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Six Proven Secrets to Writing a Press Release

15.01.2008

In baseball, it’s said that you know an umpire is top-notch when you never notice his presence. If he’s doing his job, he won’t call attention to himself in any way. It’s much the same for the writer of a press release. When the recipient of a press release focuses only on its content — and not on its creation — the writer has succeeded. With that in mind, here’s how to develop a style that can help give you a big edge in placing your press releases.

1) Master News Style By Reading News Stories
The folks who write wire copy for the Associated Press are masters at presenting information without calling attention to themselves. Read all the AP wire copy you can and get a sense of the rhythm and flow of their writing. Examine their choice of words and sentence structure (typically, they choose the simplest way of saying things) and their overall tone of solid objectivity. This is the style to which you should aspire.

2) Write a Great Lead
The lead paragraph in a press release should, theoretically, be able to stand alone as a news item. A standard news lead answers the Five W’s — Who? What? Where? When? Why? Successfully answer those five questions in one paragraph and you’ve summarized everything beautifully.

Bad lead:
The new Acme X100 is drawing raves from customers, who call it the best thing to happen to the flanging industry since the X99.

Good lead:
Philadelphia, August 15, 2007– Calling it a “milestone day for our industry”, the Acme Company unveiled the first flanger capable of creating widgets using only solar power. According to Acme President Joe Blow, the X100 is expected to find wide use in the developing world, where access to traditional electric power is unreliable.

The Five W’s are answered! Who: the Acme Company. What: theintroduction of the solar-powered X100. Where: in Philadelphia (the headquarters for our fictional company). When: August 15. And, most important, Why: for use in the developing world.

Remember this: in almost every release that’s successful, what put it over the top was the answer to “Why?”. You must make plain the significance of your news by answering that question succinctly and without hype!

3) Write in Third Person
Perhaps it’s a silly convention, but press releases really should be written as if they’re coming from an objective outsider to your company, not from within your business. Of course, the journalist knows better, but nonetheless, they expect releases to be written in the third person. In short, here’s the difference between first person and third person:

=> First person: We’ve developed the Acme X100.It’s our most advanced model ever.

=> Third person: Acme Industries has developed the X100, which a company spokesperson called its “most advanced ever”

4) Attribute All Opinions
Never flatly state an opinion. If you want to state an opinion or, as in the above example, make a claim, always attribute it to a representative of the company (which very well may end up to be you!). Anything apart from entirely factual info (dates, store availability, product features, biographical information, etc.) should be attributed. Again, the best way to get a feel for this is to read wire copy. Start sorting out the things a reporter feels comfortable with, including without attribution and things for which he uses a named source.

5) Use the Inverted Pyramid
On the first day of Journalism 101, aspiring scribes learn about the Inverted Pyramid. Basically, it’s way of organizing information so that the most important information is at the top — the widest part of the Inverted Pyramid — and, as you funnel down to the narrowest point, the information becomes less and less vital. There’s a good reason for this: if a reporter’s 10 paragraph story gets cut to 6 paragraphs because of space considerations, the reader will still be informed of the most important news. What’s cut will be background, quotes and other nonessential material. When writing a press release, the Inverted Pyramid is equally important. First, it’s the style the journalist is comfortable with and second, it assures that even if a rushed reporter can only read the first couple of paragraphs, she’ll get enough info to decide whether to use the release or not. If you bury the best part of your release in the fourth paragraph, the recipient may never make it that far.

6) Remove all “Stoppers”
A “stopper” is something that will stop a journalist in her tracks and distract her attention. Once that happens, your release is toast. The point of your press release: to present information in the least obtrusive way possible. Consider it this way: the journalist isn’t dumb — she knows full well that you’ve sent her the press release for purely commercial reasons, hoping to get publicity that will make you more money. She can live with that as long as [a] there’s something in it for her (a good story) and [b] she’s not reminded of your commercial desires too often. A “stopper” breaks the suspension of disbelief needed for this little dance to be successful. It’s the boom mike showing up in the frame of a movie — once you’ve seen it, it’s hard to convince yourself that you’re really experiencing something that happened during, say, the Middle Ages. Here are some “stoppers” to avoid:

=> Clunky language. Journalists keep their language pretty simple. Long words, compound sentences and lofty, pretentious phrases are no-no’s. Keep your sentences short. Don’t try to present more than one idea in a paragraph. Avoid words you wouldn’t use in everyday circumstances.

=> Hype and puffery. The ultimate “stopper”. Confusing press release copy with advertising copy is a pervasive problem with businesspeople. Don’t call yourself the greatest, the hottest, the coolest, the most unique or anything of the sort. If you must make a claim of superiority for your product, service or company, attribute it. Acme President Joe Blow said the X100 “has the opportunity to revolutionize the industry” is much better than The revolutionary Acme X100 is the greatest industrial advance since the Wright brothers flew at Kitty Hawk.

=> Trademark Symbols. Including TM or copyright symbols that scream, “hey, check me out! I’m a press release! I come from a business! The legal department made me include this stuff!”

The bottom line: write like a journalist, avoid the stoppers and answer the Five W’s and you’ll succeed!

By Bill Stoller

The Basics of RSS

02.01.2008

What is RSS?
You probably have seen this three-letter acronym in the course of your internet surfing. RSS stands for Really Simple Syndication or Rich Site Summary; syndicating means republishing an article that comes from another source such as a website. A RSS feed is a means of publicizing updates about websites. It may or may not include a summary and photos of the latest posting. But those that provide summaries (thus Rich Site Summary) allow users to skim through the article so that they can decide later on if they want to access the website source. The RSS feed usually contains the title of the update originating from the website. It is also usually the link to the website source.

What are the Benefits of RSS?
RSS provides benefits to both readers (users) and web publishers.

1. It gives you the latest updates. Whether it is about the weather, new music, software upgrade, local news, or a new posting from a rarely-updated site, you can learn about the latest as soon as it comes out.

2. It saves on surfing time. Since an RSS feed provides a summary of the related article, it saves the user’s time by helping s/he decide on which items to prioritize when reading or browsing the net.

3. It gives the power of subscription to the user. Users are given a free-hand on which websites to subscribe to in their RSS aggregators which they can change at any time they decide differently.

4. It lessens the clutter in your inbox. Although your email address will be required to enjoy the services of online RSS aggregators, RSS does not use your email address to send the updates.

5. It is spam free. Unlike email subscriptions, RSS does not make use of your email address to send updates thus your privacy is kept safe from spam mails.

6. Unsubscribing is hassle-free. Unlike email subscriptions where the user is asked questions on why s/he is unsubscribing and then the user is asked to confirm unsubscribing, all you have to do is to delete the RSS feed from your aggregator.

7. It can be used as an advertising or marketing tool. Users who subscribe to or syndicate product websites receive the latest news on products and services without the website sending spam mail. This is advantageous to both the web user and the website owner since advertising becomes targeted; those who are actually interested in their products are kept posted.

What are the Drawbacks of RSS?
The disadvantages of RSS stem from user-preference concerns and the fact that it is a new technology.

1. Some users prefer receiving email updates over an RSS feed.

2. Graphics and photos do not appear in all RSS feeds. For conciseness and ease of publication, RSS feeds do not display the photos from the original site in announcing the update except for some web-based aggregators.

3. The identity of the source website can be confusing. Since RSS feeds do not display the actual URL or name of the website, it can sometimes get confusing on what feed a user is actually reading.

4. Publishers cannot determine how many users are subscribed to their feed and the frequency of their visits. Moreover, they do not know the reasons why users unsubscribe which could be important in improving their advertising.

5. RSS feeds create higher traffic and demands on the server. Most readers still prefer the whole update over a brief summary of the entry, thus they still access the site.

6. Since it is a new technology, many sites still do not support RSS.

How Do I Start Using RSS?
There are two things needed: an RSS feed and an RSS aggregator or reader. The RSS feed comes from an RSS-supported website. There are also websites that provide a list of RSS feeds from different websites. An RSS aggregator is used to read the RSS feed from the source website. It scans and collects data on the latest RSS feeds from the worldwide web.

An aggregator comes in two forms: a downloadable program, also known as a desktop aggregator, and an online or web-based aggregator. Downloadable aggregators may require payment before they can be acquired, while internet-based aggregators are usually free of charge. All you need to do is to register an account and you are ready to use their services. Both versions allow you to customize, or choose, which RSS feeds to enter. Paid aggregators are usually chosen by more experienced users and they usually allow more freedom in customizing feeds.

1. Choose an RSS aggregator to use. For beginners, web-based aggregators are recommended since they are usually user-friendly.

2. Scan the homepage of your target website for the RSS or XML button. It contains the RSS code you need to enter in the aggregator. Copy this code. Syndic8 provides a directory of websites that support RSS.

3. Paste the code (which contains the URL of the website) in your aggregator. There is a space provided for pasting the code.

After you have done these three easy steps, you can start reading the RSS feeds coming from the website. New postings appear as they are published in real time at the source website.

RSS and Internet Marketing
The original idea of RSS came from Netscape, where the intention was to provide a means for users to customize their personal homepages with links to websites that were of interest to them, similar to bookmarking websites.

The application of RSS to internet marketing was an unforeseen development to RSS technology developers. Since users are given the freedom to add RSS feeds to their aggregators, those who are interested in particular products and services available on the internet can now be notified real time. Marketing becomes more specific to interested people and not a hit-and-miss operation.

Medium to big-scale companies who intend to use RSS for marketing their products and services should consider linking up with email account providers, (e.g. Yahoo, MSN, Google mail); networking websites (e.g. Friendster, Multiply, My Space, Hi5); websites of newspapers and television network websites (e.g. New York Times, CNN). Smaller companies can also look at networking websites as well as personal blog websites (e.g. Blogspot) and websites of clubs and organizations that would probably make use of their products or services e.g. a fishing supplies store can look for the website of their local fishing club for possible RSS marketing.

Clearly, RSS is an innovation in worldwide web information management as well as online marketing. We can expect better RSS technology in the not-so-distant future as its popularity increases among users and website owners alike.

By Werner Schamberger
Werner Schamberger is CEO of Homework Online and Best Articles Online. He is an entrepreneur and author.

Key Marketing Methods For 2008

17.12.2007

Isn’t online marketing by definition, expensive? Not necessarily. Online businesses are coming to the realization that in an organic environment like the Internet, organic marketing is required; paying for traditional or static marketing only gets you so far before it becomes ineffective. The consumer now controls your marketing.

What is Wrong With the Old Methods?
Old marketing methods are failing because users are beginning to wise up (Rise Up) against the old brute force advertising that tries to win users over through sheer volume, using abrasive web-page banners, unrelated Adwords displayed on the page, or repeated newsletters (most being restricted by anti-spam laws).

The old methods no longer work effectively for two key reasons. One is the fact that they are a “flash in the pan”, directing users to websites only so long as you continue to pay for the campaign, the second reason is consumers are now at the stage where they either ignore them or go out of their way to block them (with plug-in based browser or email filtering).

Let’s quickly run through some of the “traditional” ways to market on the web, and their failings.

Paid Campaigns - (These only work while active) Paid campaigns may lure people to your site, but they are regularly not your target market and after arriving they promptly leave (High “bounce” rate).
Banner Ads - People hate banner ads. Most of the ads on the Internet are loathed because they aren’t relevant. Seeing a banner for a better insurance rate when on a gaming site is a massive disconnect for the audience and a significant portion of banner ads are plain abrasive to users. Filling one third of your page with banner ads will not increase the likelihood anyone will care.
Adwords - Adwords (PPC, Pay Per Click) have the same problem as banner ads, though to a lesser extent. Adwords work by displaying “sponsored results,” in search engine results. Adword results are separated from normal search results so not many people select them and the unknown quality in the user’s eye causes distrust (how do I know that a sponsored result is better than an organic result). Competition is fierce, with prices spiraling upwards, and returns staying constant. For more information see our article about Google marketing pitfalls.
Newsletters - One word: Spam. Because of the spam epidemic, users are becoming ever more wary signing up to receive mail from any online source. Legislation and the ever increasing ability of spam filters mean a continually shrinking audience (Restricting the ability to send newsletters, and filtering them before they reach your audience).

The “Old World” marketing relied on one or two large marketing sources to drive traffic with big budgets and marketing firms. You have to get people to create the “news” then you pay other people to distribute the “news”, so you are pulling people into your “store” to show them what you have (whether they want it or not).

New Methods for Marketing
These days having others create and distribute your content for you is in vogue, this can mean syndicating your articles for other users to repost, paying users to review or rate your services, guiding users directly on forums or having users sign up to receive exclusive information. In every case, the handiwork of distribution is left to others.

Lets quickly run through some of the new “Web 2.0″ ways to market on the web, and the reason you should try them:

Blogs - Blogs are a goldmine to both the reader and the writer. Blogging is less time consuming and considerably cheaper than traditional marketing. Blogs give you the ability to convey your personal thoughts on happenings in your industry and your personal and corporate life, letting you really connect with your audience. Another positive is the viral marketing component where you are referenced through various social media websites, search engines and other blogs, increasing both your credibility and searchability, making it easier for consumers to find and trust you.
Forums - Forums give you an insight into what people are talking about, letting you get directly into the heads of potential customers. An easy way to find an appropriate forum is by asking existing customers what forums they frequent. Join in conversations, threads, contribute to the community and become a trusted member, then you can give your professional advice and mention what you do for a living. You should approach this as a way to get insight into what people are talking about, with the side-effect of possibly generating leads. If you approach this as direct marketing, the community will quickly tell and either ban you, or develop a healthy disdain of you.
Articles - Articles are a great way to show you are connected to the issues in your industry and the wider world around you. You can either submit your articles through a syndication service, or post it on your blog; even better is a combination of the two: Choose a topic you enjoy talking about and write an article (like this one!) with your personal opinion or some helpful advice. If it is well-written and educates readers, you will already have an edge on your competition.

The theme of the new marketing methods is tailoring your content to the audience. The intent is to create something readers want to read. Marketing is not about trickery or insincerity, it’s about communicating your ideas with honesty and authenticity. If it is worthwhile to your users, then they will happily talk about the content and spread it around. You have to communicate authentically with your customers and it simply doesn’t happen using “traditional” online marketing.

A word of caution: if you try any of the above methods but approach them traditionally (as a direct marketing channel) then not only will you annoy a great number of users, you will also damage your company image. Again I stress the above point, make the content something people want to read, not just marketing material.

Old Marketing Methods That are now Approached Differently
Benjamin Franklin said insanity is “doing the same thing over and over again and expecting different results.” This is increasingly true for some of the more traditional forms of online marketing. It’s not so much what people are doing, but more a case of how they are being done.

Let’s take a look at how we should be approaching some of the old marketing methods today.

Press Releases - Before we start, I’m sorry to tell you, but unless you are in the 5% of the market that people pay attention to, no-one reads your press releases - at least no potential customers do. A high percentage of companies marketing on the web use traditional methods of delivery, either in print or on a section of their website. Consider changing your press release to positively present your company then send it through a syndication service for papers and online news sources to pick up and republish.
Search Engines - Previously you had to specifically tailor your site to search engine specifications to ensure you had a high pagerank and were located at the top of search results. To put it simply, the important factor was how your site was presented to the user. These days although page display has an impact, it is far more important to have the right content on the site. Search engines now care more about content. Structure your pages logically and efficiently with appropriate content for each page, and be sure to link to those pages wherever possible, especially if you are engaging in blog or forum marketing.
Mailing Lists and Newsletters - With new anti-spam laws coming into effect, coupled with users increasingly annoyed at anything email based, mailing lists and newsletters are becoming far less effective. Ensure all the users on your mailing lists and newsletters have agreed to receive them. You don’t need to re-ask permission from your existing list, but be sure to let users op-out, and put an optional op-in form link in your communications.

Old-world communication can still be effective, but you need to ensure it is not your only approach.

The Conclusion?
Reevaluation is the key to a healthy online presence. You need to be constantly measuring and reevaluating your marketing methods to ensure you are not wasting money, and can take advantage of effective new methods.

By Sam Law and Julian Stone
Sam Law and Julian Stone - Project, Task & Time Management specialists for: ProWorkFlow, ProActiveSoftware & Julian101.com