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10 ways to ensure an effective news release

By Maggie Holley,

Convincing a journalist or blogger to write about your company or client remains an achievement in the PR business. So make sure you’re doing it right. .

1. Use a proof reader or editor for important articles

When you write an article you may not proof read it because you are ‘too close’ to the text. Your eye may skip over small details because you are very familiar with the content. Therefore get someone else to read the material. They may be able to query assumptions of knowledge you have made or can find omitted words etc. I had an editor review the text of my 900-page book Strategic Public Relations and he made various useful suggestions on how to improve the text. So don’t be too proud or too busy to get someone else to review your text.

2. Ensure your release actually contains news

The fact that your CEO got an award is not news – unless the award was for something major. When you’re writing a press release, always ask: Why should the publication’s readers care about this product/service/milestone? What value does it provide to readers? What problem does it solve? If you don’t have an answer, then it’s not newsworthy.

3. Don’t use hype or sales talk

News releases are not sales letters or marketing brochures. So take out the “you,” “we,” and “us.” Don’t use overly hyped words such as “leading” and “breakthrough.” Refrain from peppering it with flowery adjectives to describe your organization. These just repel reporters. Just stick to the facts.

4. Tell a story

You might have something worth reporting, but if it’s all facts and figures, your readers won’t see it. Their eyes will already have glazed over. Always tell a story. Complement facts with quotes that express insight or convey an emotional reaction to the data. Frame your release around a challenge that was or can be overcome, a problem that was or can be solved. That’s how you portray your company as a hero—by showing, through storytelling, how it has helped or can help others, and not by indulging in self-praise.

5. Focus on the topic

Focus on just one thing. One project. One product. One campaign. Save the others for separate releases. You can talk about them if they’re related and build on each other, but only one can be the star. Having multiple angles will run you into all sorts of problems. Not only will your release be too long and your headline incomprehensible—which will confuse and annoy editors—they also won’t be search-friendly. Search engines see content that’s about too many things as content that’s about nothing.

6. Start with the lead point

If you don’t state your point in the first paragraph, editors will toss out your release before getting to the second.

7. The headline should contain news

A headline can make or break a release. Advertising guru David Ogilvy once said that on average, five times as many people read the headline as they do the body copy. So if you don’t sell something in your headline, you’ve wasted 80 % of your money. It’s the same with a news release that you’re selling to reporters. A news-like headline communicates direct benefits that are relevant to your target audience. It’s not cryptic, promotional, or overly clever.

8. Keep it short

Stick to a single page, no more than 400 words if possible. Summarize the key point in the first paragraph. You can link it to a high-profile issue or event and immediately connect it with the product, service, or cause you wish to publicize. Include a paragraph with statistics from reputable sources for credibility and context, energize it with a quote or two; and then end with some boilerplate text about your company. That’s it.

9. Include quotes

Quotes make opinion, insight, and emotion possible in a news release. They take readers beyond the traditional five Ws (who, what, where, when and why) to the hows, including how much. Quotes can be used to answer questions like, “How do employees feel about the change in overtime policy?” Or, “How can you explain that concept using a metaphor or analogy?” Avoid quotes that simply state facts and figures, because they're a waste of space. Also, don't use quotes that blatantly promote your product, unless they're from impartial sources.

10. Avoid jargon

Don’t write “myocardial infarction” if you can write “heart attack.” Don’t write “remunerate” when “pay” works just as well. Unless you’re writing to colleagues (and sometimes even if you are), jargon makes you sound pompous and difficult to relate to. It also forces reporters to look up certain terms (in which case they might just drop your material). It’s also not search-friendly, because search engines favor natural language.

The news release is still the workhorse of many PR campaigns, even after social media has allowed businesses to engage directly with customers. The fact that people know a journalist wrote about your topic lends credibility that your own blogging, newsletter-writing, and Facebook and Twitter posting just can’t match.

 

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