A press release is often your only chance to make a great first impression.

Newspapers, magazines and trade publications receive them by the truckload. That means sloppy, inaccurate, pointless releases are the first to hit the newsroom wastebasket. To make sure yours isn’t one of them, avoid these 7 Deadly Sins:

1. Providing insufficient or wrong information on your press releases, particularly telephone numbers. Releases must be complete, accurate and specific. (Note: A news release is the same as a press release.)

2. Writing too long. They should be no longer than a page.

3. Sending it too late. Mail or fax it to local media at least two weeks before an event, preferably three or four. Major magazines work four to six months ahead of time.

4. Sending a release with no news value. News is what happens that is different. If it isn’t different, it isn’t news.

5. Blatant commercialism. Avoid hackneyed words and phrases such as spectacular, incredible, the only one of its kind, breakthrough, cutting-edge, unique and state-of-the-art.

6. Omitting a contact name and phone number. At the top of the first page in the left corner, let editors know who they can call if they have questions. Include day, evening and cell phone numbers.

7. Calling after you send a release and asking questions like "Did you get my news release?" or "Do you know when it will be printed?" Don’t follow up with a phone call to see if the media got your release, unless you are absolutely sure that someone will check for you. Most reporters and editors don’t have time. If you do follow up, make sure you have a reason to call. Suggest a particular angle to your story, or ask the media people if they need any other information.

Joan Stewart publishes the free ezine “The Publicity Hound’s Tips of the Week,” packed with valuable tips on how to generate thousands of dollars in free publicity. Subscribe at http://www.PublicityHound.com and receive free the handy checklist "89 Reasons to Send a News Release."

©2004 Jeffrey Dobkin

Sixty dollars doesn’t go a long way in buying advertising space. But if you spend it creatively, you can get over ten times that value in newspaper or magazine lineage. And it’s easy if you know how. Here’s how.

You’re familiar with press releases, right? A press release is a single page of information about your product or service that is sent to a magazine or a newspaper. If selected to be published, it’s printed as a short story and appears as if the magazine or newspaper wrote it. There is no charge for having your press release published by a magazine or newspaper.

So stick around - find out how you can have your press release published (and your chances are pretty good) even if you can’t write worth a hockey puck.

There are certain criteria for having your press release published, no matter who writes it. First, it can’t sound like an ad for your product or service. Nope, no adjectives. If it sounds like an ad, it’ll be tossed out. While most editors will make minor corrections so a press release will fit their editorial style, few to none will rewrite your release just to get it in. Editors get their choice of press releases every day, and the ones that catch their eye for publishing are the ones closest to their exact needs - requiring the least amount of editing and rewriting. Most editors know a good thing when they see it.

Second, your press release must conform to the standard layout style of press releases. This tells the editor that you know what you’re doing in media relations and shows your everyday business practices follow suit. So when your release is published, editors will be comfortable with the knowledge their readers will get good literature and - if they order - a good product. They can assume their readers will deal with a professional company on a professional level. If your press release lands on their desk with lots of typos and misspellings, it’ll land in the trash next.

Correct layout style means a big header stating “Press Release” at the top, followed by a contact name and phone number so editors can call for more information. Next it needs a kill date after which the press release shouldn’t run. If there is no kill date, state “No kill date” so it doesn’t look like you forgot it. Also, don’t forget to include a 5” x 7” black-and-white photo for increased interest, better readership, and more credibility.

The headline of your release is centered and in bold. Write your headline with care; it’s this line that will make or break your release. If it’s a great headline, people will read it — and the rest of the release. If it’s a poor headline, people will read it - and the other articles in the magazine. It’s your choice. My recommendation? The Jeff Dobkin 100 to 1 rule: Write 100 headlines, then go back and pick your very best one.

The body of the release follows. Double space, allowing an editor to easily make corrections between the lines. Leave room around the margins, too. Make it look easy to read, even if it isn’t. Use short, descriptive sentences without fluff or excess verbiage. Use a pyramid style of writing - the most important parts in the first paragraph or two - because editors know to cut from the bottom.

Terse, concise writing just like a reporter from a newspaper would write works best. Holy smokes! Did I just say “just like a reporter from a newspaper would write”? What an idea!

How’s this: suppose you aren’t a strong writer, or you’re too busy with other activities to write your own release. What do you do? Call the local newspaper and ask to speak with a reporter. Now, I don’t know about your area, but newspaper reporters here in Philadelphia don’t usually make all the money they’d like. When you get a reporter on the phone, ask if they know of any reporters who’d like an additional easy writing assignment and would consider writing a press release - for pay. Chances are better than good that the same reporter you’re speaking with will go for the chance at easy money. If not, they’ll recommend an associate on staff.

Go over your product information with the reporter, and add enough of a benefit summary so they can write a quality release. Ask them to recommend several different angles and what they think their very best pitch would be. Then ask what their hourly rate is (usually about $20/ hour). Your release should take about two to three hours of writing time, if that - and should cost around $60.

Now for the best part. Your reporter can submit your release to the editor for you. Think about it. The paper’s own reporter writes a press release - in the newspaper’s exact style of writing - and then hands it to the editor with his own personal recommendation. Nice package.

So without writing a stitch, you get the release written then handed over to the editor on a silver platter by a trusted staff member. Your chances of getting it published are… you guessed it. When it’s printed, you just received $1,000 worth of advertising for $60. As promised.

###

Jeffrey Dobkin, www.dobkin.com author of the incredible 400-page marketing book, How To Market A Product for Under $500 ($29.95), He is also a speaker, and a direct mail copywriter. To order books or speak with Mr. Dobkin personally call 610/642-1000. Fax 610/642-6832. Satisfaction Always Guaranteed.

It’s difficult enough running the day-to-day aspects of a business, let alone trying to drum up new business as you go. But according to Shannon Cherry, APR, even if you have additional staff helping to get the word out about your products and services, location and prices, delivery and sales support, news releases can make your company grow faster.

“A news release is sent to editors and journalists in order to generate a news story in the media,” says Cherry, president of Cherry Communications which helps businesses, entrepreneurs, and nonprofit organizations to be heard through marketing communications. “It’s one of the easiest and cost-effective ways to get your message out there. If a reporter decides to run your release, your business receives space for free - and more credibility than just running an ad.”

Cherry explains that it’s critical in today’s business world to be seen, a key element in any business plan. She shares her top ten secrets to getting a news release noticed:

1) Your press release should sound like news, not an ad. You need to make sure your news is newsworthy, so start thinking like a reporter.

2) You should only send your press release to the media related to the topic of your press release. Don’t just send the press release to every reporter you can find.

3) Keep your press release one page in length. Truth is, most editors will only read the headline and the first line or two of your release.

4) Your header, contact information and release date should be at the top of your press release.

5) Use short sentences and double space your lines.

6) Your headline and first few sentences should grab the reader’s attention. Write like the news organizations you are targeting.

7) You should tell a story and mention your business, product or service in the body of the release.

8) Proofread your release many times. Look for grammar and spelling mistakes.

9) Follow up is not only recommended, it is vital. But don’t call every other day asking if your release will run. Call once to see if there is any interest, but don’t nag.

10) Stick to the facts. Tell the truth. Avoid fluff, embellishments and exaggerations. tone it down a bit.

And a bonus:

Use active, not passive, voice. Verbs in the active voice bring your press release to life. Writing in this manner helps guarantee that your press release will be read.

Shannon Cherry, APR, MA helps businesses, entrepreneurs and nonprofit organizations to be heard. She’s a marketing communications and public relations expert with more than 15 years experience and the owner of Cherry Communications. Subscribe today for Be Heard! our free biweekly ezine and get a free special report: "Get Set For Success: Creative, Low-Cost Marketing Tips to Help You be Heard." Go to www.cherrycommunications.com.

Do you dream of being on Oprah Winfrey’s television show? Lots of people do. An appearance on Oprah is considered by many to be the pinnacle of success. Authors dream of having bestselling books as a result of an Oprah appearance. Even David Letterman staged a long-running bit on his show where he openly campaigned to be invited on Oprah’s show.

Before pitching your story to Oprah, become familiar with how the show is structured. Oprah changes the show’s focus from year to year. Watch at least a full week of shows to learn the type of stories the show features and how regular segments fit into the show. As you watch, imagine how your story might be told on The Oprah Winfrey Show.

Don’t send your pitch to Oprah Winfrey. Watch the credits to get the names of producers who work on the show. If you have a media kit, send it to the appropriate producer. Tell them why you think your story is right for the show, and how you see your story fitting into the format of the show. Include a copy of your book, a product sample, a short video, or other items that help make your case. You can get the current mailing address at the Oprah web site: http://www.Oprah.com/.

The Oprah.com web site is a great resource to help you land a spot on the show. The web site includes a list of topics they’re working on for upcoming shows, and tells you how to contact the show to tell your story. There are links for getting your story into O, Oprah’s magazine, too.

You can also use the web site to research regular show features and the topics of past shows. That knowledge can help you target your pitch to the show.

Remember that Oprah and her staff watch television, read newspapers and magazines, and listen to the radio. They are always on the lookout for great stories. Get your story in other media and they may find you. Doing lots of other interviews will also be great practice for when you actually make it to the Oprah set. The Oprah Winfrey Show is based in Chicago, so you might want to make a special effort to get publicity in Chicago media.

Know the show. Visit Oprah.com frequently to see what guests they are looking for. Follow up and contact the show when you can make a connection with an upcoming topic. And have a nice time in Chicago!

Copyright Cathy Stucker. Learn more about how you can attract customers and make yourself famous with free publicity at http://www.IdeaLady.com/pr.htm

Does the thought of knowing your verbs from your adjective scare you? Can the word syntax send you running for cover? Or perhaps putting two words together in front of a crowd sends your body into complete melt down. If so, there is help for you.

Have you ever wanted to communicate more effectively with other people, or dreamed of writing a novel. Maybe you just want to write better reports, get your points across more clearly or be able to stand up in front of people and give a talk.

Often people will say to themselves, "I can’t do that, I was never good at English in school." Yet, this feeling of not good enough is where many communication masters began.

I know of people who stuttered as children and were told they’d never be able to read or talk, yet are well known speakers today. One other person that I know, immigrated to the US and had to learn English, yet today he is a speaker and author. These people discovered that it takes more that knowing your nouns and sentence structure to communicate with others.

Part of the challenge is, we were taught that if we can write a proper sentence then we can communicate are thoughts correctly. That is like saying if you can see than you can read or if you can hear you can listen. Unfortunately, this is not true for reading and listening are skills that we need to learn.

There are many people who have grammatically correct sentences with proper punctuation who can not write anything creative or interesting. It takes more than grammar to connect with other people.

Getting your thoughts, feelings, views and values across to another person are skills that you can learn and master.

It is important to understand that connecting with people can be very intensive and emotional whether you are feeling fear; anger, joy or ecstasy and many people shy away from this. Most often people misunderstand one another because people see things differently and can get upset when people do not see eye to eye with them.

There is a lot of fear of being wrong, of making mistakes, of failing or being perceived as being stupid in anyway. Many misunderstandings lead to disagreements and violence in trying to make or force their way of thinking. People can act as though their lives depended on being right as apposed to having a different point of view. These create many barriers to communication which need to be overcome in order to connect with another person and master communication.

When you can release the need to be right, you can discover a whole new world of discoveries and wonders. Marianne Williamson said it well when she said, “Do you want to be right, or do you want to be happy?” It is important to understand, that to make the world work, we need different views, outlooks, likes and desires.

Many problems happen with people who share the same birth language. There seems to be an assumption that if you spoke the same language that the other person should automatically understand you.

What most people do not realize is that on a physiological level, our brains are all wired differently due to the way, environment and culture that we have been raised in. This also helps to create our psychological out look and personalities.

There is also our metaphysical nature which affects whether we are willing to try and connect with other people. We are influenced by Universal laws, even when we are not aware of them. For example, if you did not know that gravity existed, it wouldn’t stop you from falling off of a cliff. On a quantum level our beliefs and attitudes affects the outcome of our ability to interact with each other. For example many people have heard of "Cause and Effect". In this law, as you treat others, so shall you be treated. On a scientific level, we are electromagnetic spectrums of energy. So the energy that we give off, we attract back, because like attracts like. This means, when you give off anger, hatred, judgments or love, kindness, and understanding, you are attracting the very same behaviour back to you. This in turn, affects your ability to communicate and connect with other people.

Your beliefs have an impact on whether you are happy or sad, have abundance or poverty, health or suffering and even of what you can or cannot be, have or do. It is when we are aware of our own beliefs and values we can work on seeing if they work for us, or if we need to change or alter them. So maybe you’re asking yourself, where do I begin? That question is easy to answer, with yourself. So often people have no idea what they want and hope that other people will figure it out for them. I have seen people get mad at other people for not knowing what they want or for misunderstanding them. It is important to realize that we can’t communicate to others before we clearly know what we want and where we are heading. The people that I spoke about earlier; their lives improved when they clearly understood what they wanted, and then were able to ask others for guidance and moved forward in helping others. For communicating is connecting with others. The second area, once you understand yourself, is that it’s important to understand others and their reality. The next step would be to realize that what you think you are seeing and understanding may not be an exact representation of reality. Our brains filter out most information around us so as not to overload us. What it chooses to let through are things that are important to us and things that are a potential danger. Any information that is considered in conflict with our perceived reality and beliefs is filtered away. So you need to be open to learning and discovery.

Now, if you take this information, consider the following. What if you realized that reality is often illusive and personal? What if you where to discover that the main block to your growth and answers are in the way the you perceive yourself, the world around you and of what you believe you can achieve? And what if you were to understand that the answers weren’t out there, but inward and that you already have what you need to communicate clearly to others? What if I told you, that what you had to do was to be willing to look anew, and that it can build from there? See if you can’t realize the possibilities from understanding yourself and others around you in order to master communication. Today, we are asking more questions and wanting more answers. Today more than ever people are asking, what if I can?

Maria Boomhower is a professional in communication, media relations and holds a Diploma in the Art of Applied Communication. She has won awards for excellence in her field. Her background in communication management has spanned from supervision and training to productions, photo journalism, running sub-press centres and security videos Her style has been to teach communication in ways that creates a win-win environment for those involved. Maria Boomhower The Master Communicator http://www.falconfreedom.com "Command Attention & Confidence" 1-250-389-0551 maria13-89433@autocontactor.com

Each of us is exposed to people from other cultures on a regular basis, in the workplace, in our social activities, at school, or even within our families. Our culture hinders us from getting our message across as well receiving the full message that others want to convey to us. This article expound on three aspects: what culture is, the main causes for cross-cultural misunderstandings, and the attitudes and skills that we need to communicate cross-culturally.

When we think about culture we first think about a country, and particularly about its food, art, customs, and patterns of behavior. These are the outward manifestations of a system of values, assumptions, and deeply rooted beliefs. Culture emerges as a group of people face and then react to the challenges of life. The responses to those challenges that are successful are taught and shared among members of the group and are passed on from the older to the younger members. Culture is then learned through experience.

You can think of culture as having three levels:

• The top level is the outward manifestations, the artifacts: visible behavior, art, clothing and so on.

• In the middle level are the values. These are invisible rules that cause the artifacts

• The most powerful dimension of culture is the implicit cultural assumptions. These assumptions lie so deep that they are never questioned, stated or defended

Culture also exists among Americans, but what are the implicit cultural assumptions of Americans? Some of the most distinctive characteristics of the American culture are: individualism, equality, competition, personal control of the environment, self-help concept, action orientation, informality, directness, practicality, materialism, and problem-solving orientation.

These American values and deeply rooted beliefs are very different from other country’s values and beliefs. The implicit cultural assumptions of Americans are often opposed to those of other cultures. When individuals from different cultures run into each other’s values and beliefs, cross-cultural misunderstandings take place.

People constantly interact with people who have similar views and who reinforce their beliefs. To be able to distinguish between the in-group and the out-group is of central importance for individuals because it allows them to find an identity as to who they are and who they are not.

In the book entitled Cross Cultural Encounters , Brislim states: “If individuals have out-groups whom they can blame for troubles, the in-group is then solidified since there is a common goal around which to rally.” Later on he says: “Individuals become accustomed to reacting in terms of in-group and out-groups. They continue to use such distinctions when interacting with people from other cultures whom they do not know.”

This in-group/out-group distinction provides us with the basis for ethnocentrism, which is the tendency to interpret and to judge all other groups, their environment, and their communication according to the categories and values of our own culture. We are guilty of ethnocentrism when we hold that our view of the world is the right one, the correct one, and the only one.

We are all familiar with stereotyping, which is one of the most serious problems in intercultural communication. Our tendency to hold beliefs about groups of individuals based on previously formed opinions, perceptions, and attitudes is often a defense mechanism, a way of reducing anxiety.

There are many other causes of cross-cultural misunderstanding: lack of trust, lack of empathy, and the misuse of power. All of us know what they are about and the turmoil that they cause. But, how can we do a better job at communicating among cultures?

The same skills that we need to communicate in general apply to cross-cultural communication. Lets look at some of those skills:

Know yourself: Identify your attitudes, your opinions, and the biases that we all carry around. Identify your likes, your dislikes, your prejudices, and your degree of personal ethnocentrism.

Take time: Listen to the other person and allow him or her to accomplish their purpose. Don’t jump to conclusions. Some times we finish the thoughts and ideas of the other person before he or she has finished talking. Some cultures non-verbal styles call for periods of silence and long pauses.

Encourage feedback: Feedback allows communicators to correct and adjust messages. Without feedback we cannot have agreement. First we must create an atmosphere where others are encouraged to give us feedback. Again, don’t be afraid of silence. It could be the appropriate feedback at times.

Develop empathy: The grater the difference between us and others, the harder it is to empathize. To develop empathy we must put ourselves in the other person’s place. By becoming more sensitive to the needs, values, and goals of the other person, we overcome our ethnocentric tendencies.

Seek the commonalities among diverse cultures: Despite our cultural differences we are all alike in many ways. We need to seek that common ground to establish a bond between ourselves and the rest of humanity.

Although our own ethnocentrism might have hindered us from getting to know people from other cultures, let us be more than ever committed to help ourselves and others overcome the barrier that culture creates. Let us endeavor to minimize the occurrences of cross-cultural misunderstandings as we develop the attitudes and the skills that are needed to communicate cross-culturally.

Dori Kelsey is owner operator of SpainExchange. She holds a Bachelor of Arts degree from Spring Arbor College (Michigan) in Management and Organizational Development, and a Master of Liberal Studies from The University of Toledo (Ohio). Through her 25-year career in the United States she acquired professional experience in the fields of international education, employment and training, and human resources development along with effective skills in the development and coordination of programs and the provision of services to foreign nationals.

As owner operator of SpainExchange, she has developed educational tours of Spain, school exchanges, and customized training programs for various schools, universities and educational services. All programs have successfully met the clients’ objectives as they provided relevant learning as well as enjoyable activities for the participants.

With all due respect to all those stereotypical males out there who hate to ask for directions, the fact is that even if the territory is somewhat familiar, if you don’t have a roadmap and follow its directions, you’re going to get hopelessly lost.

So it goes with your PR program. If you truly intend to have a proactive media relations program, rather than one that just reacts to news developments, a plan is essential to ensure you stay on track with not just with tactical details, but with your organization’s overriding business goals and objectives.

Here are some guidelines to establishing a plan that will put and keep you on track:

Start by analyzing your organization’s positioning and how it is perceived by the markets you serve, particularly vis a vis your competitors. Look at your menu of offerings, in terms of products, services or areas of expertise, or at the underlying challenges your organization faces.

Identify and prioritize your key imperatives according to your organization’s most pressing business needs. Your mandates from management, for example, might be to develop PR approaches to help support the trial and launch of a new product or service, to support an existing specialty that may have been neglected for past lack of resources, and to generally help bolster the business’ brand.

A mini plan of attack should be designed for each imperative that incorporates the overall strategy for the project, how it will be supported tactically (audience and media markets targeted, vehicles used, such as news releases, surveys, or bylined articles), implementation timelines and assigned responsibilities, and, ideally, how the PR tactics will dovetail with marketing tactics in terms of everything from messaging to timelines.

To better support an existing specialty service, for example, perhaps the strategy is to develop a program that underscores your expertise and thought-leadership in that arena. You’d identify markets of your buyers, media markets that cater to their interests, ideas for a series of bylined articles on issues or trends tying in with that service to be positioned with those media outlets, a timeframe and responsibilities for article development and pitching, and a plan for how the placed articles should be used (e.g. links to a PDF incorporated into a direct mail piece or client newsletter).

You should also figure out estimated costs, in terms of internal staff time, PR agency fees (if you use one) and ancillary costs (reprint permissions/PDFs, clipping service, etc.), as part of the plan. You may, in fact, have to pare back – or bolster – your initiatives depending on what the numbers tell you.

Moreover, those numbers tie into another important component of the plan: how you anticipate measuring the effectiveness of the program. Return on investment is one (though not the only) way to go – for which you’ll need total spendings as well as a way to tie those spendings to such measurable results, like more business coming over the transom.

Developing a PR plan takes time and energy, but is essential to bringing focus to your PR program. Ideally, you’ll get the structure in place so that each year, the planning gets easier, the metrics help prove out where refinements are needed, and your value is substantially demonstrated to management.

Sally Saville Hodge is president of Hodge Communications, Inc., specializing in strategic public relations and marketing communications for businesses, entrepreneurs and professional associations. Formerly an award-winning financial journalist, she brings over 30 years experience to client engagements. Subscribe today to Communic@te! our free bimonthly e-newsletter and get a free special report: “Using Buzz To Create a Groundswell For Your Business.” Visit http://www.hodgecommunications.com

So you have spent hours and hours writing, shaping and crafting your media message. You’ve worked on setting your objectives, identifying your target audience and working out how to reach them. Your release is well structured and packaged, leaving just writing the head-line remaining.

Unfortunately with little time remaining you hastily put together the headline and send out the release but fail to hear from any interested journalists.

Why? A poorly written headline will fail to attract the attention of a reporter, journalist or editor.

Let me give you an example.

"Triple Bottom-line Community Net Benefit Decision Time for Sustainable Economic Development Decisions Needed Says Economist"

This is an actual headline on a media release from MacroPlan Australia published in ‘The Australian’ Media Section on Nov 13, 2003.

Would you want to read more if you got this on your fax machine or email inbox?

How can you write better headlines?

Here are my Top 10 Tips:

1. KEEP IT TO 1 LINE.

More than one line and you are likely to loose a busy journalist who would receive hundreds of media releases a day. Be sharp and precise, remember your trying to hook the journalist in to read the rest of the release.

2. KEEP IT TO LESS THAN 5 WORDS.

Remember with headlines, ‘less is more’. Make each word effective rather then having too many.

3. EDIT FOR BREVITY

You probably won’t achieve points one and two on the first go. Rewrite and edit every time. Even experienced journalists take several attempts to get a headline right.

4. DON’T TRY AND BE TOO SMART.

Writing headlines for the print medium is a real art form. Leave it to those who make a living out of it - namely newspaper subeditors. Remember newspaper headlines have to sell papers, your headline has to engage one reader - a cynical journalist or editor with a ’so what, who cares’ attitude.

5. KEEP TO THE ESSENCE OF WHAT THE STORY IS ABOUT.

The headline should summarise the story. Make it relevant. If the headline is too flamboyant it will be disregarded, make sure it is appropriate to the story.

6. USE A BIGGER FONT SIZE THAN THE REST OF THE RELEASE.

Don’t go smaller than size 12 for the main body of the text and use size 14 or 16 font or bigger for your headline or title.

7. USE THE SAME FONT STYLE AS YOUR TEXT.

Never change font styles in a release. Times New Roman is the most accepted and professional.

8. USE BOLD TO MAKE IT STAND OUT.

9. CENTRE IT IN THE MIDDLE OF THE PAGE.

10. ALWAYS SPELL CHECK AND DOUBLE CHECK FOR TYPOS.

Nothing harms your credibility more than a typo in the headline!

Thomas Murrell MBA CSP is an international business speaker, consultant and award-winning broadcaster. Media Motivators is his regular electronic magazine read by 7,000 professionals in 15 different countries. You can subscribe by visiting http://www.8mmedia.com Thomas can be contacted directly at +6189388 6888 and is available to speak to your conference, seminar or event. Visit Tom’s blog at http://www.8mmedia.blogspot.com

It happens to business, non-profit and association managers when their public relations budget fails to deliver the crucial external audience behaviors they need to achieve their department, division or subsidiary objectives.

Behaviors they should have received leading directly to boosts in repeat purchases; growing community support; more tech firms specifying the manager’s components; increased capital donations; stronger employee retention rates; new waves of prospects, or healthy membership increases.

If that rings your bell, you need to take two actions.

First, insist that your public relations activity is based on a fundamental premise like this: People act on their own perception of the facts before them, which leads to predictable behaviors about which something can be done. When we create, change or reinforce that opinion by reaching, persuading and moving-to-desired-action the very people whose behaviors affect the organization the most, the public relations mission is accomplished.

Second, as the manager for whom they labor, get personally involved with the professionals managing your PR effort. Tell those specialists that you must list, then prioritize those key external audiences whose behaviors effect your unit the most.

Identify that outside audience sitting at the top of your slate, and we’ll work on it right now.

Nothing happens, of course, until you gather some pithy information. Namely, how do members of that key target audience, whose behaviors affect your unit’s success or failure, actually perceive you?

You and/or your PR team must interact with members of that audience and monitor their perceptions by asking a number of questions: Do you know anything about us? What have you heard about our services or products? Have you ever had contact with our organization? Was it satisfactory?

The trick here is to stay vigilant for negative signs, in particular, untruths, exaggerations, inaccuracies, rumors or misconceptions.

By the time you complete this exercise, you will have gathered the raw material you need to establish a corrective public relations goal. It might aim to fix an inaccuracy, clear up a misconception or lay that rumor to rest.

How you get to that goal, however, is another question because you have just three strategy choices when it comes to perception/ opinion matters like this. Create perception/opinion where there isn’t any, reinforce existing opinion, or change it. A warning: insure that your new strategy is an obvious match for your new public relations goal.

Now, alert your team to a real writing challenge – a message tasked with altering the offending perception. Which means your writer must produce a message that changes what many target audience members now believe. No easy job!

It must be clear about how the current perception is out of kilter. And it must not only be truthful, but persuasive, compelling and believable if it is to lead ultimately to the desired behavior. True heavy lifting!

By the way, messages like that best retain their credibility when delivered along with another news announcement or presentation, rather than a dedicated, high-profile press release.

Speaking of delivery, it’s time for you and your PR team to select the communications tactics to carry that message of yours to members of a target audience that really needs to hear it. Fortunately, there are dozens of such tactics awaiting your pleasure – speeches, radio/newspaper interviews, brochures, op-eds, newsmaker events, newsletters and many, many more. Be careful that the tactics you use have a record of reaching folks just like those you’re aiming at.

It won’t be long before people around you begin asking about progress. Which, once again, will put your team back in the opinion monitoring mode out among the members of your target audience. And the questions they ask will be very similar to those used in the first perception monitoring session.

Difference this time around will be your close attention to just how much current perceptions are really undergoing the change for which you planned. You want solid signs that the offending perception is actually being altered.

You can always shovel more coal into the boiler by adding new communications tactics, then using them more frequently to achieve faster progress.

When you apply a comprehensive and workable plan like this, you have little to fear from “a PR scam.” Instead, you are on-track to achieve those key audience behaviors you must have to reach your unit’s operating objectives.

About The Author

Bob Kelly counsels, writes and speaks to business, non-profit and association managers about using the fundamental premise of public relations to achieve their operating objectives. He has been DPR, Pepsi-Cola Co.; AGM-PR, Texaco Inc.; VP-PR, Olin Corp.; VP-PR, Newport News Shipbuilding & Drydock Co.; director of communications, U.S. Department of the Interior, and deputy assistant press secretary, The White House. mailto:bobkelly@TNI.net. Visit: http://www.prcommentary.com

If so, what is a “hard” discipline? One that involves HUGE money or personal pain? One that absorbs all the general counsel’s time? Or, is it the blinding success of a brand new business or, maybe, something that affects individual careers? Or must it simply employ clubs and brass knuckles?

I believe public relations is as “hard” as ANY discipline can get when it puts together for a business, non-profit, government agency or association, the resources and action planning needed to alter individual perception leading to changed behaviors among their most important outside audiences. When it goes on to help managers persuade those key folks to his or her way of thinking, then move them to take actions that allow their department, group, division or subsidiary to succeed, that’s hard, real hard.

Since, plain and simple, that can mean success or failure for the organization, yes, I’d call it a very “hard” discipline indeed!

And that notion isn’t just sitting out there all by itself. Its foundation is the underlying premise of public relations itself: People act on their own perception of the facts before them, which leads to predictable behaviors about which something can be done. When we create, change or reinforce that opinion by reaching, persuading and moving-to-desired-action the very people whose behaviors affect the organization the most, the public relations mission is usually accomplished.

That’s why many managers are comforted by the thought that the right public relations planning really CAN alter individual perception and lead to changed behaviors among key outside audiences!

Should you be that manager, try to remember that your PR effort must demand more than special events, press releases and brochures if you are to receive the quality public relations results you want.

It will all seem worthwhile when capital givers or specifying sources beginning to look your way; customers begin to make repeat purchases; membership applications start to rise; new proposals for strategic alliances and joint ventures start showing up; politicians and legislators begin looking at you as a key member of the business, non-profit, government or association communities; welcome bounces in show room visits occur; community leaders begin to seek you out, and prospects actually start to do business with you.

Close by are your public relations professionals who can be of real use for your new opinion monitoring project because they are already in the perception and behavior business. But be certain that the PR staff really accepts why it’s SO important to know how your most important outside audiences perceive your operations, products or services. Above all, be sure they believe that perceptions almost always result in behaviors that can help or hurt your operation.

Before you monitor and gather perceptions by questioning members of your most important outside audiences, go over your plans with your PR staff. Rehearse asking questions like these: how much do you know about our organization? Have you had prior contact with us and were you pleased with the interchange? Are you familiar with our services or products and employees? Have you experienced problems with our people or procedures?

Be ready for an epiphany when you discover that using professional survey firms to do the opinion gathering work will cost considerably more than using those PR folks of yours, who already happen to be in the perception monitoring business. However, whether it’s your people or a survey firm asking the questions, the objective remains the same: identify untruths, false assumptions, unfounded rumors, inaccuracies, misconceptions and any other negative perception that might translate into hurtful behaviors.

Goal-setting time has arrived, a goal that calls for action on the most serious problem areas you uncovered during your key audience perception monitoring. Will it be to straighten out that dangerous misconception? Correct that gross inaccuracy? Or, stop that potentially painful rumor cold?

The facts of life say that setting your PR goal requires an equally specific strategy that tells you how to get there. Only three strategic options are available to you when it comes to doing something about perception and opinion. Change existing perception, create perception where there may be none, or reinforce it. The wrong strategy pick will taste like Hollandaise Sauce on your waffles, so be sure your new strategy fits well with your new public relations goal. You certainly don’t want to select “change” when the facts dictate a strategy of reinforcement.

Good writing is always important in public relations, but never more so than now. Here, you’ve got to put together a persuasive message that will help move your key audience to your way of thinking. It must be a carefully-written message targeted directly at your key external audience. Select your very best writer because s/he must come up with corrective language that is not just compelling, persuasive and believable, but clear and factual if it is to shift perception/opinion towards your point of view and wind up with the behaviors you have in mind.

Selecting the communications tactics most likely to carry your message to the attention of your target audience can be a fun chore. There are many available to you. From speeches, facility tours, emails and brochures to consumer briefings, media interviews, newsletters, personal meetings and many others. Take time to assure yourself that the tactics you pick are known to reach folks just like your audience members.

Another reality we labor under in PR is that the credibility of any message is fragile and always suspect to some folks. So the method you use to communicate it is a very valid concern. Which is why you may wish to unveil such a corrective message through smaller presentations and meetings rather than using higher-profile news releases.

Many eventualities can lead you to begin a second perception monitoring session with members of your external audience. But nothing like talk of progress reports. You’ll want to use many of the same questions used in the benchmark session. But now, you will be on strict alert for signs that the bad news perception is being altered in your direction.

Not all programming runs apace, so should momentum flag, you can always move things along by adding more communications tactics as well as increasing their frequencies.

Calling tactical devices tactical devices (like the communications tactics discussed above), avoids confusing them with the broader, more comprehensive mission known as public relations. A mission that we now see allows managers of all stripes to alter individual perception in a way that leads to changed behaviors among key outside audiences.

A discipline you certainly could call one of the “harder” disciplines insuring the success of any manager’s operation.

Please feel free to publish this article and resource box in your ezine, newsletter, offline publication or website. A copy would be appreciated at bobkelly@TNI.net. Word count is 1245 including guidelines and resource box. Robert A. Kelly © 2005.

Bob Kelly counsels and writes for business, non-profit and association managers about using the fundamental premise of public relations to achieve their operating objectives. He has published over 200 articles on the subject which are listed at EzineArticles.com, click Expert Author, click Robert A. Kelly. He has been DPR, Pepsi-Cola Co.; AGM-PR, Texaco Inc.; VP-PR, Olin Corp.; VP-PR, Newport News Shipbuilding & Drydock Co.; director of communications, U.S. Department of the Interior, and deputy assistant press secretary, The White House. He holds a bachelor of science degree from Columbia University, major in public relations. mailto:bobkelly@TNI.net

Visit:http://www.PRCommentary.com