Press Release Generator – Identifying Your Content

So . . . you’ve sat down to write your press release . . . and you’re stuck getting started.

In an earlier article, we discussed Press Releases as Another Opportunity for Branding.  Specifically, we addressed some of the basic criteria needed to produce a successful PR piece, including discussions about:  Topics, Voice, Audience, Outlets, Format, Quotes and Photos, and Post-Submission Follow-up.  In a second article, we wrote a Press Release to Introduce Ourselves as Part of National Small Business Week (in 2020).

Nevertheless, we realize that many of you may still be sitting staring at a blank page after having crumpled up a dozen failed efforts.

In this article, I’m hoping to help you get started writing by encouraging you to identify and assemble the content you need to include to attract the attention of the media and (ultimately) your audience . . . while successfully communicating your message about your brand.

First, ask yourself whether your proposed topic is of general interest to the public and not simply a self-serving grab for attention.  If you are convinced you have the right kind of subject (i.e., a message that’s unique and has a potential impact upon others), then you need to gather up the specific details to include.

The 5 W’s (Who, What, When, Where, and Why . . . PLUS How)

Answer each of these questions in terms of your press release.

Who

Identify those individuals and/or organizations who are involved . . . as well as people likely to be affected by the outcome.  As you perform this step, consider possible prospects to provide you with a quote.  (In the case of a groundbreaking or Grand Opening, the “who” might be the founder of the business.   Or, perhaps the “who” is the individual behind a new product or key enhancement . . . as well as the consumers likely to benefit.  In the case of an employee being featured to acknowledge an award?, the “who” would be the recipient and maybe the judges (assuming they are well-known public figures).

What

This description should address the unique and special nature of the topic being publicized.  For an employee feature, the “what” might be the winner of an “Employee of the Month” contest and a discussion of the habits and accomplishments being recognized.  In other cases, your “what” could be the description of a new product or service, announcement of a Grand Opening or Employee Recognition Day, or perhaps the explanation of an award won by you.

When

The date and time associated with your topic should always be included.  While this piece of information is very obvious in some cases such as a Grand Opening, others might be a bit more ambiguous such as the anticipated date a new product or service will be introduced.  Occasionally, your “when” could be a timeframe such as “income tax season” or “early this summer,” etc.

Where

“Where” identifies the location in which the topic under discussion is taking place.  In a press release, inclusion of an actual address might be appropriate, but a more general reference such as “at the corporate headquarters” or “in Washington” or “at the satellite location of the store” would suffice to provide the reader with adequate context.

Why

This piece of information in very important because you are highlighting “why” the press release matters.  In some cases, the “why” gives you the opportunity to outline the criteria for an award while explaining the reason you were chosen as winner – one of the rare opportunities to be totally self-congratulatory in an acceptable objective way.  “Why” might be your opportunity to explain the reason a new product or enhancement matters to consumers.  “Why” could be the reason an “Employee of the Year” plaque is given, which offers you an opportunity to expand upon your company’s brand while highlighting the ways in which the recognized person embodies those desired characteristics . . . while also calling attention to the ways in which the consumer benefits.

How

“How” (like “why”) often gives you a bit more opportunity to expand upon the branding of your business.  This information can range from “how” the winner of an award was determined to “how” a company has elected to participate in some national holiday such as Small Business Week.  In crafting this piece of information, remain very sensitive to opportunities to highlight the company’s brand characteristics and the way those qualities made the “how” possible.

So, You Have Your 5 W’s . . .

So, you’ve dutifully filled in the blanks for each of those categories.  (Please note that we have provided a Word template with each of these components laid out to help make that process easier.)  Next, actually write down the two or three quotes you plan to use.  At least one of those sources will typically be from a high-ranking company official and the other should be a person with some recognizable expertise in the subject.  Similarly, one of the quotes should be devoted to the main theme of the press release while the other can merely mention the topic while making remarks that reinforce the general branding of the company.  If you can get a consumer to make a statement, that content can be very effective.  Government officials can also be useful, especially for items like awards and Grand Openings.

Next, locate or create any needed photographic artwork, being sure to supply an appropriate caption and perhaps citation.  If you do not have the necessary images, you can take the pictures.

The final preliminary content to highlight in this collection of information is the “branding boilerplate” language you want to include.  For instance, we chose the following message for our blog:

“Produced by two experienced communication professionals, Brand Building for Small Business is a blog that aims to provide practical, do-it-yourself advice about creating a brand identity from the bottom up.  Expect, simple, straightforward tips that can be executed by a single person or a small group on a very tight budget.”

As a result, we try to incorporate at least the substance of this message (if not the exact words) into any press release, knowing such content is the most likely to get cut by an editor.

Finding Your Lead . . . and Shuffling Content in Order of Importance

Now that you have assembled all of your content, you must begin to incorporate the elements into a cohesive story.  The first step is to identify your lead.  Specifically, read through the 5 W’s you’ve collected and decide which one is the most important.

For instance, “what” and “who” would probably be the elements you introduce first for an employee press release with “when” and “where” being secondary.  For example . . .

“The ABC company recently named Mrs. Mary Smith (your “who”) the “Employee of the month” (your “what”).  She will receive her official reward on June 14th (your “when”) at the annual company meeting at the ABC corporate headquarters (your “where”).  She is being recognized for outstanding customer service (“why”), which reflects ABC’s philosophy of putting the customer first (using this portion of the “why” to tie back very directly to the company’s branding statement).

Once this lead is in place, I’d include a paragraph of biographical detail about Mary’s background and history with ABC.  I’d add a quote from Mary about being surprised and honored as well as another from her supervisor about the reasons Mary is worthy and reflects those qualities that are part of the ABC brand.  Information about past recipients might also be included.

Finally, I’d explain the process of selecting the Employee of the Month (the “how” in this case), which could create a further branding opportunity by indicating the choice was made by fellow employees or perhaps the company’s customers.

Then, I would insert a paragraph that describes ABC and highlights some of the company’s accomplishments.  Within this section, I’d include the quote from the high-ranking company official that is pretty much exclusively about the organization.  (The inclusion of this statement will probably increase the chances of the company information surviving the final cut.)  Very often, a paragraph such as this one would reflect your company’s boilerplate.  If not, I’d incorporate that as part of my closing.

For this particular story, I’d be sure to include a photo of Mary and/or the award ceremony as well as photos of other quoted parties and perhaps an image of the ABC corporate headquarters (assuming the place is closely associated with the company and perhaps a bit iconic).

As I hope this one example above suggests, each collection of details will have an intrinsic order of importance that hopefully makes the progression of the press release both obvious and easy to write.  For instance, “what,” “when,” and “where” would probably be the lead of a “Grand Opening” with “who” being used to mention the dignitaries expected to attend. “Why” would almost certainly incorporate some statement about customer convenience that would provide a point of entry into a recap about branding.  An image of the new location would be essential.

For a press release about a new product, “what” and “when” would probably provide the essence of your lead with “who” being secondary unless a specific individual was instrumental in developing the new product.  Once again, “why” would provide an opportunity to expound upon branding and the ways in which customer needs were being better served.  The “how” in this case could talk about the process of development and perhaps incorporate some discussion about the ways in which customer feedback came into play.

As you can see, the 5 W’s are pretty much a part of any press release you’d choose to create.  By using these elements to gather and organize your content, your narrative will be half written – you’ll just need to figure out the correct order for presenting the information for maximum effect.  Generally speaking, most press releases will be less than 500 words, so taking this approach should be very useful in getting you close to a finished product.

To make sure no information is overlooked, we’ve created a template listing all the important components from this post to help you put together your content.  You will ALWAYS have some details to plug into each section.  Once gathered, the ultimate order will most often become fairly obvious.

 Note:  In a future article, we plan to create examples of simple common press releases such as the kinds mentioned in this article (i.e., Grand Opening, New Product Rollout, Employee of the Month Award, etc.).

Press Release to Introduce Ourselves as Part of National Small Business Week in May

In an earlier article (Press Releases as Another Opportunity for Branding), we promised to do our first press release on Brand Building for Small Business, using the occasion of National Small Business Week May 3rd through May 9th to formally announce our blog – believing we now have enough content across many basic business areas to warrant introducing ourselves.

brandbuildingforsmallbusiness.com/2019/12/26/press-releases-as-another-opportunity-for-branding/(opens in a new tab)

With the dual hook of this national celebration plus the rollout of our site as a free resource to the targeted audience, we believe we have enough substance to interest an editor. 

Selecting our media targets on a budget was not easy.  For this initial round, we have contacted about a dozen business journals (all of which serve a substantial small business readership) and an inexpensive distribution channel – IssueWire.com – that also circulates the first press release free.  Clearinghouses such as this one can be very useful in getting the message out to a broader audience, though in a less targeted way than developing your own list of carefully selected publications.  That said, this approach makes the processing of releases much easier, and feedback about the distribution is tracked and easily accessible.  In addition to the most basic level of distribution, several special promotions can be added (at an extra cost) that target social media connections and Google search.

Our goal – we hope to gradually increase the readership of our blog and gain some valuable reader insights.

We will keep you posted about our results . . . and will write a follow-up article on the analysis of the results.  Until then, feel free to review our press release piece and provide us with any feedback in the comment section below.

Read our press release.

https://brandbuildingforsmallbusiness.files.wordpress.com/2020/02/celebrating-national-small-business-week-in-may-new-branding-resource-for-small-businesses-issuewire.pdf

Special Note:
Brand Building for Small Business has been identified by Feedspot (www.Feedspot.com) as one of the Top 100 Branding Blogs. Feedspot provides “the most comprehensive list of branding blogs on the Internet” so we are pleased to be part of that group.  To learn more, visit https://blog.feedspot.com/branding_blogs/.

Press Releases as Another Opportunity for Branding

Press releases – specifically articles prepared for the media (print or online) to announce noteworthy news – represent a great opportunity to promote your brand . . . FREE OF CHARGE.  However, creating legitimate, credible press releases is more difficult than the average businessowner thinks.  For a submission to succeed, you need:

  • A topic of general interest to your audience (and not just yourself).
  • A writer who understands that most adjectives and adverbs have no place in a press release (and who can pretend to maintain the objectivity of a journalist).
  • An understanding of the ultimate audience being targeted and the media outlets best suited to reach them.
  • An appreciation for proper press release formatting (so you don’t automatically send a signal of amateurism and get rejected unread).
  • The ability to generate quotes and photos to make the piece more sales worthy.
  • A commitment to perform various post-submission steps that can be taken to get the best possible impact.
  • Proper integration of standard “boilerplate” language repeated in each and every release.

While our ultimate plan is to develop separate blog articles for each of these bullet points, I will provide a brief commentary about each for this overview.

TOPICS

Your press release stands the best chance of getting picked up when the editor believes your piece will be of interest to the largest possible number of people.  If you are a company like Apple, almost any subject will get and sustain the attention of editors and readers.  When you are ABC Hauling, you need to work harder.  Employee promotions and hiring can be newsworthy as well as accomplishments.  Awards or recognition by the company or individual staff are good subjects, too.  If your industry has a national day or week-long celebration, find a way to tie into that recognition.  Conversely, don’t assume that some small change to your product or facility has a wide enough appeal to be publicized.

VOICE

When you write a press release, you want to pretend to be a reporter writing a news story, including the way in which third-person pronouns are utilized.  Drop all adjectives and adverbs like excellent product, great staff, wonderful service, etc.  unless such words have been embedded in quoted material attributable to a specific speaker.  A newspaper will not print such language, which marks you as an amateur.  Remember, the media must serve your competition just as well as yourself.

AUDIENCE

For your story to have the best possible branding impact, pick topics and articles suitable to your demographics.  If you serve an older crowd, don’t tie your piece to topics aimed at teenagers and pick the places for your submission with an eye to audience. (You want information more likely to be picked up by AARP than Seventeen.)

OUTLETS

As suggested above, demographics are one consideration.  However, a number of others come into play.  For example, does the topic warrant national or regional reach . . . or is strictly local more appropriate?  Are you trying to connect with other businesses or the retail marketplace?  If the former, trade magazines might be your target.  Do you have personal contacts that could be useful in making sure your submission gets proper attention?  If so, reach out to them.

As a small business owner, you might not believe you have options other than your local newspaper or your most familiar trade magazine, but other alternatives for extending your reach exist.  Services like PRNewswire or BestWire can be used to get your message placed in many online outlets and get your story into the hands of a wide range of print contracts, too.

I remember many, many, many years ago when I was still at my greenest, our company achieved a special rating that was worthy of being publicized to our targeted audience.  I wrote a press release that got placed locally . . . but my boss received a message from a friend in another state who passed along the rating agency’s version of the press release that had been distributed nationally.  My boss asked me why her friend got the one from the rater but not ours delivered to her desk.

At that point, I had just learned about national distribution services that release information in a very broad manner for a price . . . but had not yet experimented with the process.  Still, I was able to tell my boss that – if she was willing to spend several hundred dollars – I thought I could deliver similar results, too.

Fortunately, the experiment was a success.  Her contact got our story delivered to her desk via the same “google Alert” criteria she already had in place that picked up the Internet placements that had been made.  She passed our version along to my boss, who was pleased.  (We’ll also eventually do a piece on the use of “Alerts” as electronic clipping services.)

While PR distribution specialists such as these can provide some very gratifying immediate results . . . and get your name and story to appear in Internet search results, the impact tends to be transitory.  Don’t expect more than one or two of those search “hits” to still turn up even a few weeks later.  For sales purposes, that may sometimes be enough.  For branding, a bit more “stickiness” would be desirable.  (In deciding whether the benefit is worth the expense, best to be aware of both the strengths and weaknesses of the process.)

FORMAT

To maximize your chances of success, observe a few very basic formatting requirements to make sure your story does not get flagged unread as being prepared by an amateur.  These conventions evolved to help busy editors who get inundated with requests.

QUOTES AND PHOTOS

A press release should always include some quoted material to make the story more immediate and give you an opportunity to include some of the more subjective material not permissible in the body of the article.  For instance, you can quote your CEO making a statement about superior service due to the excellence of the staff . . . while such a statement would otherwise be inappropriate.  That said, show restraint; you’ll stand a better chance of success.   (Future plans are also another good opportunity to introduce quotes.)

If photos of products, places, or quoted parties are available, include them or at least reference their availability. 

POST-SUBMISSION FOLLOWUP

While this subhead could certainly refer to checking back with an editor when a submission has not appeared after a suitably long period of time, our intention was to further discuss the branding potential of press releases due to conscientious follow-up activities.  

Five Ways to Get the Most Mileage from PR Activities

  • Post copies of press release on your web site.  (People will check them out.)
  • Mail or e-mail copies to your customers and business partners.  (Keeps your name in front of their faces in a desirable way and often includes content that serves the same purpose as a testimonial.)
  • Prepare reprints for use in sales presentations with prospects.
  • Prepare social media postings that link to published copies of the story (or at least to your own online repository).
  • Share your published release with your staff to reinforce your brand with them.

The branding that has been incorporated into your well-crafted press release can have much greater and longer impact by taking these few easy and inexpensive steps.

BOILERPLATE

As discussed in our Style Guide, “Boilerplate” language is a short paragraph included in press releases, sales literature, marketing ads, etc. to ensure a consistent, properly branded message gets incorporated whenever possible.  The language should always be included and in the exact same way, knowing repetition is one of the most basic keys to a well-branded product.  (That said, expect editors to frequently cut your “boilerplate,” though you want to keep including the passage both for those occasions when the message is not cut AND to continually help brand yourself in the eyes of the publication.)

More to Come . . .

In the upcoming weeks, we will be doing dedicated articles to each on these aspects of creating press releases and (as is our custom) we will be preparing a press release about our blog that we will submit to several media outlets in conjunction with National Small Business Week in May.  Since we are well aware of the long lead time involved in getting press releases read and published, we are targeting a draft in January for February submission with the hope of some placements for May. (Publication’s schedule vary from weekly to quarterly and several increments in between, so be sure to know the frequency of the ones you are targeting.)

FYI — More information is available about preparing press release from a variety of sources (just do an Internet search on the proper preparation/formatting) . . . so you might want to check out the thoughts of organizations like CBS:   https://www.cbsnews.com/news/how-to-write-a-press-release-with-examples/.

I also recommend reading Knowing the Basics of Email Marketing and Online PR by The Business Inside for detailed information on distributing and promoting your press release.