The Inbound Public

Relations Guide
How to pitch and promote in the
new world of PR
The Inbound Public Relations Guide

Table of Contents

04 A New Age of
Public Relations

06 Be Your Own Storyteller

14 Inbound Marketing That

Journalists Love

17 Building Relationships
with Media

22 Conclusion

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The Inbound Public Relations Guide

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The Inbound Public Relations Guide

Introduction

A New Age of
Public Relations

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The Inbound Public Relations Guide

The Field of PR Has Evolved

Old-school public relations has a lot in common with old-school advertising. While ad
agencies relied on the “spray and pay” approach, PR professionals were hired to “smile
and dial” to secure coverage that would ultimately sell your product, increase your brand
awareness, and quickly propel your company to greatness.

But here’s the problem: The old-school model of media relations was predicated on the
way people interacted with radio, television, and newspapers. People used to spend
Sunday brunch reading a printed copy of The New York Times, and no one skipped
through content or advertising they found annoying. There were no easy vehicles to
share recommendations among friends or colleagues other than word-of-mouth, making
“earned media” in publications the driver behind awareness and purchase intent.

The way people consume media has changed considerably. Alongside that shift, a
transformation in the media industry has occurred. There are fewer top-tier print outlets,
fewer long-form stories, and far fewer journalists, editors, and beat reporters at most
traditional publications. At the same time, we’ve been introduced to a massive proliferation
of blogs that make it hard to differentiate news from promotional content. Given all these
changes, what’s a brand to do if all they want is to secure great coverage and build a
long-term, successful media relations plan?

This ebook is designed to help your company develop and implement an inbound public
relations strategy that drives awareness, creates marketplace differentiation, builds
lasting relationships with journalists, and delivers results so that you’re front-page news
— not yesterday’s news.

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Be Your Own
Storyteller

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The Inbound Public Relations Guide

Lean Into Inbound PR

Conventional wisdom around public relations suggests that you draft a press release or
media kit, send it to journalists who cover your space, then cross your fingers and hope
for the best.

However, there are three clear problems with this approach. First, journalists can’t be
expected to work off of your company’s promotional plan. Second, writers need to focus
on what their readers want. Lastly, modern journalists get countless submissions for
stories every single day.

Below, we’ll dive into each of these issues and what your comany can do to stand out
while respecting journalists’ time.

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1. Journalists Don’t Work Off Of Your Company’s

Promotional Plan

The reporters you contact have their own priorities,

deadlines, and editorial calendars to work with.
Unfortunately, they are likely not sitting at their desks
waiting for your email to arrive to file breaking news that
you’re opening your doors or releasing a new product.

2. Journalists Need to Give Their Readers What

They Want

The role of a journalist is to tell a great story that is relevant

and newsworthy for his or her readership, so he or she
might choose to write a different angle than the one that
is most likely to drive traffic to your store or encourage
people to visit your website for more info.

3. Journalists Are Drowning in Pitches

Think about how crowded your inbox gets. Now put

yourselves in the shoes of a top-tier reporter, many of
whom receive up to 250 pitches per day from marketers
worldwide. Reporters are bombarded with emails, phone
calls, and tweets, which makes cutting through the clutter
a significant challenge, especially if you don’t have the
brand recognition enjoyed by Apple, Google, and other
massive brands. You can wait forever for reporters to
notice what you’re doing or you can think outside the box.

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Blog Posts vs. Press Releases

This sounds easy in practice, but what does it actually mean? Let’s say you have an
upcoming announcement that could potentially warrant press outreach, such as a product
launch or a new board member. You can (and should) draft a press release to make it as
easy as possible for journalists to pull information or quotes to file a story about your
news.

You should also invest the same amount of time (or more) in crafting a blog entry with
your perspective on the story, what makes it newsworthy, and most importantly, why your
(prospective) customers and industry peers should care about it.

Let’s not forget one of the biggest benefits of sharing your own news: Creating your own
content drives inbound interest to your website. Many reporters will include a link to your
website in a piece of coverage, but you can’t always bank on it. Crafting a blog entry that
is highly trafficked by customers, prospects, and leads will ensure that you’re sending the
majority of people to the sections of your website that are most directly relevant to the
news while helping your website rank highly for keywords related to the announcement.

Press Release Blog Post

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Here are a few ideas to get you started on being a storyteller:

1. Create a narrative your customers care about.

A news story about your new product or office is going to focus on its implications for
your industry or your neighborhood, depending on the publication. What your customers,
prospects, and leads care most about is how your news benefits them. Does it make
your product easier to use or more effective for their business? Will your growth make
their experience with your service more seamless? More importantly, always remember to
speak your customers’ language when crafting these posts.

Marketing expert David Meerman Scott has long espoused the notion that your releases
should reflect how your customers think and talk about your product. Instead of crafting
your releases and blog posts to try to impress reporters, make sure they resonate with
your customers. Replace overly complex terms with words and problems your audience
actually uses every day. If you’re not sure whether an announcement passes this test, try
it out – send it to a long-time customer you trust to ask for their insight before publishing.

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2. Think outside the box.

You may not always have a huge product announcement on the schedule, but there
are unique opportunities for every company, big or small, to get noticed. Look at your
company on a granular level and ask yourself: What are we doing that’s remarkable?

Maybe you host a company-wide flag football tournament for a local charity or offer
perks that are unheard of in your industry. These stories may not be New York Times
material, but by posting a blog or news update on your website, you keep your customers
and followers intrigued and increase the likelihood of attracting traffic to your website.

Here are some ideas to start conversations and leverage your

company as a thought leader:

• Use the format to your advantage. When HubSpot acquired

oneforty, a Twitter marketing start-up, the release was formatted
entirely in tweets, and it got picked up in the Wall Street Journal
and many other outlets, many of whom called out the creativity
of the announcement in their coverage.

• Instead of emailing reporters to tell them why your co-founder

or VP of Marketing is an expert on a given topic, have them
publish a blog entry on the topic first, then pitch it second so
reporters know their take is interesting and relevant.

• Give your executives a voice in popular debates by listening to

social media discussions and weighing in with your company’s
thoughts and ideas

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3. Create remarkable content.

When marketers start writing press releases, we automatically default to the traditional
“who, what, when, where, why” approach to content, which is often decidedly unremarkable.

Newsflash: Reporters are humans, and 99.9% of humans prefer remarkable, interesting, and
dynamic content over bland, boring, and unequivocally promotional writing. When writing
an announcement, either on your blog or as a press release, focus on what’s different,
unique, and narrative-driven versus just going through the motions with a release. Don’t
be afraid to spice up your releases a little bit for lighter announcements.

You could even provide some ‘Tweet This’ links for reporters, viewers, and customers to
easily share your headlines and quotes.

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The Role of PR in Marketing

Creating your own content and using your blog as a media resource allows you to not only
create your own narrative, but to drive traffic to your site. However, if you’re just getting
started, another great alternative to traditional pitching is to craft high-quality guest
posts for industry blogs in your space. This will result in benefits for SEO and potential
media coverage. Google’s search engine algorithm now rewards quality as much as – if
not more than – quantity, so invest the time and energy to develop thoughtful guest posts
for consideration on blogs in your space. This can often capture the attention of industry
thought leaders and journalists while driving relevant traffic to your website.

Far too many companies sit and wait for reporters to notice or cover what they are doing.
The first fundamental tenet of inbound public relations is to tell your own story first.
Whether that story is told through blogging, social media, or guest content on other blogs,
doing so will help you gain valuable traffic.

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The Inbound Public Relations Guide

Inbound Marketing
That Journalists Love

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The Inbound Public Relations Guide

Marketing Meets Journalism

In a world of breaking news and social media, journalists often have minutes – not
hours, days, or weeks – to find sources and file stories. As a result, reporters from top-tier
publications simply cannot spare significant time trying to locate your media center or
finding a phone number or email address to reach your marketing team.

To that end, best-in-class companies take the work out of coverage by making it intuitive,
easy, and lightning fast to get the information they need.

That’s why your website should have a press page that hosts your media relations contact
info, pertinent company statistics, recent news coverage, and other materials that would
be of value to a journalist covering your company or your space.

Read on for some of the best practices on your press page.

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Provide real contact information Offer helpful industry data

Give visitors the name and contact info Housing industry data that relates to
of an actual, real-live person that they topics reporters in your field might be
can contact to get more information. interested in helps them do their job by
This means replacing and “info@” email providing context to the release. This
with a real person’s email address. increases the likelihood they will return
to your site for future similar requests.

Decode your “About Us” page Add social sharing buttons

The description of what your business Make it as easy as possible for media,
does should be crystal clear to journalists. employees, and customers to share your
Far too many people stock their “About news with the world. Having Twitter,
Us” pages with ambiguous language. Facebook, and LinkedIn sharing icons
If a reporter doesn’t understand what on your press page and each press
you do, there’s no way he will accurately release will help spark social media
describe it in a piece, so be clear, concise, discussion about what your company is
and specific in the about section of your up to.
site.

Include profiles of your executive Share your coverage

team
Reporters are less inclined to cover
Your executive team is the face of companies they’ve never heard
your company and, most of the time, of because it suggests they aren’t
reporters will want information on your newsworthy. This can be a challenge for
CEO, CFO, and/or CTO to develop stories. small businesses. When your company
Provide high resolution images, bios, is covered, interviewed, or referenced in
quotes, and the social media profiles an article, post a link to the content on
of your executive team for reporters to your Press Page.
investigate and reference.

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The Inbound Public Relations Guide

Building
Relationships
With Media

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The Inbound Public Relations Guide

Form and Maintain a List of Contacts

So now you have a great story to share, remarkable content, and a plan to get the word
out to key reporters, but how do you build relationships with media members who cover
your space on a regular basis?

Before we get into tactics, it’s important to clarify some guiding principles to building
relationships with media.

First and foremost, respect their roles. Regardless of the outlet, a journalist’s job is not
to sell your product or promote your idea. His or her role is to tell a great story, capture
relevant news for her news outlet, and to be fair and reasonable in his or her assessment
of your company’s launch, announcement, or product. One of the biggest mistakes people
make in PR is assuming that journalists exist to grow their business.

By respecting their role and craft, you’ll get better results, manage expectations more
carefully, and build a more lasting relationship over time.

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Second, make sure you’re in it to win it for the long haul. Emailing every reporter who has
ever covered your space for one announcement is spammy, and can often lead journalists
to dismiss or discard future announcements.

As a result, think of reporter contacts as long-term relationships and value their time
accordingly; only email them when you have something of value to offer that fits their
beat, and be an avid consumer of the content they work hard to create every day — not
just when it benefits you.

In the sections below, we’ve outlined four tactics you can leverage to identify, reach out
to, and engage with reporters in your space.

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Do Your Homework
You can typically find basic background and contact information for reporters on their
news outlets home page under “About Us” and “Editorial Staff,” or by using the “Contact
Me” button at the top or bottom of a story. If you have a small (or nonexistent) media
relations budget, use Google Docs to build your lists and to aggregate the following
relevant information from the journalist’s personal website (if publicly available):

• A link to recent coverage.

• Context from his or her Twitter bio.
• Link to his or her Twitter handle.
• General contact information.

For most outlets, email is the most effective way to reach out initially, but if you have
breaking news you can always call the news desk or editorial department to speak with
your contact or follow up on a news alert.

Leverage Social Media

One of the easiest ways to drive inbound PR results is by monitoring how and when
reporters are talking about topics in your industry and responding with helpful content.

At HubSpot, we use our own Social tool to create lists of influencers and journalists,
allowing us to create easy notifications when people are talking about our industry on
Twitter.

If you don’t have HubSpot, make sure you create a list in Twitter to make it seamless and
easy to interact with what your media friends are talking about on a daily basis. You can
also consider using this information to drive future content considerations. For example,
if you see reporters constantly buzzing about an industry issue, consider creating a blog
post in response and sending them the link instead of waiting for them to reach out to you.

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Take Time to Personalize

You don’t start an email to your friends or colleagues with “Dear Sir or Madam,” so don’t
do it to reporters you’re looking to build relationships with. Personalize your approach,
tactics, and outreach to each individual journalist. Doing so is imperative to the success
of your media outreach.

Give Before You Get

Nobody likes being contacted only when you need something. Find ways to add value
to your reporter’s daily lives as well. You can share and promote their content when it’s
unrelated to you, comment on great pieces they write to demonstrate genuine interest,
or potentially provide them with sneak peeks to explore your business, your approach, or
meet with your team. Media relationships should be a two- way street, so make sure you
meet journalists half-way and deliver value.

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Conclusion

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Wrapping Up
Don’t Let Your Inbound PR Learning End Here.

Now that you’ve finished reading this guide, don’t stop

there! You’ve established the principles of Inbound PR,
and learned what it takes to truly be newsworthy. Your
downloadvof this ebook comes with free press release
templates and a promotional plan template for you to
customize and use.

Learn More About HubSpot’s Social Tool

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