public relations

More than ever before, we live in an age of lightning-fast exchanges of news and a seemingly endless stream of information at our fingertips. While traditional public relations techniques are still important, being able to adapt to recent Web and social media trends is essential for success in this industry. The ability to create content, build relationships and convey information is as important as ever, but there are a variety of new, digital methods to doing this. This article will provide you with an overview of five important skills that every public relations professional should have, including creating content for online sources, proactive monitoring, visual communications, adaptation and consistency.

1. Online Content Creation — It has always been important for public relations professionals to create strong and compelling content but, especially in this age, it is equally important to optimize this content for the Web. Even if your online press releases or social media updates contain quality content and writing, your efforts will go unrecognized if no one can find it online. Using methods to optimize your content for search engines will help your content get found. Make sure to always include keywords throughout your copy and include hyperlinks and relevant tags whenever possible. For more information on content creation and search engine optimization, read our articles, “Why Quality Content Reigns Supreme” and “What You Need to Know About SEO.”

1. Proactive Monitoring — It’s important to set aside some time for a Web and social media monitoring strategy to keep informed of what’s being said online. For anyone in the field of communications, it’s helpful to monitor conversations, mentions of brands and businesses and current trends and to get involved in online discussion groups. If you haven’t already, set up Google Alerts for phrases that either interest you or are related to your business or clients. For example, create alerts for business names, products and areas that you want to receive updates from. Always keep yourself informed with what’s being said about your business or client on the Web and stay up-to-date with industry updates and tips on how to grow professionally. For more information, please refer to our articles, “Social Media Publishing 101” and “How to Monitor Your Facebook and Twitter Success.”

1. Visual Communications — Strong visuals have always been powerful in regards to public relations efforts. Many people are able to connect stories and information more easily on a visual level rather than through text alone. Infographics, charts and traditional photographs have become immensely popular online thanks to the rise in photo sharing websites such as Pinterest, Flickr and Instagram, which can be downloaded on iPhone or Android devices. It’s important to include a multimedia element, such as a photo, video or graph, in press releases, social media updates and blog posts whenever possible. You may even consider creating a Flickr or Pinterest account to store and categorize your photos. For more information on the importance of visual communications, refer to our article, “How Photo Sharing Sites Can Help Your Business.” Public relations professionals should be able to harness multimedia to engage audiences and encourage them to share this content.

1. Adaptation — Especially in the ever-changing realm of social media, there are constantly new updates and tools to be explored. With Twitter redesigning its interface and Facebook’s new Timeline for business pages, professionals should be prepared for these changes and implement new strategies and techniques accordingly. Being able to adapt and take advantage of new tools can keep you one step ahead of the competition.

1. Consistency — With the majority of online and social media outlets, it’s imperative to find the right balance with your efforts. If you don’t update your pages enough, your efforts will go unnoticed. Yet on the other hand, if you overdo it with postings that are too frequent, you could push your audience away and this could work against you. It’s essential to commit to a consistent updating schedule. Updates don’t have to be exact, but at least have a loose idea of how often you should update each platform. For example, blogs should be updated twice a week while Twitter should be updated daily, if possible.

For more information, please contact The Public Relations and Marketing Group at (631) 207-1057 or johnzaher@theprmg.com. You can also visit our blog for more valuable articles, advertising spotlights and more.

A press release is a form of written communication that is meant to bridge the gap between an organization and the media. They are meant to announce newsworthy stories, special events, upcoming promotions or contests and any other interesting and timely content. Using the information from press releases, members of the media can then choose whether to publicize the story. When written and distributed properly, press releases will attract the attention of members of the media and encourage positive publicity for your organization.

Press releases are a vital component of any organization’s public relations and communications efforts. This article will provide you with five essential tips for writing better press releases.

1. Start with a Captivating Title — The title and first paragraph of your press release are two of the most important elements. Since most newsrooms receive dozens of press releases a day, including a strong title and opening paragraph can help yours stand out. When crafting a title and subject line, decide on something that is newsworthy, informative and straight to the point. Your title should hook the reader as quickly as possible and give them a reason to invest their time into reading the rest of the content. Also, make sure that your opening paragraph includes the essential five W’s: Who, What, Where, When and Why.

1. Don’t Oversell — The goal of a press release is to educate your audience about a newsworthy event, person or organization, not to overtly advertise and promote the product or service. This can damage your credibility. Be honest when presenting the information to your audience and let them decide what to make of it. The content or news that you’ve highlighted in your press release should be able to sell itself.

1. Be Concise — Never ramble on just for the sake of having your press release appear longer. Ideally, press releases should be one page in length. Since the goal of a press release is to spark the interest of reporters, you don’t want to bore them with a text-heavy piece. Include only what is necessary to the story and do so in a concise, well-written manner. Visually, your press release should also be easy to read. Choose a simple, clear font and an appropriate size and line spacing.

1. Include Contact Information — What’s the use of a press release if it fails to provide a clear way to get in touch? Always include an accurate business name, phone number, fax number, mailing address, email address and any other information for the public relations contact person or agency.

1. Proofread All Content before Publication — Take the time to proofread and fact-check all content that your business publishes, most importantly press releases. Before you send your press release out, check for grammatical or spelling errors and make sure that all numbers, facts and names are correct. For more information on the importance of proofreading and flawless writing, please read our series of articles, “Proofreading — The First in a Series of Three Articles,” “Write Like You Mean It: 5 Ways to Use Better Grammar” and “Words Mean Things: 5 Tips to Avoid Spelling Errors.”

For more information, please contact The Public Relations and Marketing Group at (631) 207-1057 or johnzaher@theprmg.com. You can also visit our blog for more valuable articles, advertising spotlights and more.

Whether your business is planning to host a seminar, fundraiser, workshop or a Webinar, Web and social media outlets can serve as powerful and inexpensive tools to promote and market your upcoming event. Especially for those on a budget, Web and social networking sites can provide free publicity and visibility for your organization. When promoting an event, your goals should be to spread awareness, boost attendance and generate excitement.

This article will provide you with a multifaceted approach to using various Web and social media outlets to market your events. Our recommendations include using online event calendars, posting press releases on free submission websites, sending e-blasts, creating events on Facebook, updating Twitter, using LinkedIn and continuing to promote your event, even after it has ended.

Event Calendars — Submitting your event to free online calendars is one of the most valuable methods of promoting your event online. Dozens of local newspapers, magazines, television channels and radio stations have websites that host calendars of events. These calendars often offer free postings and give the public a useful tool to search for things to do in their area. Event calendars are highly targeted since your event will be organized according to what category it belongs to. For example, if you are holding a benefit dinner for your non-profit organization, you can ensure that your event listing will appear in the “non-profit” and “fundraiser” categories. When you post your event on these calendars, be sure to include your business’ contact information, the event’s location and any other important details. Very often, these media outlets will also use their online calendars for their television, radio or print outlets.

Free Online Event Calendars:
www.lipulse.com/calendar (regional)
www.nymetroparents.com (regional)
long-island.newsday.com (regional)
event.gstv.com
www.zvents.com
www.eventful.com

Press Release Submission Websites — Whenever your organization is hosting an event, it is essential to create and distribute a press release to notify your target audience, the general public and members of the media. You should include a description of the event, its location, contact information and a powerful headline. When creating this content for online distribution, it is important to use keyword-rich language and to include as many relevant links as possible. These links should lead to further information, a specific offer or a landing page on your website. Once your content has been created, distribute your press release on the Web using the following websites to create buzz and get the word out. For more information on free submission websites, read our article, “Why You Should Take Advantage of Free Submission Websites.”

Free Online Press Release Submission Websites:
www.longisland.com (regional)
www.prLog.com
www.openPR.com
www.pressmethod.com
www.pr-usa.net
www.PR.com
www.PR9.net
www.pressabout.com
www.PRUrgent.com

E-Blasts — E-blasts are emails that are sent out to your clients or customers that notify them of a special deal, promotion, event or other news. When promoting events, we recommend using e-blasts because they can quickly deliver content to a large number of people. E-blasts are also much cheaper and easier to distribute than traditional print advertisements. To begin, we suggest signing up for a program such as Stream Send or Constant Contact. These email marketing programs will allow you to create and send e-blasts, as well as e-newsletters and any other professional emails. Once you’ve signed up for one of these programs, create an email with a description of your event and a powerful subject line. Having a strong subject line is so vital to your email marketing success because the majority of people choose whether or not to open an email based on the subject line alone.

Your e-blast should include a small blurb about your event, a link to more information, multimedia (if necessary) and your business’ contact information. Always keep in mind that you don’t want to bombard your contacts by sending an excessive amount of emails. We recommend sending out an initial e-blast to announce your event, a reminder when the date is approaching and a follow-up email after the event has ended.

Facebook — Facebook, the most widely used social media website, offers several areas to promote your organization’s event at no cost. For example, the Facebook Events application is one of the most powerful marketing tools this social media giant has to offer. By creating a Facebook Event page, you are providing your audience with an interactive hub of information and conversation surrounding your event. Once you are logged in, you can create your Facebook Event here. Include a profile picture, fill out all information, upload multimedia (if applicable) and begin inviting friends. When you are creating your page, make sure that the following “Event Options” are checked off:

• Enable the event wall
• Enable the event photos, videos and links
• Allow guests to bring friends to the event
• Show the guest list

Once all of these options are checked, guests will be allowed to invite their friends to your event, write on the page’s wall and upload their own photos and videos. It is important to periodically encourage your friends to spread the word by using the “Share” and “Post to your Profile” buttons. These buttons will post an event invitation directly on the user’s personal Facebook wall. For more information on how to use Facebook to build your business, read our article, “10 Steps to Getting the Most Out of Facebook.”

Twitter — Considering its immensely powerful viral capabilities and communication features, it is essential for your business to break into the world of Twitter. There are a variety of ways to reach your target audience and market your upcoming event using this microblogging network. Before you begin tweeting about your event, you may want to create a customized hashtag (#). On Twitter, hashtags are used to mark keywords or topics in a tweet. By including relevant hashtags in your tweets, they can be categorized and found more easily in the Twitter Search Engine. For example, if you are planning to host a Webinar on social media, your hashtag may be “#SMWebinar.” Be sure to include this hashtag in any tweet relating to your event and encourage people to do the same. Thus, a sample tweet may be, “We are excited to host our first Webinar on social media today! #SMWebinar.”

When using Twitter to promote your event, another tip is to mix up the content in your tweets. If you are continuously tweeting the same thing, your followers will be disinterested with the same information and become inclined to “un-follow” you. To build a variety of tweets related to your event, you can try asking questions related to your event, tweeting the sign-up link or links to any press releases, posting photos related to your event or re-tweeting what someone posted about your event. You can also ask people to share your event by including, “Please RT!” (please re-tweet) to increase awareness on Twitter. For more information on how to use Twitter to promote your business, read our article, “Secrets to Twitter Marketing.”

LinkedIn — LinkedIn offers several opportunities to market your event to personal connections and other business professionals. After you are logged in, you can create and manage your events here. Once you’ve created your event and completed all relevant information, you can invite up to 50 people from your personal network. Since you are limited to 50 invitations on LinkedIn, you should send personal emails to the rest of your connections with a brief invitation and a link to your event. When someone RSVPs, the notification will appear on their home profile so all of their connections will be notified of your event as well. As the administrator of your event page, you can keep track of your RSVPs and monitor any comments. You may also send individual invitations and promote your organization’s events using the discussion boards of LinkedIn Groups. Submitting events to LinkedIn is another quick, simple and cost-effective way to spread your message and boost your attendance. For more information on how to use LinkedIn to build your business, read our article, “Making the Right Connections on LinkedIn.”

Continue Promoting After Your Event — Don’t stop marketing your event just because it has ended! There are still a variety of ways to promote your organization, encourage attendance at future events and nourish communication with your guests. Always thank your attendees through social media updates, emails and, if practical, personal messages. Upload any photos you may have taken to Flickr and your social media profiles. On Facebook, make sure to “tag” people if they appear in your photo album. This interaction will encourage involvement on your fan page and help to keep it interactive and fresh. If you recorded any videos at your event, make sure to upload them to your organization’s YouTube channel and embed them on your website. Another good way of continuing to promote your event is to write a blog post or an article on how it went and what you learned. Always encourage feedback and suggestions from your attendees on all of your Web and social media profiles.

For more information, please contact The Public Relations and Marketing Group at (631) 207-1057 or johnzaher@theprmg.com.

By Hank Russell

It is obvious that, more often than not, we do not write the same way we talk. If we did, we would see how unintelligible we sound based on the amount of grammatical errors we make in our conversations. The words we use when we speak may be more suitable with our family and friends than with our clients or business associates.

Like spelling errors (please see “Words Mean Things: 5 Tips to Avoid Spelling Errors” for more information), grammatical errors will leave a bad impression on prospective employers (especially if it’s for a job for a proofreader or copy editor), clients and business managers. When writing copy, you should make sure it is fluid, concise and doesn’t confuse the reader. Here are five ways to improve your grammar:

Remember there is no reason to use “because.”
People feel the need to use the word because when explaining a reason. The word because should be used only when the question begins with “Why?” Think of it this way: If someone asked you what was the reason that something happened, you would not start your answer with “because”; it should be the explanation why something happened. If the question was, “What was the reason for canceling tonight’s game?”
Wrong: The reason the game was canceled was because it rained today.
Right: The reason the game was canceled was that it rained today.

Know the difference between an individual and a group setting.
When discussing quantities or groups, many people do not know when to use fewer and when to use less. Fewer refers to more than one object that can be set as one or in a group. Less is used with groups that count as one collective unit. Here is a perfect example: Joe sold fewer cars at the dealership this month; as a result, he will make less money than he did last month.

Just like fewer and less, much and many have their respective uses. Much is used for collective units, and many, like fewer, can be used for multiple individuals or entities. The following sentence shows proper usage of both words: There is too much work to do and not many hours in the day to do it.

Know when something is between or among friends.
These words are known to be used interchangeably, which is not a good thing. Between is used for only two people or concepts, and among is used when there are more than two people or entities. Lottery winnings are divided between a husband and wife, for example, but if a group of 10 co-workers hits the lottery, the winnings are split among them.

On another topic, if you use between when writing about a period of time, use and, not to. Use to when using from. Please note the differences:
The school year runs between September and June.
The distance from New York to Los Angeles is more than 2,400 miles.

Watch out for dangling modifiers.
When applying the modifier to the wrong subject, you cause confusion for the reader. Most dangling modifiers give inanimate objects or other nonhuman entities human qualities or actions that are not possible for them to possess or perform, respectively. An example of a dangling modifier and how to correct it is listed below.
Wrong: Looking at his watch, the train pulled into the station. (A train cannot look at his watch.)
Right: Looking at his watch, the passenger noticed that the train pulled into the station.
Right: As the passenger was looking at his watch, the train pulled into the station.

Don’t go on and on and on.
Run-on sentences are the written equivalent of blabbering — there is no coherence and no end to what is being said. Many people do not know when to stop (talking or writing) when trying to make a point. Run-on sentences overwhelm the reader as you try to include as much information as possible. Try to understand reading a sentence like this:
It will take about two weeks to deliver the materials to ABC Company and another three weeks before they can break ground on the building after that construction of the First Second Bank will begin the building is expected to be completed in 12 to 15 months and a grand opening ceremony is to be scheduled three months after the bank officially opens for business.

See how much easier it is to read this:
It will take about two weeks to deliver the materials to ABC Company and another three weeks before they can break ground on the building. After that, construction of the First Second Bank will begin. The building is expected to be completed in 12 to 15 months. A grand opening ceremony is to be scheduled three months after the bank officially opens for business.

These tips should help you improve your writing and produce more understandable copy. As always, be sure to proofread your copy before sending it to print or by mail (learn more at “Proofreading — The First in a Series of Three Articles”). Here are some other resources to help you with your grammar skills:

The Associated Press Style Manual (www.ap.org)
The American Library Association (www.ala.org)
The Bedford Handbook Seventh Edition (bcs.bedfordstmartins.com/bedhandbook7enew/Player/Pages/Frameset.aspx)
The Chicago Manual of Style (www.chicagomanualofstyle.org)
Grammar Girl (grammar.quickanddirtytips.com)
The Elements of Style by Strunk & White (www.bartleby.com/141)

For more information, please contact The Public Relations and Marketing Group at (631) 207-1057 or johnzaher@theprmg.com.

By Hank Russell

It is said that people judge you by the words you use — whether they be spoken or written. How you write is an indicator of the quality of your work and your communication skills. Spelling errors in your document may show that you are unfit for a potential job (if they appear on your résumé), you are not an effective communicator (if they appear in a presentation) or you do not have a grasp of the written word (if they appear in your article).

Using the wrong word or not spelling it correctly prevents you from getting across the message you want to send to your clients or associates. (To learn more about this, please see “Proofreading — The First in a Series of Three Articles“). In the case of the former, your message takes on a new (and unintended) meaning. For the latter, the only message you will convey is how lousy a speller you are. Here are some tips to prevent these errors from appearing in your document:

Watch out for words with double letters.
Take extra special care when using these words. You should know whether to use one “l” or two in parallel and how many “c”s or “r”s there are in occurrence. Although spell check might do the trick, it is better to do the job yourself and look it up in a dictionary for the proper spelling. If you let a misspelling go through, it may result in another double-letter word: embarrassment.

Know which word you want to use and make sure it’s the right one.
Do you know the difference between compliment and complement? What about there, their and they’re? Then there is the difference among insure, ensure and assure, and advice and advise. These words — known as homonyms — sound alike, so it is easy to misuse them. Unlike a patently misspelled word, spell check will not identify the mistake if the wrong word was spelled right. If you are unsure about which word to use, use a dictionary or thesaurus and check the definition to make sure it is the right one.

Watch where you place the apostrophe.
The apostrophe is probably the most misused punctuation mark in the English language. Like using the wrong word, misplacing an apostrophe alters the meaning of a word and the sentence. Probably the most common mistake is the use of the word it’s when the writer means its. It’s is a contraction of the phrase it is, whereas its is a possessive. Also remember that there is no apostrophe at the end of its (another spelling error that is also commonly made).

Avoid spelling words phonetically.
In the age of texting, people write words phonetically rather than correctly for the sake of brevity and due to the restrictions on character count; for example, they will write “ur” instead of “your” or “l8r” rather than “later.” Such communication is fine with family and friends, but it will not work with business associates. It is easy to write skool instead of school, dum instead of dumb or criticly instead of critically. Many words have letters that sound differently or, when joined by another letter, make the same sound; other letters are silent and are not pronounced. Once again, if you are unsure how a word is spelled, look it up.

Do not write in the Queen’s English.
Unless you are writing for a Canadian or British audience, avoid writing in the Queen’s English — that is, writing theatre rather than theater, centre instead of center or manoeuvre instead of maneuver. However, there are exceptions: when the spelling is used in a proper name such as Rockville Centre or NYCB Theatre at Westbury. Otherwise, it will not meet domestic standards. Think locally, write locally.

As always, be sure to proofread your document before sending it to print or to a client or business associate. Here are some resources you can use to help improve your spelling:

• The Associated Press Style Manual (www.ap.org)
• Merriam-Webster’s Online Dictionary (www.merriam-webster.com)
• The Bedford Handbook Seventh Edition (bcs.bedfordstmartins.com/bedhandbook7enew/Player/Pages/Frameset.aspx)
• Thesaurus.com (www.thesaurus.com)

If you would like further information, please contact The Public Relations and Marketing Group at (631) 207-1057 or johnzaher@theprmg.com.

Steps to Better Proofreading, Grammar and Spelling

As a society, we are heavily reliant on the written word. No matter what profession or industry you belong to, strong written communication skills are vital to your organization’s reputation and success. From lengthy articles to quick emails to customers or clients, proofreading every piece of writing you create is essential. Substandard and poorly written brochures, newsletters and website content can seriously hinder your organization. Even the smallest error can distract someone from the message you are trying to communicate to them, whether it be through a blog post, social media update or press release. This article will provide you with five steps to strengthening your organization’s written communication skills through effective proofreading.

1. Don’t Rely on Spell Check — There is no doubt that computers can do wonders when it comes to catching repeated words, reversed letters or common spelling errors. However, this should never be your only method of proofreading. Your computer’s spell check tool can only do so much. For example, certain misspellings can form other legitimate words, and so spell check is unable to detect the errors. Also, spell check is unable to catch mistakes with homonyms, such as whether you meant to write “they’re,” “there” and “their” or “your” and “you’re.” While it is still beneficial to use spell check, it is important that this tool is only one part of your overall proofreading approach.

2. Read Aloud — Reading your copy aloud, even if it is only in a whisper, can help you pick up on mistakes that you might not have noticed through silent reading. Reading out loud at a slower pace is helpful for spotting run-on sentences, jumbled phrases and missing words. You will be able to hear your mistakes and recognize if a sentence doesn’t flow or sounds too wordy. We would also recommend printing out the pages for one final read-through, especially if your writing is going to be published in a print or online medium. It is much easier to proofread from a hard copy rather than just a computer screen.

3. Double-Check All Facts — If you have included any statistics or hard facts in your article, they must be verified. An article or press release that contains factual errors can not only be misleading, but it can cause your audience to lose trust in your writing and professional expertise. For example, if someone spots an inaccurate statistic or numerical figure in your article, they may refrain from reading your future pieces and instead turn to a new, more reliable source. When proofreading, it is essential to check that all of your URLs and hyperlinks are valid, as well as any phone numbers, email addresses or other contact information. You must also ensure that people’s names are spelled correctly and that all numbers or figures are accurate. One of the most common mistakes you hear or see is confusion over whether a “million” was supposed to be used instead of a “billion.” That’s a 1,000 times difference!

4. Don’t Be Redundant — While proofreading your copy, look out for repetition. You should avoid using the same words or phrases over and over to make sure you aren’t constantly repeating yourself. You also don’t want to make the same point twice because all professional writing should be clear, concise and to the point. Although there are times when repetition may be necessary to prove a point, you don’t want to bore your readers. A tip here is to use a thesaurus to spice up your vocabulary and make your writing more interesting.

5. Have Someone Else Read Your Writing — No matter how many times you proofread your writing, it is essential to have at least one other person read it before it is published. It is almost impossible to spot every error yourself because sentences that may flow fluidly in your head may not make as much sense to others. Because you wrote the material, your mind often plugs in the missing words. You may also overlook spelling, grammar or capitalization mistakes. Having a second set of eyes proofread your work is necessary to help catch what you might have missed.

In following these steps, it is important to devote an ample amount of time to your proofreading session. Put your cell phone aside, close out of your email and really take the time to concentrate on your writing. Sometimes it helps to proofread away from your desk on an empty surface. Remember: it takes a devotion of concentration and time to write clear, concise and error-free copy.

If you would like further information, please contact The Public Relations and Marketing Group at (631) 207-1057 or johnzaher@theprmg.com.

Submitting websites, articles, press releases and upcoming events is a great way to attract publicity for your organization and enhance your search engine rankings. To position yourself as an expert, it is crucial to have high-quality content in as many Web locations as possible so your audience will have no trouble finding you. Maintaining a strong presence on submission websites will build quality backlinks and increase your organization’s Web exposure and authority. Best of all, the majority of these Web services are completely free of charge.

It is essential to make free submission websites a part of your organization’s online marketing strategy. This article will give you an overview of services such as Web directories, article databases, press release directories, event calendars and our own case study.

Web Directories — Listing your organization’s website and blog on free Web directories is a quick way to build your link popularity. When people are browsing through categories that are of interest to them, your organization will show up and they’ll be directed to your website. For example, if someone is looking for a veterinarian, they can simply click on the “Pets” or “Veterinary Services” category of a Web directory and be presented with relevant websites. When submitting your links, make sure to fill out all relevant information and categorize your sites correctly. Websites that are not submitted into the correct category will be removed by administrators.

List of free Web directories:
www.dmoz.org
www.geniusfind.com
www.busybits.com
www.hotfrog.com
www.somuch.com
www.skoobe.biz
www.gimpsy.com
www.exactseek.com
www.clickey.com
www.canlinks.com
www.zeezo.com
www.surfsafely.com

Article Databases — To get maximum exposure for your articles, always submit them to free article databases. Well-written, thought-provoking articles will demonstrate your area of expertise in your industry and portray your organization as a thought leader. When publishing articles online, be sure to adhere to the site’s restrictions or they will not approve your article and you will not have permission to post additional articles. For example, you must categorize each article correctly, adhere to the word limit and follow each site’s unique HTML and link guidelines. Along with posting articles to these databases, it is also a good idea to post them on relevant LinkedIn Groups.

List of free article databases:
www.bpubs.com
www.articlesnatch.com
www.dinosauric.com
www.GetYourContent.com
www.articlecube.com
www.articlesbase.com
www.ezinearticles.com
www.isnare.com
www.articlealley.com
www.articledashboard.com
www.businessknowhow.com
www.buzzle.com

Press Release Directories — Distributing your press releases to a variety of online outlets will help attract website traffic and create buzz about your organization. Press releases, media advisories and media availabilities should be published online each time they are created. When creating press releases for online distribution, it is important to use keyword-rich language used by your audience and include as many relevant links as possible. These links can lead to further information, a specific offer or a landing page on your website. Another tip is to add a photo with your press release if the option is available.

List of free press release directories:
www.longisland.com (regional)
www.openPR.com
www.prLog.com
www.pressmethod.com
www.pr-usa.net
www.PR.com
www.PR9.net
www.pressabout.com
www.PRUrgent.com

Event Calendars — When promoting upcoming events, it is essential to advertise with online event calendars to reach your audience. In this technology-driven society, many people turn to these event calendars when looking for things to do. These calendars are also highly targeted since you can submit your event to certain categories. For example, if you are holding a fundraiser for your non-profit organization, you can ensure that your event will appear in the “non-profit” and “fundraiser” categories. If you’re hosting a book signing, you may categorize your event in “Books.”

List of free event calendars:
www.lipulse.com/calendar (regional)
www.nymetroparents.com (regional)
long-island.newsday.com (regional)
event.gstv.com
www.zvents.com
www.eventful.com

PRMG’s Case Study — At The Public Relations and Marketing Group, we utilize these free posting techniques for our own organization and on behalf of our clients. All of our clients’ websites and blogs have been added to Web directories to generate inbound links and boost search engine rankings. If one of our clients writes an article, we promote it by submitting the article for publication on free article databases. Each time we create a press release on behalf of a client, we send out the release through email distribution lists and publish it on a variety of free press release directory sites. We do the same with media availabilities and media advisories. If one of our clients is promoting an upcoming event, we will add it to popular online event calendars. All of these techniques are cost-effective means of enhancing off-page search engine optimization.

5 Techniques to Jump-Start Your Organization’s Public Relations Efforts

Positive, free and consistent publicity is essential to any organization’s public relations and marketing success. Being written about by popular, respected news outlets can be worth far more than a paid advertisement. There are several media relations techniques that can attract valuable press coverage and boost your organization’s credibility and public image.

Utilizing these techniques is integral to the success of any public relations and marketing campaign. This article will show you how to gain earned media by utilizing these top five basic media relations techniques: press releases, media availabilities, media advisories, photo captions and calendar releases.

1. Press Release — Press releases are used to communicate general news items and sent to the media using television, radio, print and Internet outlets. Press releases must look professional and have news value. Media outlets will pay no attention to a press release that is really an advertisement disguised as a news story. Instead of mere self-promotion, a press release should seek to provide insight to an issue that the public or a more specific target group is interested in. It should be a new thought or a new angle on an already publicized story. Press releases can also be used to publicize grand openings, charitable participation, fundraisers and events. It is crucial to emphasize the news value of your press release in the headline and then follow through in the body. Creating an eye-catching headline will grab your reader’s attention and entice them to continue reading through your release. At the conclusion of your press release, include a few boilerplate sentences about your company and all necessary contact information.

2. Media Availability — Media availabilities are used to announce the availability of your organization and its staff to publicly comment on an item in the news. To make stronger connections, it is important for members of your organization to network with the local media, journalists and public relations and communications professionals in your area. With a strong local presence and consistent commenting, the media will begin to recognize you as a reliable source and expert in your industry. As news breaks, it is important to have your availability ready to go. Often, the news can be anticipated, especially when it involves government reports.

3. Media Advisory — Media advisories are used to announce upcoming events and provide invitations to the media to encourage them to attend and cover these events. It is crucial to keep in mind that media advisories are written for members of the media, not for your organization’s clients or customers. When writing media advisories, include the following headings: Who, What, Where, When, Why and Photo Ops. It is crucial to include a headline that attracts media interest and expand upon the title in the “What” section of your advisory. A common use of an advisory is to announce a press conference. Press conferences are presentations of information and a question-and-answer period with the media, set up by your organization.

4. Photo Captions — Photos can help to tell your story and convey your organization’s message in a way that words cannot. Multimedia is a valuable tool in connecting with your audience since many people can better relate to visual elements rather than straight text. At all of your organization’s events, conventional and digital photos should be taken and sent via standard mail and email to print and Internet publications. High-quality photographs with a well-written, informative caption will enhance your story and strengthen your message. You should take photos at a location that resonates with the news item. For example, if you are announcing a grand opening for your business, take a photo of the ribbon cutting.

5. Calendar Releases — It is important to submit your upcoming events to as many event calendars as possible to get the word out to the public. Event calendars ensure that your audience is aware of important upcoming, newsworthy events. Unlike in a press release, you should only include basic information in your event listing. When submitting your event, target the event calendars of newspapers, magazines, television and radio stations.

To increase your effectiveness, post your releases online, including to free press release outlets. You may also want to follow up with personalized emails and phone calls to make sure that your press release has been received and to let the reporter or assignment editor know why it is important.

The growth of the Internet has made it both tougher and easier to reach your potential clients. While it has increased competition by leveling the playing field, it has also provided a channel for marketing your services on a low-cost budget and reach many more people than was possible earlier.

As these new marketing techniques proliferate, it is no longer enough for corporations or organizations to rely only on referrals or word-of-mouth publicity to earn new business. At The Public Relations and Marketing Group, we recommend that clients tap into a mix of both traditional and new marketing methods to promote themselves and their business.

This article outlines PRMG’s top 10 PR and marketing techniques that will help both businesses and non-profit organizations build their brand, demonstrate their expertise and attract many more clients or a community of supporters.

1. Media Availabilities

Is there an important issue (relating to your area of business) in the news you can comment on? Do you have an opinion on a prominent public policy issue that may affect your business? Making yourself available to speak to the media is an excellent strategy that will not only help you display your leadership and expertise, but also help you build professional credibility. Once you establish yourself as a reliable, useful source, the media will want to write about you. A great way to attract media attention is to ensure that your press release has a strong news angle and targets the right publications and beat reporters. Pitching a local angle in your press release will help to secure coverage in local media outlets.

2. Monthly Columns

Writing monthly columns for your local merchant chamber or trade association’s newsletter or for a mainstream publication will help increase your visibility and establish your reputation in your area of business and can often serve as the backbone of your marketing strategy.

In particular, advice columns can be highly effective in attracting potential clients and may be well worth the time spent in answering queries and giving out advice for free. If getting your article published in mainstream publications is difficult, you can submit them to popular article directories such as ArticleBase and EzineArticles.

3. Seminars/Lectures/Networking Events

Speaking at seminars and offering lectures or workshops will also help you expand your professional network, increase your visibility and build your personal brand. Attending professional or business networking events will help you connect with prospects. Despite the growth of social networking and virtual communication, building relationships through face-to-face networking is one traditional marketing technique that will never go out of style.

4. Traditional Advertising

Among traditional advertising tools, you could also consider advertising in daily newspapers and specialty publications but in general, print advertising has been providing diminishing returns. Through television advertising, especially cable television, you can target niche markets or demographics with special programming. This offers you the advantage of reaching a larger audience at a lower production cost and is increasingly becoming an attractive option for smaller, local businesses. In the long run, nothing beats television advertising in establishing a brand that people will remember.

5. Online Advertising

With an increase in the amount of time people spend surfing the Web, online advertising offers great opportunities for reaching your target audience. Google AdWords, a pay-per-click advertising program, allows you to target your ad based on keywords people type in the Google search engine. You pay Google a certain cost per click whenever people click on your ad and visit your Web site – and not how often your ad is shown. Pay-per-click ads are easy to create and allow you to reach an audience that is looking for information on the services you provide. 
You can also buy pay-per-click ads on Facebook or LinkedIn, targeting your ad based on demographic criteria such as age, gender, education, profession, geographic area and other select keywords (such as your audience’s interests).

6. Web Marketing

Since your Web site is often one of the first impressions people will get of your business or organization, it’s important to plan carefully for your site’s design and content, keeping in mind your target audience and the message you want to communicate. While most organizations and even small businesses now have Web sites, many ignore the importance of using search engine optimization (SEO) to ensure that their site is easily found when people look for them online. Using on-page and off-page SEO techniques, you can improve the volume or quality of traffic to your Web site from search engines; the higher a site ranks in search results, the more traffic it usually receives from search engines.

7. Social Media Marketing

Before the growth of social media, most businesses needed to either buy expensive advertising or receive media coverage to attract the attention of their customers. Using social media tools like blogs, Facebook, Twitter and LinkedIn, you can easily network and connect directly with potential clients and deliver information about your services. Social media can also be useful for driving people back to your Web site by posting your latest events, company news or even informative articles on issues that may serve as a useful resource for your target audience. Think of social media as a tool for two-way communication with your potential clients and for displaying your professional expertise.

8. Newsletters

Newsletters – whether printed or sent through email in an HTML format – can be useful for delivering relevant information to your target audience and keeping them updated on your organization’s services or recent events. E-newsletters are especially helpful for generating leads through e-mail programs such as Streamsend and Constant Contact. Using these programs, you can identify and track recipients who click on your e-newsletter. To convert these leads into prospects, you can then follow up with them by sending a brochure and making a follow-up phone call about your services.

9. Booklets

Creating a printed booklet or an e-book with informative articles or whitepapers on relevant issues that may be of interest and of use to your target audience is a great way to start engaging with your prospects and create an image of being a leader in your field. E-books can be easily sent in a PDF through e-mail or social media channels or they can be printed and distributed to your current clients and prospects or the media. You can also make them available for download on your Web site through a contact form that your prospects can fill. This will allow you to follow up with them and keep them informed about your services.

10. Direct Mail and D-Cards

Direct mail can be quite effective for localized businesses, especially if you purchase highly targeted mailing lists. If you are targeting a specific demographic profile in a particular geographic area, consider direct mail.

Another recommended option for direct mail is to use detached address cards or D-cards with your advertisement printed at the back. D-cards can be distributed through weekly publications in your local area at a very low cost of less than five cents each. If you want to saturate a zip code, and are not concerned that all residents will receive your mailer, you can use D-cards.

Whitepaper: Social Media for Non-Profits

Before the rise of social media, most non-profit organizations needed to either buy expensive advertising or receive media coverage to attract the attention of their target audience and spread awareness about their mission. The Web, however, acts as a great equalizer and offers tremendous potential for non-profit organizations to build a community that believes in its mission.

A recent annual survey on Long Island’s non-profit organizations found that only 40% of non-profits are using social media. Social media is one of the fastest growing channels for public relations and marketing today and by not tapping into social media, your non-profit organization may be missing out an opportunity to directly find and connect with those who are truly passionate about your cause.

To find out more about how your organization can leverage social media, click here to fill out a request form for your free whitepaper.