4 ways to cut your email pitch in half

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Time-starved journalists and bloggers are always demanding that we get to the point and send ever shorter emails. My recommended standard limit for a cold email pitch is 150 words.

Here are some simple, immediately applicable steps to cut your word count.

1. Delete your first sentence. If you’re like almost every PR pro who has attended my workshops, you feel compelled to begin most of your pitches with a set-up line of background to put your news in context. When you’ve targeted your pitch properly, it’s unnecessary. “With Facebook’s $19 billion acquisition of WhatsApp, social media companies’ soaring valuations are distracting venture capitalists. Despite these conditions, low-tech DayGlo Tires just closed a $10 million round of fundraising . . .” See how you don’t need the first sentence?

2. Leave out proper names and formal titles in the first pitch. Unless the person has broad name recognition, the name can come later. “Devan Snead, associate research director for consumer technology, issued a report that found . . .” is wordy and overly long. Try this instead: “One of our analysts found .  .  .”

3. The following words are common and usually unnecessary – imagine them in a sentence and you’ll see what I mean: basically, essentially, actually, really, nice, past, future, located, currently, presently.

4. Cut another 25 percent. Once you’ve implemented those three steps to cut your pitch down, use the word count feature in Word to force yourself to cut another 25 percent. You might even need to omit distinct thoughts you’re trying to convey. This is great! It really forces you to put yourself in the journalist or blogger’s place and determine what’s most valuable. Give this a shot and then compare with your original version – most times you’ll realize that cutting the extra quarter of copy length costs you little in meaning.

I use these steps – and more from my writing workshop – to keep my weekly pitching tip emails under 400 words.

4 ways to place more TV stories

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My recent experiences with national and regional TV journalists shows how their business has changed and how we should respond.

“Nobody has any money,” said a network producer I spoke to. She was referring to the different newscasts on her network, which each have to pay for the cost of sending a crew to shoot footage and do interviews for a given story. “So they are very selective.” This factor drives the steps we should take to make this tougher selectivity work for us:

1. Offer real people. If you’ve been to my workshop, you know we cover this extensively. Journalists are desperate for regular people who are affected by whatever issue you’re proposing. “I can always find an expert, but my first priority is going to be” the regular person who will say how the change has helped or hurt their life, the producer said.

2. Emphasize visuals. “My biggest concern as a producer is always, ‘What are my pictures going to be?’” Pitch not only the news hook, but explain what ACTION the broadcasters can film. This is what they need to take to their own bosses to sell the story, because they have plenty of news hooks. The visuals that stand out are what determine which stories get covered.

3. Do it yourself. The best way to make a story easy to cover is to avert they need for the network to spend money. Shoot your own footage and offer it to them. Of course the production values need to meet their standards. And there are some ethical considerations. A top network won’t use an interview you’ve shot, nor will they use some action that’s staged. But if you can shoot your newsmaker in the course of her real job, they will consider it. And local affiliates, for better or worse, often are less discriminating in which footage they accept. I recognize the obvious budgetary impact this might have on you, but the results will definitely mean your pitches stand out. Some larger institutions have even built their own small uplink studios so network journalists can interview their sources remotely.

4. Copy broadcasters’ internal style when writing your pitch. A producer I spoke with receives 75-100 emails a day. Once she whittles those down to a story she believes in, she has to turn around and pitch it to her bosses. Her emails are 3-4 sentences tops, often in bullet-point format. She knows once she gets bosses’ attention, she can provide the necessary background and proof-points. You can do the same.

You may have noticed a theme has emerged as I’ve thrown back the curtain on the tumult in the media industry. The more credible, factual background work we do on our own, the more appealing our pitches are to time- and cash-strapped journalists. Use these specific points as your guide, and let me know what kind of results you get.

The results are in – it pays to pitch media on the Friday before a long weekend

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The challenge

Last week, right before the Memorial Day weekend, I issued a challenge – and offered a bounty – to subscribers to my weekly pitching tips emails.

Here’s the contrarian logic that encourages pitching on the Friday afternoon before a long weekend:

The conventional wisdom is to avoid this time because reporters and editors are either taking off early or cramming to get work done so they CAN take off early.So that means they are fielding way fewer PR calls and emails than usual. And that’s why it can be a particularly fruitful time for YOU.

I encouraged my subscribers to pitch on Friday afternoon and let me know the results. And I promised to randomly choose one of the intrepid souls who took me up on it and award the winner a whopping $50 gift card.

The results

Of the 19 people who emailed me back, eight of them got responses Friday afternoon. That’s a higher percentage than I would have anticipated, and higher than the typical response rate of the average PR pro I work with.

Three placed stories that have already run. Shawn Robinson at the University of Dayton earned coverage on ESPN.com, which was extra-timely because the thrust of the piece debunked a negative article in his local paper earlier in the week.

Two others earned commitments for upcoming stories. Matt Stubbs at Mix PR wasn’t sure if his entry would “count” because he was pitching a Bloomberg reporter in England. But then he found that Monday was a holiday there, too. He called her, or, as the Brits say, “rang her” at 3:45 pm her time, and she picked up and ended up agreeing to interview his client.

Audrey Glasby of MountainStar Healthcare wrote that she took the challenge as motivation to reach  out to a key reporter. Audrey had a solid conversation with her about what she likes to cover, why she didn’t cover Audrey’s most recent pitch. And then she agreed to cover a different pitch Audrey shared – interviews happening this week. “Worked like a charm!,” Audrey wrote.

Three more pitching pros got “maybes,” including one from a WSJ writer who hadn’t been picking up his phone all week. Finally, one ambitious pro got a “no thanks,” but I’m calling that a success for the purposes of this experiment because it was from a Today producer.

Ten other pros sent email pitches, most of them to a single journalist, and got nothing back. One of them, Mark Daly, wrote that he’s had “great luck pitching on the day before a holiday period,” including the Wednesday before Thanksgiving.

There was only one instance where the Friday-afternoon approach seemed to outright backfire. One valiant phoned eight contacts in vain and only then got one on the phone. In digging deeper as to why, the two of us decided that that key difference here was that she was pitching only trade media. Our assumption is that these types of journalists keep more traditional hours than their business and consumer media colleagues and are more likely to take off early prior to the holiday.

Conclusion

Pitching consumer, business, and general-interest media on the Friday before a long weekend is advantageous, particularly when targeting outlets and individuals who post a high volume of content. But this approach doesn’t seem to work for pitching trade media exclusively.

Remember, the premise isn’t that journalists are always working when other people are taking off. The premise is that those who ARE working are “experiencing a low volume of calls” and are more likely to answer their phone and/or read and respond to email. To hedge your bets and account for those who are out of the office, be sure to pitch multiple targets to increase your odds of finding those at their desks.

Congratulations to the winner of the random drawing, Katie Matheus of RAD Strategies. Your gift card is on its way.

More pitching insights like these:

I’ll be sharing everything I’ve got on fine-tuning your customized media outreach and coming up with newsworthy angles at my Media Pitching Bootcamp in NYC in two weeks – this one usually sells out but we have a few seats still available. You can stay an extra day to learn how to identify your best targets and get on their good side BEFORE pitching them – that’s covered in my Building Relationships Workshop.

Ben Affleck and a giant insurance company: recipe for pitching success?

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Aflac duck on TVThis article is about a “boring” insurance giant creating some fun media placements out of thin air.

Aflac PR executives Laura Kane and Jon Sullivan have been my consulting clients for the past four years, so I’ve had a firsthand seat as they’ve scrapped to come up with new angles to pitch their company.

They’ve done a great job taking advantage of their famous quacking mascot, and they pulled it off again this past spring. Remember all the pre-Oscar buzz about Argo, the movie directed by Ben Affleck? As you do, some of you are being tempted right now to say “Affleck” in the voice of the Aflac Duck. That thought occurred to Laura and Jon, too.

With the help of their agency Fleishman Hillard, they put together a small campaign about their Duck cheering for Affleck.

A letter sent to media ostensibly from the Duck itself included these nuggets:

“. . . Aflac is rooting for Argo, directed by our phonetically favorite filmmaker, Ben Affleck . . .”

“We hope to soon be sending out a high-five to our hunky homonym.”

The mailing included a small plush Aflac Duck, which gave TV personalities something to hold up when they talked about the story on the air.

The effort landed coverage on CNBC.com (re-tweeted 147 times), Fox Business News (photo above), KABC in Los Angeles, and several other outlets.

 

As you know by now, the Duck was rewarded – Affleck’s film won Best Picture. And this campaign landed the Aflac PR team an honor of their own, a Bronze Anvil from PRSA. Congrats to Laura, Jon, and FH.

Identifying your real value as a pitching pro

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Identifying your real value as a pitching pro

The wealthy attorney was cursing while his BMW sputtered and jerked its way into the auto repair shop.

He was late for a client meeting and demanded the sole mechanic look at it immediately. The lawyer, clad in his Armani suit, fidgeted in frustration while the grizzled old guy lifted the hood and looked for a minute. Then he pulled a screwdriver from his coveralls, reached in and tightened a single screw.

“Try it now,” he said.

The attorney jumped behind the wheel and turned the key. The engine purred like a kitten.

He leaned out the window with a huge grin and asked, “How much?”

“Two hundred dollars,” came the deadpan reply.

“What?” cried the attorney, now scowling. “All you did was tighten one screw! It took you less than a minute!”

“Charge for tightening one screw is one dollar,” said the mechanic, loving every minute of it. “Knowing which screw to tighten costs $199.”

Pitching media can be similar.

Your final email, after all your strategizing and revisions, might not look very complicated.

For example, here’s the entire email that Inner Circle member Scott Willyerd sent to top-tier writers last month:

Hi (name),

Ahead of President Obama meeting with the Pope, I wanted to send you updated Papal and Presidential approval ratings from the Saint Leo University Polling Institute.  

Thanks for your time and consideration.

Many would have been tempted to include a whole press release and clutter the email with more detail. Scott’s minimalist approach landed strong mentions of his client in USA Today, NPR, two wire services with multiple pick-ups, and several political outlets.

So stand strong in keeping your pitch emails brutally brief. Anyone can paste a news release into an email and press “send.”

Your real value to your organization is knowing what to include, and often more importantly, what NOT to.

How Dwight Schrute helped me place a story in TIME

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Here’s the short version of how to use ruthlessly brief pitches and pop culture angles to land placements such as this one on TIME’s web site, which was the second-most read story for several days when it first ran.

I was working with a business school professor who coauthored a study about the advantages and disadvantages of working with people she called “socially distinct newcomers.” That’s a perfect, precise description of what she studied, so it’s absolutely the best way to explain the concept in her academic journal article.

But it’s obviously not very familiar language that would be useful in a pitch email subject line or in the lead of a news release.

So I tried to think of a word or phrase that would convey that concept in the shortest amount of words. In my pitching workshops we talk about how finding a pop culture angle can boost your story’s chances of placement, so that was one way I approached this pitch. And then it hit me: the person who most embodies the phrase “socially distinct” is the character Dwight Schrute on NBC’s “The Office.” So I used him to deliver the most interesting finding of the study in brief, familiar language. Here was the subject line of my email:

Study: Embrace the Dwight Schrutes in your ‘office’ for better performance

There’s an obvious risk with this approach – that a target journalist won’t be familiar with Dwight. But it was a risk I chose to accept because of the added zing that this angle brought with it.

Local media loved the excuse to put a photo of Dwight on their sites. Now the HR and management trades are starting to pick it up.

Take-aways:

1. Ruthlessly trim your pitches to make them as short as possible.

2. Among other possibilities, consider an image or concept made familiar through pop culture to make your pitch stand out.

Warning lights are flashing

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Here’s a non-media related thought for you at year-end.

Last week all three of these things happened at once:
– a warning light came on in the dashboard of my car
– a warning light came on in the dashboard of our family car
– my primary care physician saw something he didn’t like and referred me to a surgeon for a more detailed exam

Dealing with all three problems was obviously a major distraction from my goals and year-end deadlines.

As I worked toward resolving each issue, I thought about how much easier and less stressful it is to take care of things proactively, before the “warning lights” go on and everything becomes urgent.

In 2014, let’s consider what’s most important and proactively address it now, before it becomes a crisis.

Struggling with a family relationship? Set aside your “busyness” and work on it.

Concerned about your health? Change your lifestyle before you get the ultimatum from your doctor.

Wondering about the direction of your career? Take that step you’ve been putting off.

As for my three minor crises, we worked through them one at a time: My car had a screw through a tire, the family car needed some new gaskets, and the surgeon said it was a false alarm. It’s way easier to take the call from the mechanic saying he needs $581 to fix your car when you just heard that you don’t need surgery.

I love sharing media relations advice with you, but I know it’s not the most important thing you deal with. Please accept my sincerest best wishes on succeeding where it matters most in the coming year.