Press Kit

Humor Educates... and Sells

A ceramic tile promotional group has, for years, been using a cartoon series to educate contractors and specifiers. It is model other building product manufacturers and promotional groups can emulate. The group's website explains:
"TileWise cartoons were developed under Donato Pompo's leadership for Club '84 (Ceramic Tile Action Group). Club '84 was a non-profit organization of accomplished individuals from all segments of the ceramic tile industry. The group's mission was to develop and distribute educational aids to educate, train and bring quality awareness to the distributors, specifiers, installers, and consumers of Ceramic Tile.
"The TileWise cartoons were created to communicate issuses and concerns in the business of using ceramic tile for all segments of the industry. The objective was to educate to promote the quality use of ceramic tile. In each cartoon the screen exagerates what you shouldn't do or emphasizes an issue or concern, then George the Bucket (named after CTI founder George Lavenberg) says what is correct. The cartoons ran for twelve years in each issue of the Tile Industry News, a major industry publication, published by the Ceramic Tile Institute until 1999 when it ceased
"Use these cartoons to educate your customers and employees to help avoid potential problems, and to promote a positive image of your company through newsletters, posters or mailings.
"We hope you can put these cartoons to good use to help your industry and your business, and we know you will certainly benefit from them if you do. Good Luck!"



How NOT to use Flash Drives in Press Kits

It has become popular to use "thumb-size" flash drives in press kits. Having the copy and photos on a thumb drive makes it easy for an editor to transfer the data directly into a story, without having to go onto your website or open a CD.

Thumb drives are also a type of "swag" that will attract the attention of an editor. In the press room at the recent World of Concrete (WOC) trade show, I watched editors browse through press kit to see what was worth the effort of hauling home; press kits with flash drives went right into their goodie bag.

But here are a few pointers about how to do it wrong:

- Not using printed media, too. If you just put a bunch of flash drives on the press room table, your message will not be available to the editor during the trade show. Use your paper literature to motivate the editor to visit your booth and to stimulate buzz at the show.

- Not putting editable text on the drive. If you want the editor to run your story, include the press release in a format that the editor can cut and paste. Some of the press kits I saw had pdf files that were locked to prevent text from being copied. What editor will take the time to re-key your article into their word processor?

- Not including an overview sheet on the thumb drive. When I opened one of the flash drives from the trip, all it showed me were file names like:  2450GR, RT24, and 830RT. These may very well be model numbers for new products, but it is off-putting to a busy editor that doesn't know your company well. File names like, "Pervious_Concrete_Admixture" or "New_Sales_Manager" will be more easily understood.

- Not using the color of your brand. Flash drives come in all colors, and can be imprinted in any color. Use colors that support your branding.

- Not printing the name of the company on the data stick. The editor will probably erase your content and reuse the data stick for his or her own purposes. If the name of your company is printed on the face of the drive, at least the drive will continue to provide brand awareness.

- Not including links to your website on the thumb drive. The press release is supposed to be a tease that encourages an editor to go deeper into your story. Put live links into the digital press releases to invite editors to learn the rest of your story.

- Not indicating the name of the trade show. A well formatted press release should have a release date and, if the announcement is being made at a trade show, the show name should be indicated. Yet this information was missing on many of the flash drives I collected.  Compare that to naming the drive "WOC" (instead leaving it named "untitled") and placing downloads inside a folder named, "World of Concrete 2012."

- Not reporting any "News". I attended a press conference where the speaker had poor presentation skills. Afterwards, I asked an editor in attendance what she thought, and she replied that she didn't mind the bad speaker because, "at least he had real news to share." Many press kits just rehash the corporate brand or past glories. It may make the Communications Director feel good, but it is not much value for an editor looking to provide meaningful content to readers.

- Not including press releases: One flash drive was filled with brochures, animations, photos, slide shows, and sales sheets. Perhaps the exertion of putting all that together wore out the PR department, because they didn't include a press release.

- Not putting data on the flash drive. It happens.

Tic-Tac-Toe, 3 product issues in a row

All in a row, three major architectural magazines have invited manufacturers to nominate products for their annual new product competitions:

Architectural Products  
  • Product Innovation Awards: For products, materials and systems that offer attributes, qualities, design, functionality and/or performance beyond the standard. Products entered do not need to be "new" to the market. $95 entry fee.
  • To be published in November issue.
  • Submittal deadline: July 22
Architect
  • Product Spec Guide: Submitted products must be green and must have been released within the past year. No entry fee.
  • Product categories: Envelope, Interiors, Systems, Outdoor, Materials, Lighting.
  • To be published in Fall 2011 Product Spec Guide. 
  • Submittal deadline August 5
Architectural Record
  • Product Reports: Presenting the most innovative and useful building products of year. No entry fee.
  • To be published in December 2011 issue.
  • Submittal deadline September 9 
Exposure in any of these issues produces great exposure and the bragging rights of being selected as a winner. And if your product is not selected for the product issues, editors may still showcase your product in a latter issue.

Since the cost of entry is so low, why not enter all three? You can pretty much use the same write-up to enter.  Call Chusid Associates at +1 818 774 0003 or click here for assistance in nominating your products.

Press Conference Preparation

When planning a successful press conference, here are important steps and time lines to consider:

A month before the event:
  • Select a media-trained speaker who is very knowledgeable about your product or service.
  • Reserve the room. (Consider a date and time that isn't too early, that will not conflict with a large competitor or a lunch break (unless you provide a quality lunch replacement), and try not to plan it on the first or last day of a convention.)
  • Send press releases to the press well in advance so they can help publicize your event.
  • Promote the event to other applicable media outlets (magazines, newspapers, online press, blogs, TV, and radio).
  • Promote the event to local media.
  • Create a slide show or other visuals.
  • Hire a professional videographer to film the event (for B-roll footage, website use, general promotion).
  • Prepare and print a press kit or save an electronic press kit on a USB drive or website.
A week before the event:
  • Create and print handouts.
  • Make sure you have a compatible laptop, a compatible slide show presentation and a back-up, back-up projector lamp, connector cords, power cords, etc.
  • Hire people to be greeters at the event.
  • Order refreshments for the event (if applicable).
  • Set up individual interviews with reporters for after the press conference (if applicable).
  • Rehearse.

The day of the event: 
  • Train your greeters.
  • Pass out handouts.
  • Have extra pens and paper available for reporters.
  • Turn off cell phones.
  • Encourage interaction.
  • Plant questions.
  • Collect business cards and/or have a newsletter sign-up sheet somewhere in the room.
  • Hand out press kits.
  • Be available for individual interviews with reporters after the event.
  • Edit your B-roll footage.

A day after the event:
  • Send edited B-roll footage of the event to TV news stations.
  • Send a thank you letter to everyone who attended.
  • Provide other proper follow-up.
  • Send a press release covering the event.
  • Set up Google Alerts with keywords to track press clips.


A week after the event:
  • Track press clips.
  • Any additional follow-up necessary.

Tis the season...for new press kits!

The air is getting colder, the days are getting shorter, and we're coming up on that magical time of year that means something special to everyone...It's time to update your press kits for 2011!

World of Concrete is coming early this year (Jan. 17-21), and the holidays are going to cut into that time. If you have not already started revisions, now's the time to do so. 

Even if your company does not attend WoC, this is a good time of year to look at existing materials, add new product announcements, remove outdated articles, and find new photos. A good press kit is a must if you are attending trade shows, and are also a valuable sales tool. In addition to the 5 Essential Press Kit Pieces I recommend, here are a few useful stories to consider for your 2011 press kit:
  • Have you had any major staffing changes?
  • What's new in your product line? This can mean new products or updates to existing ones.
  • How's your company weathering the recession?
  • Have you started a new blog? Facebook page? Relaunched your website?
  • What challenges or changes do you see for the industry in 2011? How can your company help architects prepare for them?
The point of a press kit is to get publishers to write about you and your product. They are unlikely to do so if you give them the same "news" you gave them last year. Some pieces will have enduring value, especially if they provide important background information, but as a general rule of thumb you should have at least two new pieces.

Consider too how you will use your press kit digitally. I still recommend having paper copies for distribution at the show, but posting the information online is a good way to get additional search traffic and makes future distribution easier.

Positioned for the Upturn?

The Upturn in construction is coming.

Eventually.

The McGraw Hill-2011 Construction Outlook predicts “modest” improvement in 2011, with an 8% increase in construction starts, as compared with a predicted 2% decrease in 2010. Robert A. Murray, Vice President of Economic Affairs at McGraw-Hill Construction, commented, "We're turning the corner, slowly. 2011 will be the first year of renewed growth for overall construction activity, and 2010 becomes the final year of a very lengthy and unusual construction cycle."



Which means that now is exactly the time to ask yourself, “Is my company positioned to succeed in the coming upturn?”  When projects start ramping up again, some companies will be well-positioned to attract business and prepared to do business.  Their products will be top-of-mind when specs are written and bids are solicited. Other companies, who have not used their down-time wisely, will be playing catch up.

During the downturn, many businesses slashed marketing budgets.  As things turn around, it’s time to revise that strategy.  Marketing communications is the only thing that will keep your brands visible during a period when both planning and actual construction are down and the products themselves are not actively being spec’d or used.

If you cut (or eliminated) your marketing budget, now is the time to re-build it with a solid strategy.


Step One: Marketing Materials

When you slashed the marketing budget, you probably stopped keeping marketing materials up to date.  As thing start to improve, you will need them in your hands and ready to go.  When you reach out and get the attention of a spec writer or a contractor, they’re going to say, “Send me something.”  Are your materials ready for action now?

Have you improved any products or introduced new ones? If you have introduced new products over the past three years, you might need to re-introduce them in 2011. 

Do you have any new competitors?  You might need to revise your selling points to counter their strategy.

Have there been changes in code that affect your products?  Do your selling points refer to LEED, which has been changing?  Your sales literature needs to reflect current conditions.

Does your sale literature look outdated?  If you haven’t revised it for two or three years, the answer is probably Yes.

Do you have any news that might get you editorial space in magazines or online?  Refresh your press kit.  (Or perhaps, create a press kit?)

You still have time to prepare company to attract business when things start to move again.  And if business is slow now, it makes sense to use your current downtime to prepare for a better future.



Next Time:

Step Two: Reaching Out to Idle Architects, Engineers, and Specifiers

Moving Beyond the Constraints of the Printed Page

Don't get me wrong, I still love reading from the printed page. There's something about the feel, the smell, the sound of turning page after page, engaging all my senses in the experience, not just processing text. I love that I can absorb the page in many different ways, viewing it as a whole or focusing on a specific section without having to go through a complex set of view-change commands, scroll bars, and magnifying glasses with small plus or minus signs. In my home life, the only time I prefer digital text is for research, where the ability to search, bookmark, copy & paste, and email far outweighs the experience of sensory deprivation.

That said, I was very excited to learn about Amazon's new program, offering novellas on Kindle. Not just because I am a long-time fan of "short stories", as most novellas are packaged nowadays, and serial fiction, but because it represents a deep understanding that e-books, and digital media in general, are more than just the online version of printed material. 

From the press release:
Less than 10,000 words or more than 50,000: that is the choice writers have generally faced for more than a century--works either had to be short enough for a magazine article or long enough to deliver the "heft" required for book marketing and distribution. But in many cases, 10,000 to 30,000 words (roughly 30 to 90 pages) might be the perfect, natural length to lay out a single killer idea, well researched, well argued and well illustrated--whether it's a business lesson, a political point of view, a scientific argument, or a beautifully crafted essay on a current event.
I agree wholeheartedly; I have read plenty of books that should have been several chapters shorter, and countless magazine articles that deserved more space than the editor could give, but until recently any printed material operated under certain constraints inherent in the medium; in this case, the cost of publication.

Between the cost of writing, layout, editing, printing, transportation, and distribution, publishing is expensive. The major forms print media we have today exist because they found ways to operate within that constraint. But digital media removes many of those costs. Writing, editing, and layout remain, but the cost to "print" and distribute is the same for 500 words as for 500,000. Suddenly novellas become a profitable product; you have to charge less, but you also pay the author less so it balances out.

So what does this have to do with building product marketing and why am I so excited?

If you ever want to see me geek out on communication theory, ask me about Media Richness Theory. In short, the richness of a medium is based on the number channels - text, video, audio, touch, nonverbal, etc. - by which the medium can send information. "Richer" is not the same as "better"; in fact, the aim of MRT is to fit the richness of a medium to the task at hand. Phone calls and MP3s both only convey audio data, but they are used for very different purposes. Likewise, there are some tasks well suited to email (reminders about tomorrow's meeting), and some that require face-to-face (proposing to your girlfriend).

And yet many companies insist on making their website and online literature nothing more than digital versions of printed materials.

This causes trouble on two fronts, because you sacrifice the strengths of the webpage, such as a wide variety of information channels and easy navigation between connected concepts, and force it to do something it does badly - display a page of fixed text that's larger than the monitor it's being viewed on. That's like trying to watch an IMAX movie on an iPod, or going to the theater to watch YouTube clips.

For example: a lot of the difficulty in writing effective sales literature for construction products lies in explaining concepts it would be easier to show. Written instructions for a product might fill entire pages, while a demo takes seconds. With digital literature you can actually show it, and you can show it at the right time and in the right place: when your customer needs that information. Why limit your effectiveness by assuming digital plays by the same rules as print?

Kudos to Amazon for having the creativity and insight to realize that.

[H/T ReadWriteWeb]

If You Want to Sell Internationally, Look International


Here’s a tip for any US business seeking to sell on an international scale: revise your phone number.

At World of Concrete, I offered my client’s press kit to an Australian journalist.  He said, “Oh, I saw that on the table, but I didn’t bother because they’re not international.” 

I asked how he figured that out (since my client was adamant that he would sell anywhere in the world).  The journalist pointed to the telephone contact number at the bottom of every page of the press kit.  “They only have an 800-number.  Those don't work internationally.  If this company ever got or wanted international customers, they’d show the international calling code.”

An 800-number is great for your North American customers, prospects, etc., However, if it’s your only contact number, it’s a quick tip-off that you don’t have foreign customers and don't have experience doing business overseas.  An international caller to the US would expect the international calling prefix “1” to dial North America, sometimes referred to as a “plus code.” 

Thus, the international-friendly number for Chusid Associates would be shown as +1 818 774 0003. 

Go over your sales literature, press materials, website, letterhead, etc, and see if you’re projecting the international image you desire.

5 Essential Press Kit Pieces

Trade show season is in full swing, with the AIA show last week, NeoCon this week, and preparations getting under way for Greenbuild (you have started preparing for Greenbuild, right?) and once again I am amazed by the number of companies, exhibitors even, that do not put out a press kit. Or even worse, have an ineffective one.

Creating and maintaining a useful press kit does not need to be expensive or time consuming. If you have active year-round publicity then you probably already have every thing you need, and can add or replace using the newest releases and articles. But even starting from scratch it should be a pain-free experience.
First, a word on using press kits. I prepare kits with two ends in mind: providing print-ready materials for interested editors, and important sales tools for prospects or investors I meet at the show. There is a lot of debate about using folders full of printed materials versus customized flash drives, but either way you go your press kit should contain the following five pieces:
  1. Photo Sheet: A one-page document with thumbnails showing print-ready (300 dpi or better) photos you have available. For a digital press kit you might have the actual image files or a slideshow as well; I still like the contact sheet because it gives editors a one-stop way to review our images. Also, I like to have them contact me to get the photos, or visit a website I am tracking, so I know who is using them and can follow up. Remember to include file names so editors can tell you which ones they want.
  2. Product Announcement: The construction industry has a very generous definition of "new", which means you can get away with "new product announcements" for your 5-year-old products. Even for established lines, this is a piece editors can drop in a "Product Gallery" without any trouble. Keep it to 75 words tops, with your company boilerplate and contact info below.
  3. Recent Press Releases: If you do not have any, this is a great excuse to put out a few. Done something new and exciting? Write about that. New certification, or an exciting project? Great. Nothing of note happened at all this year? Then celebrate another successful year in business during a down economy. These should be 200-400 words, focusing on a single idea.
  4. Current Sales Collateral: This is more for the press kit as sales tool. Any brochure or flyer you have at your booth should also be in here. Technical data sheets or guide specs can also be a nice touch, if done well.
  5. Show-Specific Information: This is the one most press kits forget, and the one that devastates their effectiveness. Be sure to include contact information for you at the show. Include your booth number, a cell phone or email account you will be checking regularly, any show special offers, and a schedule of events (press conferences, educational seminars, receptions, etc.). Press kits do no good if interested prospects and journalists can't reach you until after the show. Include a separate page or put a sticker on the front; just make sure it's there.

In the past, I kept a stack of folders near my desk, ready to go with these essentials, and would customize one before every important meeting. Now I do the same thing electronically, keeping a loaded flash drive I can afford to give away in my computer bag. There are other elements it is nice to add later, such as feature-length articles, backgrounders, and audience-targeted sales literature, but this is what you need for your bare-bones kit.

What's in your press kit? Tell us in the comments.