How to eliminate jargon when addressing the media

Overheard while walking the halls of large technology company – “The new feature is built around ephemerality, and we are in-roading programmatic integration”

If that sentence made you slightly queasy, you are not alone. Technology rushes forward and language can sometimes barely keep up. To compensate, many of us resort to linguistic shorthand – acronyms, technical jargon, or even brand new invented words.

That’s all well and good when discussing internally – but eventually we need to shout about our products from the hills. And screaming – “IT’S AN INTEGRATED HOLISTIC PLATFORM THAT ENABLES THE AUTOMATION AND DIGITISATION OF INFORMATION THROUGH SELF-LEARNING ALGORITHMS!” – is not an inspiring war cry.

So here are a few tips when we need to talk about new things.

Articulate the value you’re giving to customers

My favourite quality in a spokesperson is passion and pure excitement about innovation. They are usually experts in their fields, and sometimes the brains behind breakthroughs. But sometimes, they get too excited about the process, they forget to talk about the results. In building a narrative, start with the customer. What problems are they facing or why would they like your product? Instead of talking about nuts and bolts of self-learning algorithms, talk about what that could mean in terms of cost-savings and efficiencies.

Use Analogies, but avoid cliches

One of the most elegant ways that Open Source coding was explained to me through this analogy.

“Imagine buying Car A – you can drive it, but no one is allowed to look under the hood. If anything goes wrong, you’d only be able to take it back to the manufacturer’s garage. The manufacturer’s mechanics would be the only people to work on the engine. That’s Closed Source coding. Now imagine buying Car B – you can drive it, and anyone can look under the hood this time. Any licensed mechanic would also be able to look at the engine – and in fact compare your engine to other newer engines and make modifications. That’s Open Source coding.”

While one could nit-pick the technicality of the analogy, this is still a good primer for a non-technical person to understand something new. With the consumerisation of technology and more IT decisions being made by non-IT professionals, the ability to convert technical concepts to plain speak is becoming more essential.

Graphics are worth a thousand words

While analogies are great, sometimes words hit a barrier when it comes to explaining things – especially for very abstract concepts. You could always try multiple analogies, or pouring more words in, but sometimes a much more effective solution is the deployment of visuals to clarify things.

I highly recommend this YouTube channel – Kurzgesagt – In a Nutshell. It’s a great example of how effective visuals can help explain difficult concepts, like Universal Incomes or the science behind GMO foods. And of course, statics graphics can work just as well.

Ultimately, the trick is to start with your customers. What do they know and understand? What touchpoint would they relate to? Once you meet them on their side of the bridge with something they understand, that’s when you can guide them along your narrative journey.

Need help with your PR strategy? Drop us a message at [email protected]

3 Tips to go from media shy to media savvy

The acronym ‘CEO’ will likely conjure images of fearless leaders in command of their businesses and their people, natural-born spokespeople inspiring those in the business as well as those looking on.

The reality, however, is that many CEOs may often be introverts shying away from external exposure and the prying eyes of the media. Apple’s CEO Tim Cook, for example, is not only one of the most powerful leaders in the world, but he’s also amongst the most publicity-shy ones.

Staying out of the spotlight, however, will likely do more harm than good. Research shows that an accessible CEO makes a brand more authentic.

Public relations professionals must do more than just convince their CEOs, they must support their leaders in a way that makes the process as painless as possible as well as ensure their CEO will be the custodian for the organisation’s image and reputation.

To help prepare any business leader, here are our top tips to guide the media-shy through the interview process:

Media Training is key

Critical for any CEO or spokesperson, media training is a programme aimed at creating a strong foundation of interviewing knowledge from structuring responses to question redirection. A good media training programme will allow for the media-shy CEO to get a feel of what it’s like to be in front of a reporter and face difficult unexpected questions in a controlled environment.

Media training is not a magic bullet, practice makes perfect, meaning that training sessions should be carried out on a frequent basis to keep the spokesperson’s confidence up. Further, carrying out frequent impromptu mock interviews covering the latest trending topics as well as difficult probing questions around the business can provide the crucial experience that a media shy CEO must be exposed to before sitting down with media.

Practice, practice, practice!

When the time comes for an interview, preparation is key. Naturally, a comprehensive briefing document covering the topics, questions, key messages, interviewer and media profile is a no-brainer. It is vital to sit down with the CEO prior to the interview to gauge their familiarity with the subject of the interview. Working hand-in-hand to craft a narrative and key messages with additional research would help spokespeople feel at ease.

Preparation for the media shy CEO should extend further, emulating the scenario by adopting the questions, duration and style of the interviewer to give the CEO a better idea of what to expect.

Don’t underestimate media relations

Often the most overlooked aspect, and one usually undertaken solely by the public relations professional, is for the business leader to play a first hand role in building relationships with the media.

Building relationships through no-agenda coffees, get-togethers and networking events will allow the CEO to get used to being around media, and most importantly, dispel the myth that journalists are ‘out to get you’. By building these relationships, when the time comes, the CEO will likely be able to sit down for an interview with someone familiar.  

So there you have it, our top tips on how to prepare your media shy CEO to face the media world and not only be more comfortable, but also be in a position to represent the organisation in a way that will grow its reputation and standing in the business landscape.

Drop us a message at [email protected] to talk to us more about media training.

How to get your brand heard in a new market

Venturing into new markets with your brand may be a daunting task. If it’s done wrongly, you could sink vast amounts of financial capital. Succeeding with a market entry, your brand could acquire new revenue streams and new customers at the same time.  

So, what are the things you need to keep in mind when preparing to enter a new market?

Understand your market
  • Do your research. Never assume that you know what your target audience wants. You need to have the facts and research to back it up. Take a close look at the market and find out what the most pressing needs, issues and desires of your target audience are. It will help you to position yourself as the answer they’re looking for.
  • Where do they get their information from? There’s a plethora of platforms for content consumption – both online and offline. But how will you actually reach them – through blogs, newsletter subscriptions, newspapers or social media? Focusing your efforts on the appropriate channels will ensure that you get the most mileage out of your resources.  
  • Tailor your content. Something that works in China may not necessarily see the same success in Singapore – or vice versa. Localising content helps to shape your messages in a way that your customers can relate to.
Know your competition
  • Make a competitive analysis. Walking into a new market it’s important to identify the factors contributing to the success and failure of existing brands. What has the market leader done so well that elevates them to their current position? Why can’t other brands find their footing? Learn about the methods your competitors use and find out which they are not using.
  • Differentiate your brand. At the same time, there is also great value in making sure your brand stands out. But what are you offering the market that differentiates you from others? Moving into a new market and immediately trying to compete with everyone else in the industry is not a task to be taken lightly. Carve out your own niche and communicate it to your target audience. Operating in a specific niche will reduce the number of direct competitors your brand has to manage.
Have an eye on the market
  • Spot trends. Depending on what industry you are in, markets tend to move fast today. Trends are insightful and a powerful source of information. Keeping up-to-date with the latest trends allows you to understand the current interests and wants of consumers, which will help you to capture the attention of broader audiences.
  • Network the industry. Smart business leaders know to always be on the lookout for emerging trends and be prepared for what comes next, so they won’t be left behind. However, not all trends start online. Get a feel for the industry by attending networking events in your field.
Look for media opportunities
  • Owned media. Build a communication strategy for your brand. Make sure you are consistent in what you say and how you describe your brand. Using your own media channels, such as your company blog, social media or thought-leadership pieces on LinkedIn, are an easy way to spread the word. Just make sure that you are on brand.
  • Earned media. Earned media is often the aim of a brand’s PR and social media efforts, including media coverage, social media posts, reviews, and blog mentions. As the average consumer is bombarded with countless advertisements daily, earned media is one way to stand out from the masses.

The following questions will help you when looking for brand-appropriate earned media opportunities:

  1. Is there something unique about your organisation that might interest local, national, or trade-related news outlets?
  2. Do you have existing customers who are possible brand advocates?
  3. Are they willing to tell the world why they’ve had a fantastic experience with your brand?

Why is earned media so effective? It’s simple – customers trust the opinions and experiences of other customers more than any other source available. The road to success may be a bumpy one, but take these tips into account to smoothen your journey as much as possible.

Trying to break into a new market? Drop a message to [email protected]

 

How to master the art of following up with journalists  

As a rule of thumb: if a journalist is interested in your story, he or she will likely respond immediately. So, if you haven’t heard back it’s probably because your pitch note didn’t make the cut.

Having said that, it’s also important to remember that reporters are a notoriously busy lot and often don’t have the time to read every email they receive. So, how do you catch their attention?

Following up after sending a press release or pitch note can feel a little awkward, but it’s a necessary part of the job – and if done right can help to make your placement happen. Here are some tips to do it in a tactful and non-intrusive manner:

Say something original

A journalist may have inadvertently deleted your email or simply chosen to ignore it – either way it is important that your follow up focus on conveying information that wasn’t in the original pitch. Read the reporter’s last few articles to see what he or she is currently tracking and then relate the information in the press release to relevant and related trends.

Know your client

Pitching is one thing, but answering questions from journalists as they decide whether or not your client is worth covering is another. You’ve got to know your client inside-out. The details that matter may vary depending on the publication you’re speaking to, but keeping tabs on your client’s business model, revenue (if that’s public), growth and leadership team will help you and your pitch stand out.

Personalise your pitch

Lack of personalisation is one the biggest reasons pitches get declined. For one, it shows you haven’t done your homework, but more importantly it’s downright rude. Journalists receive dozens of emails a day – so make their lives easier by sharing stories that are relevant to their sectors. Take the time to get to know journalists, the beats they cover, and the stories they track.

Don’t make multiple calls

While twiddling your thumbs waiting for a response, resist the urge to make multiple phone calls, spam reporters’ inboxes, or worse, reach them on social media. Instead, let some time pass (ideally 2-3 days) – and then call them on the phone to present your case and determine their interest in the opportunity.

Pick a good time

Research shows that journalists prefer to be pitched to between 9 am and 11 am because that’s the best time for them to figure out what they’re going to write that day and present it at editor meetings, which typically happen after 11 am.  And remember, you’re not the only one under pressure to deliver a story!

Looking for some inspiration for your next pitch? Drop a message to [email protected] 

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Mastering media relations in the digital-only age

The recent news of Today Newspaper and Campaign Asia shutting down their print editions and going fully digital got us all talking about the fate of newsrooms and journalism.

Make no mistake, earned media is still hugely important for brands and that is unlikely to change in the foreseeable future. However, the way people consume media has changed drastically and that has far-reaching implications not just for journalism, but also PR and communication teams.

Here are some tips to help you keep up and evolve:

Know your editors and their beats

This is key to ensuring your news is visible to those who need to see it. Understanding the new media landscape from a journalist’s point of view is paramount if you want to participate as a business owner, marketer or PR professional. And there’s multiple ways to do this! Start by reading every online and print publication that matters. Staying  in sync with topics journalists cover will only benefit your campaign. Industry news and hot trends are a must, but knowing what captures the attention of journalists and editors is the key to a successful pitch.

Use social media to connect

As more information goes out on social media, these platforms have become a valuable story resource for the journalists and editors. Social media is a key ingredient to mastering media relations, so use it effectively:

  • Gather intelligence – Want to pitch a story idea to a reporter? Then use social media to learn what makes them tick. Target specific journalists or bloggers and follow them on Twitter, their professional Facebook pages, Instagram or LinkedIn. It will provide you with insights that can help you with your next pitch.
  • Build relationships – Interacting through Tweets or comments can be a gateway to a conversation. Don’t underestimate the impact of a well-placed and thought-through comment.
  • Promote your thought leadership – The more you share your content and thoughts on social media, the higher your chances to appear on the feeds of journalists or editors.
  • Respond to breaking events – Share information that helps putting a related breaking story into context. You will have a good chance of attracting the attention of journalists. While you’re at it, pay attention to trending hashtags.
Use Google analytics for insights

Welcome to the age of data-driven PR. Using Google analytics, there’s an abundance of data insights at your fingertips, ranging from the source of your traffic to how many pages a visitor viewed. You can track visits from published PR materials and the source of leads. You can find out more about what your target audience looks at and where they come from. These insights into the readership of digital news websites add a strategic element to your campaign.

Suggested read: Up your PR game with data

Don’t limit your press releases

While it’s important to announce product announcements or executive changes, press releases can do much more. Use press releases to promote whitepapers, webinars, blogs and much more. Online content is becoming  more diverse in topic and imagery. It’s rare for a publication to be solely print nowadays, so it’s vital to consider content for the website.

A journalist is more likely to run your story if you can provide a few good quality images, a video and an infographic. Online publications rarely use only text. Announcements that are a little different and use alternative media will capture the attention and make your viewing experience as diverse and interesting as possible.

Need to get up to speed with digital media relations? Get in touch with us at [email protected]

 

The Ultimate Cheat Sheet To Building A Powerful Media List

Behind every published news article, is a compelling media story and a PR pro’s powerful stash of press contacts. This stash comes in the form of a targeted list, consisting of the contact details of new editors and journalists.

Pulling a new list together for your business is no easy feat, and can take hours on end. With the availability of media database programmes, this task’s been made much simpler. These programmes however, often involve hefty fees.

To those who are feeling the pinch of investing in such programmes, this cheat sheet is made just for you.

Who do I want to read my news?

Building your own media target list is not rocket science, but it does require some thought. For starters, consider who your audience is, and the most relevant media outlets to best reach out to them.

Besides naming these publications, break the publications down into their individual sections – think the business section of a local newspaper, or the food section of a magazine. This will effectively narrow down the scope of your search, saving you a great deal of time.

Look into major newspapers and relevant magazines

Luckily for us, most newspaper journalists have their email addresses embedded alongside their news stories. If a writer touches on a topic or story you consider to be relevant for your business, take his or her email address down.

For the magazines, check out the foreword section. It will give you a quick overview of the magazine’s editorial team and the details of the various magazine section editors.

With this, you are well on your first step to building your targeted media list.

Get online and social

If you can’t seem to locate a particular journalist’s contact details within the print publications, tapping into the online counterparts of the news outlets can be helpful. If not, move on over to the journalist’s social media pages such as LinkedIn, Twitter or even blogs.

Along the way, you will probably even learn much more about the journalist – everything from their high school, the event they have just attended and a collection of past stories they’ve covered. This knowledge can come in handy as talking points when you are in touch with the journalist.

‘Make up’ the journalists’ email

If you pay enough attention to the email addresses of journalists from the same publication, you may begin to notice how the make up of their emails remain consistent across the board.

When necessary, play around with the journalist’s first and last name to try and “guess” his email address in context of the others in the same publication. If you have the journalist’s name right, chances are, you will get the email right as well.

For example: A journalist’s email in a certain publication could look something like [email protected], combining the journalist’s first and last name to create the email address.

Suppose you’re seeking the email of another journalist within the same publication or group, your guess would then reflect the above.

If still you still can’t locate a journalist…

Simply pick up the phone and get in touch with the editorial department of the various media outlet. When on the line, be clear with the purpose of your call and whom exactly you are after.

I’m sure these friendly folks will be more than glad to assist you.

Retain the list, keep it up-to-date

Getting your list ready is one of the stepping-stones to getting the word out about your business, but the work does not end there.

Due to the nature of the industry, journalists move around, and they do it fast. As such, you will need to be on top of these movements, ensuring that your media lists are always updated with the freshest press contacts, or risk having your news stories fall off the face of the earth.

Repeat the steps above over and again – including new contacts when you spot them, and removing contacts when their emails stop working.

Need assistance on maximising the reach of your press materials? Get in touch with us directly at [email protected].

 

A guide to writing a press kit

Whether you’re preparing to launch a new business venture or you’re already up and running, a public relations strategy to boost the exposure of your brand should sit snugly inside your long-term business plans.

When we work with new clients, before delving into the nitty gritty process of media pitching, we help companies to write and prepare a media kit, or press kit, to help introduce them to members of the media.

Of course, this is something you can do yourself, although we would recommend engaging an agency to assist you in the process. We deal with the media on a daily basis, and know exactly what they need and what they’re looking for!

What is a press kit?

A physical or digital press kit is a thoughtful curation of vital information about your brand and organisation – from a company biography, biographies of key business leaders and photos.

A digital press kit is everyone’s preferred method of information distribution, as this makes it easy to send out to journalists. Its content can also be updated quickly when the need arises. A physical press kit offers more room for creativity, and is generally used when you’re meeting members of the press face-to-face.

When on a budget, forget about the fancy, extravagant physical kits that may cost a little to design. Begin with something simple like a Dropbox or a Google Drive folder.

Put yourself in the shoes of a journalist

With packed schedules, journalists rarely have the luxury of time to sift through a massive amount of information to piece their stories together.

It’s never good news if they have to look beyond your press kit to get basic information, even for details like your store address or your opening hours. This is why the information in your media kit needs to be clear, concise and easy to access.

There are a range of things that can go into your press kit, but make sure you don’t forget the following essentials:

  • Your company biography

Imagine telling someone the story of your business. Share how you started, when you started, what sparked your business idea, and the gaps or problems you address through your solutions or products.

Present all of that information in a succinct paragraph or two of text, and drop them in your press kit. While this information may not always be published as part of a journalist’s content, it offers clear insights to your company’s background and of course, to what you do. It will also help them decide whether you are someone they might want to interview for articles they have coming up.

  • Biographies of key company representatives

You need to introduce your business’s key founder or spokespeople, so the media know who the best people are to interview. Include the profiles of any key players whose profiles you’d like to raise through their biographies – such as the founder, the CEO, or the MD.

Don’t forget to include their photographs, as well as succinct information about their professional histories and one or two more personal details. This will give the media a good all-around idea of who they are.

  • Your brand logo

Include this in various colours, sizes, resolutions and formats, if you can!

This will allow journalists to publish your logo along with their content in the most suitable form, whether it’s in the print or online medium – or if you’re lucky, on both platforms.

  • Any relevant existing company press releases

From a product launch announcement to the introduction of a new member in the organisation – if you’ve got it, include it. The key here, though, is to ensure any press releases are relevant.

They can be a fantastic point of reference for the journalists to work off for their stories, and past releases can also be filed away as the journalists’ own sources. When the potential opportunity for a story relevant to your product or expertise arises, your company stays at the top of the journalists’ minds.

  • Your contact details

Think about who the media should contact, over the phone or email, should they have any queries pertaining to your business or press materials. This person needs to be someone who is knowledgeable about your products, easily contactable, and can also quickly revert to the media in the shortest time frame.

  • Other relevant product photos

If you’re launching a new product or have existing products, consider including some professionally taken product photos. Hire a proper photographer if you can – no journalist will want to publish dimly lit or poorly taken iPhone snaps.

These photos can also be reused for other purposes such as on your website or for social media purposes, so it’s usually worth the investment.

If you would like help launching a PR strategy for your business or startup, get in touch with us at [email protected] 

6 phases of a PR campaign for pre-launch startups

So, you’ve got a great product or service. You’ve tried and tested your amazing idea and you’re sure it’s going to solve a big problem in people’s lives. All you need to do is get the word out there and before you know it, hoards of people will soon be using it and sharing it with their friends.

Right?

Quite often here at Mutant, we see a pattern of pre-launch startups approaching us for PR, social and content activities a month (or even less) before their big launch. While it’s great our services are being sought out, it’s not ideal for startups – or for a PR campaign – to have such a short lead-in time. It’s something that you should be thinking about months in advance to plan your content, generate interest and kick-start press coverage.

Magazines work two months in advance, so if you’re hoping for print interviews and features, you need to be working to their timings.

These days there are more activities than ever for startups to think about. PR, social media, video content, blogs, marketing, SEO, SEM – the list goes on. This can be really overwhelming for a small team with a limited budget. All these activities will help you in different ways, but applying a small combination of them – or placing a large focus on one or two from the list – will help you go a long way.

For the purpose of this post we’ll focus solely on PR, going through the tasks and stages you should be thinking about before engaging an agency for help to execute.

  1. Writing a press release: What’s your angle?

Finding the right angle for your initial press release is the most important starting point. What do you want to highlight to the media and the public the very first time they hear about your business?

Ideally it’s your USP – your Unique Selling Proposition – which could be anything from innovation around great service, famous founders, game-changing food or venue, the solution to an industry-wide problem, the biggest, fastest, strongest product in its field, etc.

There are so many things you probably want to say, but you only have one shot to grab attention with a catchy angle and main headline. Make sure it really stands out.

  1. Press release tips to keep in mind
  • Make sure your news is timely – it has to be about now. Include dates and timings if applicable in your release.
  • Write all the main points in your first two sentences. Some journalists and bloggers might not read beyond this. Include the What, When, Where, Why and How of your story.
  • Make sure your release includes one or two quotes from key people, such as a company founder or an expert in the field. Make it easy for the press to extract a succinct quote that outlines the purpose of your launch.
  • Add in contact details for further enquiries or interview requests.
  • Put in a link to your press kit at the end.
  1. Putting together a press kit

By using something as simple as Dropbox, put together a folder of all the information the press may need to access about you. This can include biographies of key people, your company profile, high resolution photos, videos (if applicable), FAQs and, of course, your press release.

This way, media have all the information they need to write about you, making it much more probable that they will cover you. No one likes to go back and forth while collating an article.

  1. Pitch the right story to the right journalists

This is the most important step of all. There is no point pitching a tech story to a fashion magazine or a lifestyle angle to a business journalist.

Your business is likely to appeal to different sectors and industries. Alongside your PR agency, this can help you segment what aspects of your company will appeal to different journalists. For example, if you’ve created a lifestyle app that reviews restaurants, you would want to pitch your story to F&B magazines and lifestyle sections of daily newspapers.

But let’s take it one step further. If you’re willing to divulge figures, why not approach tech and business publications to announce your Series A funding? If you’ve got an interesting personal story, why not approach women’s and men’s magazines for a profile interview? If you’re not sure about the best way to do this, an agency can help streamline this process to ensure maximum coverage.

  1. Follow up

Distributing a press release is only half the job. Editors receive hundreds of press releases and are likely to have vaguely skimmed through yours or missed it completely. A follow-up call and email (or multiple) is a must.

Make sure it’s as targeted as possible and that you really understand the publication you’re pitching to. Know their specific sections well – for example, if they have a ‘Day in the life of…’ section and you think your daily schedule would slot perfectly into that, then pitch for that specifically. The more specific you are, the more likely you will get an answer from the journalist.

  1. Track

Make sure you’re tracking coverage, setting up Google alerts and keeping an eye on all listings and stories that come out. This sounds very obvious, but you’d be surprised how many people look back and can’t seem to find the article from two years ago that appeared in the local newspaper. Make sure physical print stories are scanned and saved for future reference.

This is just a tiny guide to get you started. The best way to carry out a full campaign is to engage with a PR company who already has established press contacts and experience. But when you’re pre-Series A or even pre-seed funding and are doing everything on your own savings, this can be difficult to budget.

If you’d like more advice on how to get started with PR, content and social, feel free to get in touch with us at [email protected].