for the next show. • For time-sensitive media outreach, the best days to reach out to the media are Tuesday and Wednesday; the next best are Monday or Thursday. Although it’s generally not a good idea to reach out to reporters on Fridays with positive news stories, the exception to that rule is when pitching a story that is not timesensitive. Reporters sometimes have more time to chat about feature pieces and other long-lead ideas on Fridays then they do on other days. • Daily papers and radio shows plan some features well in advance, but much of what they cover changes by the day or even the hour. Conversely, monthly magazines tend to have very long lead times. For instance, if you think your story is relevant to Valentine’s Day (in February), you should plan to pitch these magazines in August or September. Effective media outreach requires advance planning and a thoughtful approach. Remember also that reporters are always under pressure to come up with interesting angles to cover the major topics of the day. If you can provide them with ideas and information that helps them to do that, your business will benefit from media coverage and the reporter will benefit from the information you have shared with him or her. Step Four: Know your audience – and know your news media. Where you are physically located will likely have a big impact on what types of challenges you might face in garnering media coverage. Small media markets (in less populated areas) serve a relatively small number of people. Larger media markets like Los Angeles, New York, and Chicago all tend to have more stories available to them than they will be able to cover, thus making it quite competitive to place a story in major outlets in those areas. If you live in a densely populated metropolitan area, it’s probably a good idea to aim for coverage in smaller outlets like neighborhood-specific and weekly papers, which tend to focus more on local news. If you live in an area where the majority of people who read the major daily paper (or listen to the local NPR station) live 7 and/or work in your area, that means that these media outlets are interested in what interests those folks – and local businesses, even those that are home-based, are likely to fall into that category. It’s important to note that while a reporter may not write a specific story in response to a pitch or a press release that you send out, he or she may keep a file of potential resources for future stories. You may therefore consider investing time and resources into building relationships with reporters who are most likely to cover you or your business. National theme-based magazines, TV and radio programs are similar to daily papers in larger metropolitan areas: they are constantly being offered different story ideas. Still, you never know when your story will be just the right thing to fill out a particular story or when your perspective will round out a planned talk radio panel on your subject area. By telling editors, producers, and reporters about yourself and your online business, you are giving them the opportunity to include your thoughts and expertise in the story or show they are crafting. Before you begin any media outreach effort, you should take some time to compile the names, phone numbers, fax numbers, and email addresses of key reporters, editors, and producers of print (papers and magazines) and broadcast (TV and radio) outlets. These lists are available for purchase through large database management companies like Cision (formerly Bacon’s) or Vocus. In smaller media markets, these lists can be purchased for as little as $150-200. However, even if you buy your list you should be in the practice of regularly checking it for accuracy and updating it, as reporters tend to change jobs frequently. If your media market is small enough, however, you could easily compile a spreadsheet of 10-20 outlets or reporters for yourself. The exercise of researching the right reporters, editors, and producers is likely to be productive for you on multiple levels. You are likely to craft more effective outreach messages after regularly reading local daily and weekly papers, listening to local radio shows, and watching local TV news. If you choose to build your own media list, follow these steps: 1. 2. 3. Put together a list of all local news outlets: local and regional TV and radio stations, daily newspapers, weekly newspapers, magazines, and online outlets/blogs. Some cities also have newswire services, where press releases are posted (sometimes for a fee); check with a local TV outlet to see if they subscribe to such a service. Spend some time researching each outlet on the Internet. Identify contact information for submitting general news (such as an email address, a fax number, and the main telephone number for pitching news). Spend additional time researching reporters, producers and/or editors at each outlet that might cover your area of interest. You’ll want to 8 4. 5. include anyone who covers local businesses, local human interest stories, as well as the person who reports about the niche around which your site is built. For instance, if your site is about sports or training, there may be a local sports columnist whose interest could be piqued about you and your site. Create a spreadsheet that includes the name of each outlet, the contact information for submitting general news, and the names and contact information of key reporters, producers, and editors. Periodically check the names and contact information in your database to make sure that your information is up to date. Step Five: Execute your plan. Once you have identified your message, drafted written materials and identified the reporters you would like to contact, it is time to put the media outreach plan into action. There are two main steps to any media outreach campaign: first, let media outlets and reporters know about the story by distributing a press release or email pitch; second, call reporters and news directors to ensure that they have all of the information they need and to encourage them to cover your story. This second step is called “pitching” reporters, and it is the heart of successful media campaigns. It’s important to take some time to prepare before calling reporters. Think about the key message of your outreach campaign and identify the “who, what, when, and where” of your story. Using these points, write a script – or a list of bullet points – summarizing what information you would like to see covered in a media story. Practice going through your script and time how long it takes you to do so. As a general rule, a pitch should last no longer than 30 seconds. You should have your pitch practiced and polished before you start distributing written materials to media outlets, as you may be lucky enough to have reporters call you about your story – and you want to be ready to field those calls should they come in. Once you have your pitch drafted and polished, it’s time to proceed with distributing the press release or advisory. Whenever possible, deliver these items via fax and e-mail to specific reporters, editors, news directors, and program producers. These items should be sent out as early in the morning as possible. You may distribute these items individually, or they may be distributed through relatively inexpensive internet-based services such as ConstantContact.com. You should plan to call everyone who receives the document. You may wish to leave a message for the reporters, but if the reporter is someone who you believe would be especially interested in the story it is probably worthwhile to try back several times to see if you can get the person directly. Once you have a reporter, editor, or producer on the phone, make sure that you ask them whether it is a good time for them to talk. Remember that many of these people are required to develop at least one – and sometime more – compelling news stories every day. They need the information you are offering them, because it may help them to write a compelling story. Still, they are often busy and under a significant amount of 9 pressure, so do not take it personally if they appear brusque or hurried on the phone with you. Most importantly, if a reporter or producer asks anything of you – to forward information, to call back at a certain time, to provide a spokesperson – it is imperative that you do so within the promised timeframe. Again, because these individuals are working against tight deadlines, they cannot afford to receive information even hours later than promised. If you find that you are unable to fulfill a commitment made to a reporter, let that person know immediately so that she may pursue alternative information or spokespeople and still meet her deadline. Step Six: Track your results. At some point, the preparation and outreach end and the fate of the media campaign is in the hands of the reporters, editors, news directors, and producers you contacted. Regardless of whether you received the type and amount of coverage you had hoped for, you have an opportunity to learn and improve media outreach efforts after every campaign. First, you should do your best to secure copies of video and audio footage and print articles. These items can be very useful in future media outreach efforts and should be added to a “press room” on your Web site. Articles can often been retrieved through the Google news search portal (select the “news” tab at Google.com) by typing in a specific query that includes the location, topic, and paper where an article may have appeared. You could also choose to hire a media clipping service for all types of coverage. It’s important not to rely too heavily on these services, however, as all of the major companies have been known to miss important stories. Once copies of all footage have been secured, you should review the coverage and analyze it for several key factors. Was your key message covered in the article? Are all cited facts accurate? What worked in the media outreach strategy and what didn’t? Did the expected reporters cover the story, or did a different reporter than expected contribute to or write the story? (Make sure to add any new reporters or outlets to your media list.) You also should consider what worked about the campaign and what could have been improved. Last, you should evaluate what additional opportunities might exist for advancing the story. For example, if you received excellent local media coverage, you might forward a story in a local paper to a larger regional or even national outlet. Often reporters at larger papers will become interested in stories that are covered in a compelling way in a smaller paper. If you are strategic about building your media outreach portfolio, you may well build up to receiving national coverage about your online business. III. Conclusion This manual has outlined the major steps that go into conducting a successful media outreach campaign and has highlighted some of the specific areas of opportunity 10 available to SBIers. By following the general approach and specific steps outlined here, you will be well-positioned to secure ongoing media coverage for your SBI!-powered business. 11 Appendix A: Media Outreach “Dos and Don’ts” 12 Media Outreach Do’s and Don’ts Issue/Situation When Contacted by a Journalist When Speaking with a Journalist When Pitching, Serving as a Spokesperson, Appearing as a Guest on a News Program When Appearing on TV (and Radio, where Applicable) Do Get focused by asking the reporter a few questions about the story: What’s your story? Who else have you spoken with? What do you need? What’s your deadline? Always tell the truth Educate the reporter Know your limits Be prepared -- What do you want to share with the public? Memorize key facts and figures Tell your story clearly and succinctly Stay on message Maintain eye contact with the interviewer Stay in control of what you say -nothing is “off the record” Practice in advance Use your voice to project enthusiasm Try to smile, if appropriate 13 Don’t Act as if your time is more important than theirs Promise anything you can’t deliver Miss a deadline for providing information or a spokesperson Exaggerate Guess at the answer to a question Answer hypothetical questions Compromise your credibility by talking about issues on which you are not adequately versed Be afraid to say, “I don’t know” Read from notes Quote facts and figures about which you are not 100% certain Look into the camera Use jargon, technical terms, and acronyms Fiddle or clutch anything Sway or move out of “the box” Wear white or “busy” prints on blouses, shirts, or ties Wear flashy or distracting jewelry or dangling earrings Appendix B: Media Outreach Checklist 14 Media Outreach Checklist Check When Completed _________ 1. Define central issue of outreach campaign _________ 2. Identify newsworthy components of story _________ 3. Articulate outreach campaign message _________ 4. Draft outreach campaign timeline based on ideal coverage dates _________ 5. Draft press release or email pitch _________ 6. Draft talking points _________ 7. Update media list _________ 8. Draft and rehearse phone pitching script _________ 9. Distribute press release (via email and fax) or email pitch _________ 10. Pitch reporters and news directors by phone with your story _________ 11. Track campaign results • Collect and keep all video, audio, and print media clips _________ 12. Evaluate campaign results: • Was your message covered in the article? • Are all cited facts accurate? • What worked in the media outreach strategy, and what didn’t? _________ 13. Update media list to reflect any new reporters covering your business or issues _________ 14. Identify follow-up opportunities, if any 15 Appendix C: Sample Press Release & Email Pitch 16 FOR IMMEDIATE RELEASE CONTACT: Craig Ferguson [DATE] (813) 412-1117, [email protected] SWING-TRADE-STOCKS.COM SEES TRAFFIC SOAR With signs of recession fading, Web site aimed at illustrating how to trade stocks for a profit is catapulted into top tier of Alexa.com Internet traffic ratings Tampa, FL — Swing-trade-stocks.com today reported a recent surge in Internet traffic, placing the Web site firmly in the top tier of all sites visited on the Web. The site offers basic to in-depth information about the stock market and how to trade stocks as well as a forum for experienced stock traders to discuss market trends. Alexa.com rates the site as receiving more traffic than 99.99% of all other sites on the Web. With financial confidence creeping up around the country, this newfound interest in the stock market is a sign of both consumer optimism and faith in the stock market’s ability to drive long-term profits. Swing-trade-stocks.com is the parent Web site to ChartWatchers.com, a portal for stock traders looking to build community and gather tips for improving trading skills. Recent posts to ChartWatchers.com also reflect a positive outlook on the American financial system among those who track the market for a living. “I created this Web site because I wanted to share what I knew about the stock market with other people, regardless of their background,” said Craig Ferguson, founder of swing-trade-stocks.com. “The recent recession left many Americans unsure about the strength of our financial system. I believe that our nation is ready to move forward and that average folks want to be part of building that momentum in the stock market.” Craig Ferguson created the site using SBI!, a comprehensive online business-building package, which teaches anyone who is passionate about a topic (no matter how narrow or specific that topic is) how to leverage it into a successful online business. SBI! sites are designed to attract targeted traffic and generate multiple income streams. “A huge part of what has made my Web site successful is the tools and tips available to me as an SBI! subscriber,” continued Craig. “When I first had the idea for this type of Web site, I wasn’t quite sure how to effectively attract site visitors and present my ideas. SBI! taught me these things and more, allowing me to dedicate my time and my passion to demystifying the stock market for the average person.” About Swing-Trade-Stocks.com Swing-trade-stocks.com teaches visitors how to follow a simple swing trading strategy based on in-depth analysis combined with the real-world experience of individuals who trade stocks either part time or for a living. The site offers basic information about the stock market and trading stocks, as well as free guides and tutorials that show traders how to generate reliable profits, regardless of whether the market goes up or down. About SBI! (www.buildit.sitesell.com) SBI! is a comprehensive, integrated, business-building system. In addition to smart keyword brainstorming and research functionality, the easy-to-use platform provides site building, hosting, and marketing tools (more than 70 modules in total), video and text instruction guides, updated information and resources, 24/7 customer support and a vibrant forum community. SBI! has more than 50,000 subscribers throughout the world, with more than 50% of them based in the United States. ### 17 Sample Email Pitch Dear Lindsey: I am writing with a story idea about how one Hispanic mom has turned her life experiences into a rewarding online business, allowing her to work from home and contribute to her family’s income without missing any of the important moments in her son’s development. A native of Colombia, Marcela Hede came to the United States to study English and fell in love. When she and her English-speaking, American husband decided to start a family, Mrs. Hede began researching ways to integrate her Latin American heritage and traditions with those of the United States. Her research quickly showed her that no comprehensive online resources were available to guide her efforts, and she created hispanic-culture-online.com a year after the arrival of her son. Hispanic-culture-online offers a helpful, introductory window into Hispanic traditions and culture for those who want to preserve or learn more about this rich heritage. In addition to providing a wide array of information, including about Latin foods, famous Hispanics, and ideas about the best ways to raise a bilingual (Spanish-English) child, the site also reaches Hispanic moms who give opinions and share ideas related to HispanicAmerican culture. Mrs. Hede created the site using SBI!, a comprehensive online business-building package that teaches anyone who has an interest or a passion how to leverage it into an online business that attracts targeted traffic and generates multiple income streams. It is because of SBI! that Mrs. Hede has had the opportunity to create a home business based on a theme that is close to her heart. Mrs. Hede is articulate and has a story to tell that would be of interest to other moms hoping to contribute to their family incomes without working outside of the home, and to anyone who is touched by the challenges of integrating two cultures in an American household. With one in seven people in the United States of Hispanic origin, and with Hispanic populations predicted to grow in the coming decades, Mrs. Hede’s experience and the information available on her Web site are likely to appeal to a wide audience. Please let me know if you would like to learn more about Marcela Hede, www.hispanicculture-online.com, and SBI!. Thank you for your time. Sincerely, Nina Williams for www.hispanic-culture-online.com (Include telephone number and other contact information in your email signature) 18