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Press releases are an intrinsic part of public relations. Not only are they a major way we communicate with our target publics but also a way that we build the brand awareness and create talkability about the products we represent in the community.
At Promo Communications I have been working on multiple press releases for multiple clients. Here are five things to know, that I have learned about when writing a press release.
1. Leading the way
The lead is the most important paragraph of the press release and in my (somewhat limited) experience it is also the paragraph that gets rewritten and edited the most. The lead, or the opening paragraph, is the one that is going to hook the journalist who will hopefully publish the release as well as hook the consumer. It shows why the press release is newsworthy and contains the five W’s. Who; What; When; Where and Why. These W’s are a PR practitioners best-friends and they all have to be contained within a couple of sentences in the lead paragraph.
Sarah-Jane, senior account director at Promo, said that when writing the lead the first thing you should do is write two sentences that contains the five W’s and then once you have all that information you can rewrite it to make it flow. Thinking of a lead as if you are the journalist is the best way to do it so you are sure you are writing something newsworthy. When I studied journalism at UTS I wrote a lot of practice leads for stories and writing a lead or a press release is the same concept.
2. Juggling is a skill
Working or interning in an agency means you have multiple clients and that means you probably have multiple press releases and multiple deadlines.
Time management and juggling the time you spend on each client is one of the difficult aspects of working in an agency. It is very easy to get absorbed in press releases and before you know it you’ve spent hours rephrasing, rewording and rewriting a release that was probably pretty good to begin with.
Sarah Jane’s advice- give yourself a time-limit. I personally like to make lists of what I want to achieve and the time is has to be done by. I like organising myself that way. Organisation is the key to getting press releases written, edited and finished promptly.
3. Different client, different language
Agency life means having different clients and managing all their expectations. When writing a press release this is not different. Different kinds of clients will have different language styles that press releases have to be written in. I guess this is where experience really helps because this is the part of press release writing I find most difficult. Jumping between different clients and different press release writing styles is really hard because it means constantly changing not only what you write, but how you write it as well! As they say, practise makes perfect!
4. Editing the copy
Editing press releases is really important. Sometimes there is so much information that it is hard to cut down the release to be succinct and appealing to journalists.
I find editing my own work is not the easiest thing to do but is really important so practice, practice, practice!
5. Picking your media
The last part of press release writing is picking the relevant media that you want to send it to. Finding specific media personnel that fit the story and who’s publication is appropriate for the press release is really important in maintaining positive relationships with the media, as well as getting the best earned coverage for your client.