Media Relations Template: Weathering the Storm
Dewi Griffith
Media Relations Template: Weathering the Storm
Unforeseen circumstances are characteristic of the modern world and its fast pace may always intervene in business.
Regardless whether it is a recall, a public relations crisis or any other eventuality how the firm deals with the media can be the difference between loss and gain.
That is exactly where a comprehensive Media Relations Template is effective in today’s media relations practice.
Now that we’ve defined the fundamental components of the media management during a crisis, let’s proceed with some friendly tips and some illustrations that will help you.
1. Quick Response Plan
The worst thing that can happen is for a crisis to occur and suddenly everyone asks, ‘What do we do now?
Here's how to ensure you're ready to respond swiftly:
Designate a Spokesperson:
Ensure that you have the right person when it comes to public interfaces who is knowledgeable and can encourage others to stay calm in the commune.
Prepare a Statement:
This should be prepared and should be in a format that is ready for release immediately after the event occurs.
Set Up a Crisis Team:
This is where you have to put together a core of people who should be able to come up with decisions swiftly.
Example Statement:
"We are informed of this incident and are already responding to it appropriately, our main focus is to safeguard the lives of our customers and employees and we shall issue a statement soon."
A list of media contacts should be updated so that there will be no need to go through the entire process again. Ensure you have:
Essential Contacts:
Local news outlets
Industry-specific journalists
Influential bloggers
Social media influencers
2. Media Contact List
A press release needs to be written properly. Here's a simple format to follow:
[Company Name] [Company Logo]
FOR IMMEDIATE RELEASE
[Date]
Headline: [Clear and Concise Headline]
Subheadline: [Additional Information]
City, State - [Company Name] announced today that [briefly explain the situation].
Details:
What happened: [Describe the incident]
Action taken: [Explain the steps your company is taking]
Contact information: [Provide media contact details]
Quote: "Customer safety is our top priority, and we are committed to resolving this issue as quickly as possible," said [Spokesperson's Name], [Spokesperson's Title] of [Company Name].
Contact: [Media Contact Name] [Phone Number] [Email Address]
Attachments:
High-resolution images
Additional background information
3. Press Release Template
4. Social Media Updates
Steps:
Consistent Messaging: Ensure your message is consistent across all platforms.
Regular Updates: Post timely updates to keep your audience informed.
Engage with Comments: Respond to comments and questions to show you care.
Example Post: "Dear customers, we are aware of the recent incident and are working tirelessly to resolve it. Your safety and satisfaction are our top priorities. Stay tuned for updates."
Of course, the first place the consumers will check is the social media channels to see if there are update posts. Here's how to manage your social channels:
Tools:
Google Alerts:
It has been suggested to search the Internet for references to the names of your own company and other appropriate keywords.
Media Monitoring Services:
It is, however, preferable to use even more of the metaphysical anti-piracy platforms such as Meltwater or even Cision to make better evaluations.
Social Media Analytics:
This can be done by monitoring the interaction or the index toward the particular social sites.
5. Monitor and Evaluate
After the initial response, it's essential to monitor media coverage and evaluate your strategy.
Chart: Media Monitoring Checklist
Conclusion
Dealing with a media crisis can be a very difficult task, but with a prepared and outlined Media Relations Template, you will be able to weather the storm for your company.
As always, being very clear and keeping your client up to date goes a long way. Be patient, be informed and make sure your followers are up to date.