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How To Create Media Pitches That Work

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Tips from The A-Team

Fewer reporters, with greater demands on their time. Fewer outlets and more competition for coverage. Face it, it’s a shrinking strike zone for media pitches.

That’s why it’s crucial to make those media pitches as good as possible: well-composed, on target and impossible to ignore. We asked our public relations experts for their advice on how to create pitches that journalists can’t resist:

Know the news and stick to it

“So what?” is the most devastating response to a pitch. “A former colleague who had worked as a newspaper journalist would always ask me, ‘so what does this mean for my neighbor Sally?’ when reviewing my pitches,” says Account Director Megan Moriarty. “A basic pitch to a reporter tells them what the news is, and I always try to add perspective about why it matters for their readers. Answering the ‘so what?’ question in a pitch provides clarity about the potential impact and demonstrates why the reporter should cover the story.”

Remember that the release must work for the outlet, not just the client. “The first question I aim to answer when drafting a pitch is, ‘How does this news provide value to the media outlet?’,” says Account Manager Maddie Noteboom. “If you can make that connection, the rest of the pitch will fall into place. By concisely stating the value to journalists, you can make the transaction feel more mutually beneficial rather than a one-way activity.”

Clients love to talk about themselves in press releases. The problem is journalists don’t care about the company, just the news. “Limit the puffery and keep the company in the background. Always keep the audience in mind,” says Jim Sweeney, senior account and content director.

One way to do that is to make the value of the pitch explicit. “Instead of just pitching a thought leader and their generic bio, explain why this person is the best suited to discuss the topic, especially if you are pitching a vendor!” says Senior Account Director Katlyn Nesvold.

Newsjacking, or tying a pitch to something else happening in the world, is another proven tactic, says Senior Account Director Janet Mordecai: “Pulling from the day’s headlines and directly correlating that to the company or the spokesperson’s experience speaking to that exact issue often works.”

Include data

Reporters love data. It lets them know there is some substance behind the pitch, advises Senior Content Director Morgan Lewis. “Pitches that contained fresh, original and relevant data always got my attention when I was a reporter and editor,” he says. “Case study outcomes, survey data, or clinical trial results that were pertinent to my publication would receive more consideration because the information could be used in so many different ways: a short brief, a stat to include in a related article, or in some cases, a byline about the data itself.”

If a client doesn’t have data, sometimes they can create their own. “Consider conducting an online survey using Pollfish or Harris Poll to generate data that’s supportive or even counter to your pitch. People’s points of view on the story enrich the pitch,” says Mardi Larson, media relations and account director.

Present the news concisely. “Reporters and other influencers consume content differently than in the past. Use bullet points and economy of words to convey your pitch. The pitch still needs to be substantive, but one can’t forget presentation either,” says General Manager Philip Anast.

Identify the right reporter and outlet.

Pitching a journalist or outlet on a subject they don’t cover is not only a waste of time, but hurts your credibility and that of your client, says Grace Vinton, account director and media specialist: “You need to be 100% certain a journalist covers a topic before sending them a pitch about it. There’s no excuse. All of their articles are online. The best pitches are tailored to a journalist’s beat and interest area and will help level-up the journalist’s coverage on the topic in some way!”

When possible, individualize the pitch, says Senior Account Director Yancey Casey. “Making a connection with reporters through custom-tailored pitches is the best way to rise above the noise and drive conversations. Respect their time — and yours — by pitching thoughtfully, concisely, and with their readers in mind,” he says.

On-target and personalized pitching is a great way to build long-lasting media relationships, says Tara Stultz, chief strategy officer: “If you take this approach, reporters will know that you only reach out to them when you have a story that is aligned with what they are looking for. As a result, they will be much more likely to open your pitches, respond to them, and cover your clients’ news and thought leadership. Yes, media relationships matter–and this is how strong ones are forged.”

Write a great subject line.

In the old days, a reporter at least had to open an envelope and read a release before crumpling it into a ball and firing it into the wastebasket. Now, an emailed pitch can be consigned to oblivion without ever being read. That’s why an eye-catching and compelling subject line is so important, says Michelle Noteboom, senior director of accounts and content. She offers the following tips:

  1. Use active voice.
  2. Include a question, e.g., “Can AI tools enhance patient safety? One health system leader says ‘yes’.”
  3. Be provocative when you can, e.g., “We don’t have a doctor shortage. We have a shortage of using doctors efficiently.”
  4. Offer a numbered list, e.g., “5 ways AI is driving documentation efficiencies.”

Keep it short, adds Senior Account and Content Director Maria Meredith: “Make the subject line pithy, with something their readers will care about, and then get to the point quickly within the first few lines. Anything you can do to make it faster and easier for journalists to hone in on stories that will pique their readers’ interest will help build those relationships.”

It’s an unfortunate fact of PR that most media pitches fail to generate coverage, but following the advice above will give yours a better chance of succeeding.

Your Corporate Messaging Needs A Makeover

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Recently, I was listening to a podcast featuring the CEO of a healthcare tech company that’s doing fantastic things in a new way—an actual innovator, as much as that word is overused. The podcast wasn’t sponsored, so the line of questioning was broad and geared toward thought leadership. In response to the host’s first question, the CEO launched into a detailed explanation of the issues with just a quick “At [Company Name], we deal with [thorny topic] all the time, starting with A and B.”

The rest of the conversation bounced around from there, and it was a decent interview overall, except for one thing: I never found out what the CEO’s company did, exactly. I agreed with many of his sentiments about the industry and was already predisposed to think highly of his company, but the onus fell on me, the listener, to search online for more info. That CEO had one shot to make a first impression, but he failed to take advantage of it: he didn’t introduce his own brand.

As an account director, I see clients fail to effectively communicate their corporate message. When prepping for an interview, clients tend to focus on which successes to share. They talk about how to answer tricky questions that might come up, and discuss whether a data point from Client 1 or Client 2 would be best. But they don’t focus on the messaging basics: how to say what you do as efficiently as possible, in a variety of settings. Your leaders need to agree on the language they’ll use to give a quick introduction, and they need to practice this phrasing until it becomes second nature.

When I was listening to that podcast, if I had heard something like this: “At [Company Name], we provide [innovative feature] to [type of customers] to help them [accomplish this result]” before the CEO continued with “So we deal with [thorny topic] all the time…” I would have had a context for all the insightful things Mr. CEO said from then on. I would have been properly introduced to the company, grounded in what they provide to a particular market.

You Need More Pitches Than You Think You Do

At large companies, marketing departments will hammer out corporate messaging templates with several components: the top 3 bullets that describe the company’s accomplishments; the 25-word elevator pitch; the 50-word elevator pitch; the 100-word boilerplate; the corporate mission; the list of values. Smaller companies, being nimbler and more mission-driven, tend to think of such messaging docs as unnecessary—and completely disconnected from what their leaders will say to the press.

They’re not. Just as all companies must determine their market positioning, they must also determine their specific language: how will we introduce ourselves? Your company’s oral and written messaging needs to include both features and benefits. What do you make/provide/enable for customers, and how does that feature benefit them?

Once you’ve got your messaging down, you need to spend time iterating it in multiple formats. Contrary to popular belief, the best 25-word intro to your company is not the first sentence of your “About Us” page on your website. Be thoughtful about each version, and note who it’s for: 50 words to describe us to investors; 5 bullets to include on slides for existing customers; 3 key messages for trade shows; etc. This legwork will pay off in spades as you apply for awards, send reporters background information, complete RFIs, connect with potential clients, and more.

Lastly, don’t forget to train your leaders in the verbal version of your messaging for conversations and interviews. While it doesn’t need to be exact every time, you should certainly have at least one or two phrases that are consistently said aloud by your executive leadership.

Revamping Your Boilerplate

Found at the bottom of all press releases, a company’s boilerplate is a standardized paragraph that describes the organization’s purpose, size, and presence. It often includes details such as the year the company was founded, its annual revenue and/or financial backers, and market share or angle. Your boilerplate should also incorporate a few key words—or even better, a unique phrase—to enable search engine optimization.

Unfortunately, many companies write their boilerplate once and then forget to refine it as their messaging evolves. Along with your messaging, you should review your boilerplate at least once a year. Does it reflect where you are now? If your key phrases aren’t getting any traction, but your customers all respond enthusiastically to one specific value prop, consider the SEO version of that value prop. Will it work in your boilerplate? Is it clear and meaningful, or did you accidentally jargonize it?

While this is not an exhaustive how-to post about how to write an excellent company boilerplate—for that, see this post from PR expert Dmitry Dragilev—I do have a few tips for you.

#1: Don’t be aspirational.

If your company makes teapots, but your five-year plan involves the creation of compostable coffee, tea, and mimosa single-serve pods, you’re not an “major vendor in the eco-friendly breakfast beverage supply chain”; you’re still a teapot manufacturer.

Startups in particular are frequently tempted to include their overarching vision in their boilerplate, as they can’t yet do what they mean to do – and they want everyone to know the scope of their ambition. While this is understandable, companies run the risk of undermining their own success if they stake their reputation on future-state aspirations. Potential clients may simply want a beautiful teapot; they need to know that your company makes them.    

Don’t let your excitement about what your company will eventually do overcome reality; market what you have now, and market it well. If you’re afraid that your company will be discounted because everyone’s talking about single-serve beverages, then find a way to incorporate your proximity to the Hot Topic without overselling what your company does in the present moment.

(Apologies to the Ask a Manager readership for the teapot analogy. This site answers reader questions on workplace dilemmas, and it’s well worth your time: the letters are often hilarious, and writer Alison Green gives useful advice for navigating difficult work situations.)

#2: Keep it modest.

This is not the time for verbs like ‘transform’ or ‘revolutionize,’ nor for adjectives like ‘impressive’ or ‘powerful.’ Your boilerplate should state what you do and why you do it, but not offer its own opinions on how well you do it. We don’t include self-referential compliments when we’re introducing ourselves for a reason. While you may call yourself “adept” in a cover letter, you don’t say it in conversation; your boilerplate should not be the corporate version of “I’m Jessica, a skillful communicator!”

You should also stay away from superlative phrases like “the industry’s leading platform” or “the world’s largest system,” especially if you’re relatively unknown. Even if your software has twice as many users as your closest competitors, comparative phrases invite readers to respond with skepticism. There should be nothing in your boilerplate that is arguable; your statements should be clear, simple, and unassailable.

If you work for Amazon, then sure, you could say you’re the world’s largest online retailer—but readers would know that already. For everyone else, it just sounds like a humble brag that may or may not be true. If you want to show size or range, opt for facts instead: “used by 65% of U.S. health systems” is more believable than “the industry’s leading platform.” If you’ve won a prestigious award, make sure to include it in your boilerplate. Let others do your bragging for you!

#3: Avoid nonsense taglines.

My husband’s favorite tagline of all time was for the beer Stella Artois: “Reassuringly expensive.” For 25 years, the company used this phrase in television and print ads in the U.K., where it hit just the right note: this beer tastes so much better than its low-end counterparts that it’s not even in the same category—nor are you, discerning drinker!  

In corporate America, and especially in healthcare, there’s a tendency to choose random inspirational words for your tagline. Often these aren’t even connected to what the company does, but just a collection of positive qualities or actions: “Collaborate. Innovate. Accelerate.” Taglines should be clear, practical, and instantly relatable to what your business does, according to this advice from entrepreneurs.

In healthcare, I’ve seen many variations along the lines of “We move care forward” or “We put the care in healthcare.” Avoid stating the obvious (nobody moves care backward), and avoid being cheesy. Your tagline requires real thought and a sense of what sets your company apart from competitors. This is where you can get creative and evoke your company’s higher aspirations (as long as they relate to what you do now). Where do you want to be in ten years? What mission connects your present and your future?  

You won’t be able to encapsulate every last thing that you do in one tagline, but you should be able to come up with an evocative phrase that distinguishes your approach. Don’t be afraid to test it out across your company, or ask your employees for help brainstorming. Once you have a good tagline, use it to close out your boilerplate, along with a link to your website. Now, you’re ready for prime time: You have everything you need to make a good impression.

Strategies to make the news when you're not well-known

How to Make the News, Even When You’re Not the Headline

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Many companies hire PR agencies because they want to make the news, i.e., see their stories splashed on the front pages of USA Today or the Wall Street Journal or featured in a top-tier technology publication. Such a media hit rarely happens overnight, as the bar for a solo feature profile is incredibly high. To put this into perspective, even Steve Jobs had to patiently wait a few years before he became the story.

A PR colleague who used to work for Regis McKenna (Apple’s PR agency of record in the 80s) recalled a meeting in which Jobs asked when she would get him on the cover of Fortune. She answered with brutal honesty. Jobs in turn hurled a glass of water at her. He did call her the following morning to apologize and they continued to work together. And, as you know, in his lifetime, Jobs graced not just magazine covers but books, movies and documentaries.

So if you’re not Steve Jobs and you’re not the story, what’s the next best thing?

Pitch a bigger story

News outlets seek stories with broad appeal and meaning, which will discount most pitches about CEOs and company missions. Instead, craft your pitch around an interesting development in your field that’s happening and not enough people are talking about. A very effective strategy here is to conduct a survey and then report the results. Amendola client Health Catalyst did that last year, garnering considerable coverage. Or, pitch a story based on a larger societal trend or current news event, provided you can make a direct connection to it and offer up one of your company’s thought leaders to weigh in.

Yes, your company and mission can be a facet of the above pitch types, but tread carefully. The goal at this point is to get the process going, become a part of the story and build your profile as a valued source. Think of your company’s media career as that of an actor who is steadily building up his or her credentials, in one increasingly larger role after another. Over time, more audiences become aware of the actor. If the roles are in quality, interesting productions, the audience’s interest and like of the actor will grow as well.

Let your client (the end-user) take center stage

Oftentimes editors are more interested in the end user, not the vendor. They don’t want to report about software, but actual use cases, as evidenced by this article in Network World. Originally, we pitched a broad story about private healthcare data being stored on public clouds. This was enough to pique the interest of a tech reporter at Network World, who then asked to speak to a hospital CIO about the risks and benefits of storing sensitive information on public clouds. The reporter immediately saw the need for a sidebar about a HIPAA-compliant cloud and ended up quoting our client extensively in it.

So you see, being a sidebar or a part of a bigger story are just a couple of ways to prime the pump on your way to being THE story. You just need the guidance of seasoned PR professionals to help make it happen. We stand ready to help only non-water throwers, please.

Zipongo Featured in the New York Times

How to Get Your Startup Covered by the New York Times

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In my 12+ years working with CEOs of healthcare technology startups, I can count on a single hand the number of opening discussions that didn’t include this phrase: “We want to be in the New York Times.”

The expectation among tech entrepreneurs that the nation’s newspaper of record will jump at the chance to write about them is as common as it is unrealistic. This is especially true in healthcare IT, where only a handful of companies sell directly to consumers.

The Times coverage of healthcare IT seems to consist almost entirely of IBM Watson Health (it helps to be one of the world’s great brands) and the IT initiatives of large health insurance and pharmaceutical companies. Conspicuously absent from their coverage is your average startup with a Series A round in the low 8-figures and two or three marquis clients who may or may not be willing to talk to the press.

The odds of such a company getting ink in the New York Times are slightly worse than the odds of being struck by lightning while speeding.

Lightning Strikes

And yet, sometimes, under the right circumstances and with the right preparation lightning does strike.

Case in point. Zipongo is a three-year-old San Francisco-based startup with about 50 employees, $10 million in funding, and one brilliant idea. Founder and CEO Jason Langheier, MD, MPH, helped launch the pediatric obesity clinic at Boston Medical Center. The weight loss program was a great success but Langheier wasn’t satisfied. Millions of overweight American kids could benefit from the program, he knew, and yet it just couldn’t scale within the hospital setting.

Determined to help reverse the nation’s obesity epidemic, Langheier built an application in his “spare” time while earning a medical degree from Duke in three years. And so Zipongo was born. The full story is slightly more complex but Langheier had hit upon an idea whose time had come. Zipongo helps self-insured employers and payers keep their employees and members healthy by making it easy for them to eat healthy.

Read All About It!

I could tell you how they do it but why bother when you can read a much more compelling description of Zipongo’s success with customers like Google and IBM in the Feb. 21, 2016 edition of the New York Times: Wellness App Aims to Improve Workplace Nutrition, by Times staff writer Stephanie Strom.

Wade in! You won’t be the first. Within one day of the story’s appearance in the national edition of the Times, Zipongo had received 40 hot inbound leads and Langheier’s inbox was overflowing with congratulatory notes from folks who’d crawled out of the woodwork to restart old business conversations.

How We Did It

There were at least three primary ingredients involved in Zipongo’s New York Times debut.

  1. A Lot of Preparation (identify news trends). Our first job in targeting the Times was to prepare a solid news pitch designed specifically to appeal to national mainstream business journalists. The strategy we ultimately developed was the byproduct of an hours long brainstorming session to assess Zipongo’s market appeal and identify supporting news trends. Zipongo had already decided to build a marketing campaign around new nutritional requirements of the Affordable Care Act. An evergreen news topic, the ACA made the perfect news star on which to hitch the Zipongo wagon. But a trend is meaningless to journalists without living examples. We needed an A-list Zipongo customer who would verify that Zipongo fit the trend (in this case, that they helped employers satisfy the new ACA requirement more cost effectively than they otherwise could). Here luck played a role. IBM had just become Zipongo’s newest customer, signing up to provide the app for their tens of thousands of U.S. employees. The agreement with one of the world’s top brands hadn’t been publicized, so it made the perfect fodder for a New York Times pitch.
  2. Target Beyond the Obvious. When pitching a story about a major technology company like IBM, the obvious route is to pitch Steve Lohr, the Times IBM beat reporter. While we’ve worked with Lohr on numerous occasions, we decided to focus instead on the paper’s food business writer, Stephanie Strom. Strom has a history of covering big brands and nutrition, so the Zipongo story was likely to appeal to her interests. A little research revealed that she would be moderating a panel at a Napa, Calif. food conference where Langheier was scheduled to speak in the coming weeks. We let fly the pitch and – Bingo! Strom agreed to meet Langheier in Napa and hear what he had to say.
  3. Let Your Client Work Their Magic. This is definitely an ingredient in the Zipongo story but not one for which we can take any credit. The best that a PR agency can hope to accomplish is to put your client in front of a top journalist and let them make the sale. For phone interviews, it’s imperative to prepare novice media representatives with some hefty media training.  In-person interviews, on the other hand, live or die with the interviewee’s ability to establish an emotional connection with the interviewer. Here, Langheier more than held up his end. He so wowed Strom that she ended up interviewing not just IBM but Google and several Zipongo end-users as well. The result was better than we could have hoped for  a full-fledged company profile that ran to 24 paragraphs.

Admittedly, the stars aligned for this win. Very few small startups have a product as cool as Zipongo’s, and one that aligns with a major national news story like the ACA. Fewer still have an A-list customer like IBM whose brand commands mainstream media attention. But without the right preparation and execution, and lacking a keen understanding of what drives coverage, even Zipongo’s amazing story would have gone untold by the New York Times.