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Getting Organized for Writing

This chapter explores the fundamentals of PR writing, emphasizing research, advocacy, and communication strategies to engage diverse audiences. It highlights the importance of message clarity, audience analysis, and selecting effective communication channels.

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Getting Organized for Writing

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  1. Getting Organized for Writing Chapter 1

  2. The Framework of PR Writing • Writing and the preparation of messages for distribution, while the focus of our book and class, are just part of the PR process • RACE: Research, Action, Communication, Evaluation • PR writing--part of communication step • And is undertaken only after research has been conducted and extensive planning to formulate the campaigns goals/objectives

  3. Writing is One of Five Skills • PR people are professional communicators and should be the best writers, speakers, media experts, comm. theorists in the organization • Other Key PR Skills: • Knowledge of Public Relations • Knowledge of Current Events • Knowledge of Business • Knowledge of Management

  4. The PR Writer’s Purpose • Advocacy, not objectivity • To accurately inform • But also to persuade and motivate • PR activity description: “Working with clients on strategy and messages, and then delivering these messages to target audiences in order to persuade them to do something beneficial to the client”

  5. PR Audiences • Can be more varied than the audience of mass media journalists which can be numerous and anonymous, its members with little in common • PR writers may write for numerous and radically different audiences– employees, community leaders, customers, investors... • PR channels can be varied– traditional mass media but also direct mail, newsletters, videos, posters, blogs, podcasts, e-mail, Facebook, etc • PR pros today need to grasp the diverse opportunities of today’s media mix in order to figure out how to reach a desired demographic

  6. Computers • Like computers? You better, because PR pros spend much of their working day in front of a computer • Independent PR practitioners spend about 70 percent of their time tied directly or indirectly to working on a computer, according to one survey for the PRSSA • Whether a PC, Apple or laptop depends on preferences, mobility needs

  7. Encyclopedias Dictionary Stylebooks “The Elements of Style” by Strunk/White AP Stylebook and Libel Manual- promotes consistency; helps take out the guesswork Media Directories Internet Groups/Blogs Page full on p. 14 Newspapers/Mags Professional Pubs PR Week PR Tactics Reference Sources

  8. Prelude to Writing: Research • PR writers are constantly looking up information, whether for a news release or for background on what kinds of issues and trends might affect a current employer or prospective client • Internet search engines and electronic data bases are accessible and valuable research resources

  9. What is the desired communication outcome? What do we want our audience to do or not do? Who is our target audience? Define audience in terms of age, gender, education level, geography What are our target audience’s needs, concerns, interests? What is our message? Do we want to inform or persuade? What communication channel is most effective? Who is our most believable spokesperson? Writing Outline– the Purpose?

  10. Writing Basics • Sentences—keep them clear and concise. Best average length is 15-17 words • Paragraphs– Short is better than long. PR writers should follow newspaper style– two or three sentences per graf. Short, punchy paragraphs are particularly important for online news releases and newsletters • One study found it takes people 50 percent more time to read material on a computer screen • Word choice– use “reader-friendly words” instead of “stately” multi-syllable words (examples p. 22) • Avoid jargon, overly technical words; keep voice active and present tense; use strong visual descriptions or analogies when possible (Coca-Cola and Microsoft examples on p. 25) • Also avoid hype, exaggeration, too many numbers, politically incorrect language • Review Tips for Success on pages 24-25

  11. PR Strategies and Tactics • A PR initiative includes laying out strategies to achieve desired outcomes • Strategies are statements of directions • Each strategy is made operational through a list of tactics • See new cosmetic examples on p. 1-2

  12. Communications Technicians • PR writers and media placement specialists are responsible for implementing the tactics of a campaign or program • By definition, they fulfill the “technician” roles as the “production” staff who write the news releases and feature stories, pitch coverage to the media, and design promotional material

  13. Size Matters • Communication technician is often an entry level position • But depending on the size and structure of an organization this person may also have management duties and advisory responsibilities to top managers and executives within the company or organization ###

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