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8 Tips for Writing a Press Release Effectively

8 Tips for Writing a Press Release Effectively

Your business or organization has news to share, but you’re unsure how to spread the word. Press releases are an ideal and easy way to get out the word about your business’s announcement, whether it’s a building project, upcoming event, important transaction, new hire or promotion. Putting together a press release doesn’t need to be daunting. Here are eight tips to writing a press release effectively:

1. Write a good headline

Journalists get hundreds of emails daily. To make your press release stand out from the crowd, you need a catchy but informative headline. Keep your headline to less than six words—you can always add a subhead—and make sure it contains the most important piece of information. Don’t be boring and say, “Company A hires worker.” Instead say, “Company A adds Jane Smith for key role.” As to style, don’t forget to center and bold the headline. Make it about 20 points. If adding a subhead, put it in italics (and not bold) and make it about 16 or 17 points.

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2. Start off right

Begin the press release with the city and state where your organization is located. Start off with that information and then add a dash—from there you can go right into the release.

3. Don’t bury the lead

For journalists, the lead is the main point of the story. In a press release, make sure the main point and all the key information are included in that first paragraph. You can’t guarantee that that reader will go further than that, so make sure it includes the need-to-know information. The second and third paragraphs should contain secondary and supporting information.

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4. Remember the Five Ws

An effective press release needs to answer the what, when, who, where and why. What is happening? Where and when? Why is it happening? Who’s involved? A good press release must include this information. Without it, the reader will hit delete. Also, if it works, include the “H”—how is something happening? These are all essential good writing tips.

5. Use the right style

Write a press release as a news story. Keep sentences short and simple. Don’t use jargon or terms that the average person wouldn’t understand. Focus on facts and information—remember you want the reporter receiving your press release to understand it’s news. Another key element—be sure to run a spell check and read it thoroughly before sending. Reporters will immediately hit the delete button if they get a release full of errors.

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6. Include a quote

Reporters like quotes, so seriously consider including one in your press release. Whether it’s from the company president or a fundraising chair (if the release is about an upcoming event), make sure the quote sounds real and not canned. Read it aloud and make sure it sounds like it’s something a real person would actually say. Another tip about quotes: Don’t make them too long. Remember, it needs to sound like someone actually said it—if it has four long sentences in it, edit it down.

7. Include contact information

You need to make it easy for the reporter to contact you for more information or if he or she has additional questions. Be sure to include your contact name, email, and phone number, or include that information for a key person involved with the company’s news. It’s also good to include website addresses embedded right in the press release so reporters can check that out for more information. Don’t forget to include the company’s Twitter handle or Facebook page address, too.

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8. End on the right note

Press releases traditionally end with three ###s. It signifies to the reporter that the release has come to an end. By including that, you’re demonstrating to the reporter that you understand how news releases work and he or she is bound to take you more seriously.

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Last Updated on March 31, 2020

How To Break the Procrastination Cycle

How To Break the Procrastination Cycle

How often do you find yourself procrastinating? Do you wish you could procrastinate less? We all know how debilitating procrastination can make us feel, and it seems to be a challenge we all share. Procrastination is one of the biggest hindrances to moving forward and doing the things that we want to in life.

There are many reasons why you might be procrastinating, and sometimes, it is really difficult to pinpoint why. You might be procrastinating because of something related to the past, present, or future (they are all intertwined), or it could be as simple as biological factors. Whatever the reason, most of us follow a cycle when we procrastinate, from the moment we decide to do something to actually getting it done, or in this case, not getting it done.

The Vicious Procrastination Cycle

For some reason, it helps to understand that we all go through the same thing, even though we often feel like the only person in the world who struggles with this. Do you resonate with the cycle below?

1. Feeling Eager and Energized

This is when you commit to taking a new action or getting something done. You are feeling confident and optimistic that, this time round, you will do it!

2. Apprehension Starts to Come Up

The beginning stages of optimism are starting to fade. There is still time, but you haven’t done anything yet, and you start to feel uneasy. You realize that you actually have to do something to get it done, and that good intentions are not enough.

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3. Still No Action

More time has passed. You still haven’t taken any action and probably have a lot of excuses why. You start to panic a little and wish you had started sooner. Your panic starts to turn into frustration and perhaps even irritability.

4. Flicker of Hope Left

You can still make it; there is a little time left and you ponder how you are going to get it done. The rush you get from leaving your task until the last minute gives you a flicker of hope. There is still time; you can do this!

5. Fading Quickly

Your hope starts to quickly fade as you try desperately to understand why you just can’t do this. You may feel desperate and have thoughts like, “What is wrong with me?” and “Why do I ALWAYS do this?” You feel discouraged, or perhaps angry and resentful at yourself.

6. Vow to Yourself

Once the feeling of anger or disappointment disappears, you most likely swear to yourself that this will never happen again; that this was the last time and next time will be different.

Does this sound like you? Is the next time different? I understand the devastating effect that procrastination has on many lives, and for some, it is a really serious problem. You also have, on the other hand, those who procrastinate but it doesn’t affect them in any way. You know whether it is affecting you or not and whether it undermines your results.

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How to Break the Procrastination Cycle

Unless you break the cycle, you will keep reinforcing it!

To break the cycle, you need to change the sequence of events. Here is my suggestion on how you can effectively break the vicious cycle you are in!

1. Feeling Eager and Energized

This is when you commit to taking a new action or getting something done. You are feeling confident and optimistic that, this time round, you will do it! The first stage is always the same.

2. Plan

Thinking alone will not help; you need to plan your actions. I always put my deadlines one or two days in advance because you know Murphy’s Law! Take into consideration everything that you need to do, how long it will take you, and what you will need to get it done, then plan the individual steps.

3. Resistance

Just because you planned doesn’t mean that this time is guaranteed to be different. You will most likely still feel the resistance so expect this. This stage is key to identifying why you are procrastinating, so when you feel the resistance, try to identify it immediately.

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What is causing you to hesitate in this moment? What do you feel?  Write them down if it helps.

4. Confront Those Feelings

Once you have identified what could possibly be holding you back, for example, fear of failure, lack of motivation, etc. You need to work on lessening the resistance.

Ask yourself, “What do I need to do to move forward? What would make it easier?” If you find that you fear something, overcoming that fear is not something that will happen overnight — keep this in mind.

5. Put Results Before Comfort

You need to keep moving forward and put results before comfort. Take action, even if it is only for 10 minutes. The key is to break the cycle and not reinforce it. You have more control that you think.

6. Repeat

Repeat steps 3-5 until you achieve what you first set out to do.

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Final Thoughts

Change doesn’t happen overnight, and if you have some deeper underlying reasons why you procrastinate, it may take longer to finally break the cycle.

If procrastination is holding you back in life, it is better to deal with it now than to deal with the negative consequences later on. It is not a question of comfort anymore; it is a question of results. What is more important to you?

Learn more about how to stop procrastinating here: What Is Procrastination and How to Stop It (The Complete Guide)

Featured photo credit: Luke Chesser via unsplash.com

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