A few weeks ago I was participating on an on-line message board. One of
members was a new business owner who was very excited about sending out her company's first press release. The question she posted to
group was important, but also a common one echoed by so many small-business owners charged with handling media coverage in-house for
first time: "Now that I've distributed my press release, what do I do next?
The answer to that question is a simple one: You follow up with
media. Following up with reporters by phone or e-mail -- where appropriate, can be more important than sending
release itself. Why? Because maybe
reporter didn't receive
fax sent, hasn't read his e-mail yet, or
headline for
release sent via wire services just didn't engage him enough to want to read
release in
first place. Or maybe
release wasn't sent to any one reporter in particular, which is always a no-no.
Fear is
number one reason why most people avoid making contact with
media. In fact, most small-business owners worry that they won't know what to say to
reporter once they call, or that they will catch
reporter at an inopportune time and anger him or her. However if you've taken
time to target
right reporter, study their news beat and
types of stories they prefer, and adhere to their deadlines, you should have nothing to fear in picking up
phone and calling a reporter.
There are basically two approaches one can take to follow up. First if you are confident in telling your company's story, you can just call up
appropriate reporter and tell him or her about your news and ask permission to send over
release. If there is interest from
reporter then send
release over immediately. The second way is to send
release to
correct reporter and then follow up with a phone call or e-mail -- base your follow up method on what
reporter prefers.
One word of caution: Always remember that reporters are very busy people so try to give them two days before following up. It takes them a while to get through all of
messages that they receive. However, if you have a breaking story to report and you want to alert
reporter in advance, or you have an event taking place -- any particularly time-sensitive news, then give
reporter a call
next day after
release has been sent.
So you have
reporter on
phone -what exactly should you say to him or her? It's easiest to start with
one sentence you should never utter: "I'm following up to make sure you received my news release." Consider this
second commandment just right under "Thou shall not forget to ask a reporter if he or she is on deadline before pitching a story." It's also always a good idea to do a little preparation prior to making your phone call.
Here are some tips:
Do make sure that
press release sent is available in two forms - fax and e-mail. The reporter may not have received your release, and if he or she has an interest, they will want you to resend it. The faster you can resend it
better
chance of coverage, so have
fax version ready in
fax machine and
e-mail version ready to go once you hit
"send" button.
Do prepare two alternative story ideas in case
reporter rejects
one offered in your release.
Do purposely leave out a couple nuggets of information so that you can offer them up to
reporter during follow up.