Public Relations and Communications: Optimizing Online Press Releases

Writing online press releases is an art. The basic rules of press release writing still apply, yet there is the subtle craft of web writing, SEO optimisation and structure that need to be captured in the online form.

Let’s remind ourselves of the basics. Start global and in subsequent paragraphs move into the specific. A strong headline that grabs the eye and draws interest enough for the reader to continue is a must have. The first paragraph should support the headline, explain it, and outline the entire story. It must paint the ‘big picture’. The structure of the entire release, which is usually no longer than 250 words (perhaps 350 for mainly trade or technical press), should then have a natural flow. A beginning, middle and and ending to some extent and certainly explain the why, what and how of the story.

The subsequent 5 or 6 paragraphs should go increasingly into the specific detail of the story and include any supporting information. The less interesting or supporting detail should be left until the end, but interspersed to help bring the story to life the people involved in the story can be quoted to help tell it. The standard tools of editors notes, contacts, supporting information should all be used at the end of the piece, and clearly indicated as such.

Now we come on to the basic rules of web writing. It has to help the eye: readers’ attention spans are shorter on the web (and in general these days), and it is also more difficult for the eye to read on a screen. So remember the following:

• Chunky – keep the paragraphs chunky, short and never long. Help the eye flow through the piece and break it up with headers and images for longer pieces
• Relevant – know your target audience inside out, picture them (him or her) as you write the release, and use words that talk his language. Make sure that you keep the content, images, timing all relevant for the target audience. It may be that the first para or two need to be tailored or adapted for a different target audience and this is all you need to make it relevant
• Accurate – digital communication can encourage sloppiness, SMS is a case in hand. But if you spend time and effort making sure your writing is grammatically and factually correct, with no spelling errors, you will be more successful, credible and believable in what you write
• Brief – anything you write for PR, and especially for the web, has more impact with fewer words. Write your release. Then re-read and edit, re-read and edit, re-read and edit … and then cut out another 10 per cent of words. Then you’ll have perfection!
• Scannable – does the copy scan well? Do it draw the eye down and catch and keep attention. Can someone scan it quickly and get the gist of the story in one scan? Make sure the answer is yes to all these questions.

And now for the grand finale of online release writing. Both the headline and the copy, particularly the first few paragraphs of the body, need to be keyword rich. This copy needs to include a mix of keyword phrases that people use to search for information on the web. To achieve this you will need an insight into what words and phrases searchers use to find information on the web. Optimised news will attract more journalists and customers alike. And research consistently shows that these readers use the web as their preferred medium for finding out news about your clients products and services.

Links are also critical, both to provide helpful insight, information and additional support for your readers and to help with SEO so that your news is easier to find. Internal and external links are equally as important. As are inbound links from external websites. And this is certainly one reason why having your online media centre on an independent domain – i.e. not a subdomain of your main site – helps with your SEO. So make use of the online release distribution sources such as PR Wire, cisionwire, Response Source etc.

Tags are important considerations but you should only aim for around four per release and they need to be directly relevant to that release, and not a blanket ‘brand name’ repetition. And don’t forget the RSS feed – your releases will need to have their own unique feed if you really want to give journalists the edge in finding your news quickly. They can subscribe to your feeds via email download, browsers or burn them into their feedreaders to have your news pushed into their inboxes as soon as you issue it. There’s more to writing press releases in the digital age than meets the eye, and its time for PROs to get web savvy.

Listen to Changeworks’ podcast to find out more.

Sue Tupling
Director

Changeworks Communications Ltd

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