Archive for July, 2008

How To Write A Good Communications Plan – Part 12 – Budget

A caveat: This post is written from a corporate standpoint, and likely differs greatly from an agency perspective. If you have a different take, let me know in the comments.

BudgetUnfortunately, even the most basic communications approach comes with costs attached. In a corporate communications plan, the budget section details these.

Catharine Montgomery rightly points out that you should keep the your available budget in mind throughout your planning process and propose activities accordingly. However, for the purpose of a corporate communications plan, this section focuses on detailing and justifying your proposed expenditure.

Lots to consider

If you’re proposing a reactive, low-profile approach to your communications, the budget for your initiative may be very low – limited to the costs of drafting a few written products. However, if you’re adopting a high-profile strategy, your costs may be significantly higher.

Consider, for example, a relatively simple announcement I planned earlier this year. Costs included:

  • Media event staging
    • Lighting, audio, location setup
    • On-site video & audio production and editing
    • Car rentals to advance the location and attend the event
  • Media materials production and wire costs:
    • News release
    • Two backgrounders
    • Fact sheet
    • Media advisory
  • Other communications materials:
    • Matte article
    • Speech for spokesperson
    • Media Q&As
    • B-roll video
  • Public education campaign.

All of this for an announcement that, albeit high profile, had zero venue rental costs, no significant interactive or new media, no real marketing, no market research and no advertising.

Err on the side of detail

If you’re proposing a rollout with a significant cost (especially if you’re proposing to include advertising as part of the mix), try to make a solid case for that expenditure. You’ll find it much easier to get your proposal approved if you provide a detailed breakdown of the costs and make a case for them.

Sometimes you may want to offer multiple options for approaches in your plan. For example, you may want to put forward low, medium and high-profile rollout options along with a recommendation. If so, make sure you offer cost estimates for each option.

Where will these funds come from? Will it fit within your pre-determined communications budget or will extra funding be necessary? If so, what approvals are needed?

Other approaches

As I mentioned earlier, this is based on a corporate communications approach. Do you have a different perspective? Let me know in the comments.

The “Communications Plan” Series

This is the penultimate post in a series of 13 posts on DaveFleet.com exploring how to create a good communications plan. To read more of the series, check out the other posts here.

(Photo credit: linusb4)

How To Write A Good Communications Plan – Part 11 – Issues

You’ve planned-out your announcement to perfection – your objectives, your strategy, your tactics. Your communications plan is almost complete! But what if something goes wrong?

Be prepared

Issues management is all about catching problems before they become crises. Your communications plan should help you to prepare for that. It’s rarely possible to anticipate everything that may come up, but with some careful thought you can usually catch most things.

In the communications plan format I’ve recently worked with, the issues section is often used as the basis of your media Q&As when you draft your products later. As such, we usually wrote them in a Q&A format. This has the added benefit of making the issues easier for those further up the chain to understand:

Q: What about X?
A: Here’s our response.

Identifying issues

Think through your initiative and ask yourself a few questions:

  • What is changing?
  • Which parts are controversial?
  • Are any advocacy groups paying attention to this?
  • Who might not like it, and what might they not like?
  • Are any stakeholders expecting something different?
  • Have any aspects of this attracted media attention in the past?
  • Which blogs write on this topic? What have they said in the past?
  • Will this have an emotional impact on people?
  • Will anything you’re doing affect others directly? Have you (as an organization) talked to them about this?
  • Are any parts of this hard to understand? What might need explaining further?

That’s a lot of questions, but fortunately you’ve already done much of the work to answer them. Read back through the other sections of your plan – through the context, the environmental scan and the stakeholder analysis in particular – with those questions in mind. You’ll find many of the answers in there. Also talk to your subject matter experts – the people that are closest to the initiative – and ask them for their thoughts.

As with some other parts of the communications plan, you should think about your issues management section throughout your planning process and not just at the end. Whenever you think of something that might crop up, note it down for inclusion later.

Mitigating the issues

Once you’ve identified the potential issues, think about how you might be able to mitigate them.

Sometimes a simple Q&A will suffice for an issue. Other times you may want to revisit parts of your announcement (strategy, messages, audience, tactics etc) and tweak them. In some cases it may require more than just communications to resolve – you may want to go back to the subject matter experts and flag something for them to resolve before the announcement is made. Working issues management into your entire plan will provide you with a solid foundation to build on.

Your thoughts?

I’m a strategic communications guy, not an issues management expert. Fortunately I’ve been able to attend multiple courses on this and I’ve had some great colleagues to learn from, but I’m sure there are gaps in what I know.

What do you think? How would you approach the issues management section of your communications plan?

The “Communications Plan” Series

This is post number 11 in a series of 13 posts exploring how to create a good communications plan. To read more of the series, check out the other posts here.

(Image credit: nickobec)

Don’t Believe Everything You See

File this in the “oh, not again” file…

Multiple newspapers including The Los Angeles Times, The Financial Times and NYTimes.com published a photograph of Iran’s recent missile test today.

The photograph shows four missiles moments after their launch. The problem? It appears only three missiles were launched.

Below are two photos, taken from roughly the same spot at pretty much the same time. The one on the right was published by numerous outlets – the one on the left emerged later.

missiles

As the New York Times Blog notes:

“[…] the second missile from the right appears to be the sum of two other missiles in the image. The contours of the billowing smoke match perfectly near the ground, as well in the immediate wake of the missile.”

Since then, several sites including the Los Angeles Times and MSNBC have published retractions about the photo.

This isn’t the first time news organizations have fallen for altered photographs – in 2006 Reuters apologized after publishing images of war-torn Lebanon that proved to have been edited, and in 2007 the LA Times published allegedly altered photos of US-manufactured weapons found in Iran.

Who says it’s only bloggers that get things wrong?

(Photo credits: AFP/Getty Images (L) and Iranian Revolutionary Guards(R))

Molson Gives A Crash Course In Relationship-Building

Every so often you see something that makes you sit up and think, “wow, these guys are on the ball.” I saw that from the folks over at Molson this week.

Brew 2.0

Brew 2.0 A few weeks ago I received a pitch from Molson’s PR firm inviting me to an event called “Brew 2.0.” As the pitch put it, “[…] to introduce their new breed of brew, [Molson] lined up Brewers Ian Douglass & Bryan Eagan, booked a badass room in the ACC & organized a tasting for the awesomest geeks in Toronto.”

This wasn’t the “wow” moment. To be honest I was originally more than a little confused as to why they invited me, a PR blogger who’s about as likely to write about a new beer as I am to brew it (or so I thought!). Still, it was free beer and I had a free evening so I thought “sure, why not” and agreed to attend.

I approached Molson communications rep Tonia Hammer at the event and asked her that same question. Her response was essentially that they wanted to start to get to know a few folks in the space. Fair enough – I’m open to that.

The rest of the evening was good – you can read more in Tonia’s write-up or Eden Spodek’s post – as expected, beer flowed freely, the people were great and I came away planning to write precisely nothing about the event.

The follow-up

Fast-forward to last week. I was a few days from hosting a barbecue at my house and had invited a bunch of social media types to come on out. Imagine my surprise when I got a direct message on Twitter from Tonia:

“Heard you’re having a bbq this weekend – want to drop off some ‘samples’ for the party!! Let me know when you’re avail. for a beer drop”

I let her know where and when I was free and sure enough, the next day a whole lot of beer arrived at my door. What’s more, Tonia remembered what I was drinking at the Brew 2.0 event and included some of that in the mix.

Would this have worked if Tonia (and Molson) hadn’t already established a relationship with me before hearing about the barbecue? I doubt it. In fact, I probably would have thought it was a little creepy that they found out I was hosting a barbecue.

In reality, Molson’s approach did work – for several reasons:

  • They pre-established a relationship with me
  • They communicated casually with me (not in bureaubabble)
  • They proactively reached out when they saw an opportunity that would genuinely benefit both sides
  • They contacted me through the tools that I choose to use
  • They didn’t ask me to write anything about their products in return
    • In fact, they went to pains to say we weren’t expected to write anything about Brew 2.0 and when it came to the barbecue they didn’t even mention my site.

It was still a risky ploy – I’m sure some people might not have reacted well to being approached like this – but it worked for me. That’s the benefit you get from connecting with people early-on – you learn what works for them and what doesn’t.

The results

  1. Me, writing this post about their blogger outreach
  2. Twenty or so people who drank free beer all night and will likely tell their friends all about it
  3. Photographs like these:

Eden Spodek, David Spodek and Rick Weiss

What do you think about this kind of outreach? Would it have worked for you? What would you have done differently?

(Image credits: Tonia Hammer, Dave Fleet)

Why Social Media Is Like Distance Running

Dave Fleet running the 2008 Boston Marathon Believe it or not, social media has a lot in common with distance running. I should know; I’m a little obsessive about both of them.

As I’m currently between old (Ontario government) and new (Thornley Fallis) jobs, I was fortunate enough to be able to head up to Georgian Bay recently for a bit of rest and relaxation. Of course, I’m a fanatical runner so when I say “rest” I naturally mean unnecessarily long, blissful trail runs.

During one of those long runs I started thinking about how, in many ways, participation in social media is a lot like distance running.

Wait… come back… let me explain…

It’s an endurance sport

Marathon runners know that a marathon doesn’t really start until after the 30km mark. The first 30km is all about getting to that point while feeling relatively fresh. You can’t just leap in and run a marathon without training. It takes months of preparation for that one race – you need to create the conditions you need for success.

Social media is similar – you need to put in a lot of work up-front – making connections, getting involved in the online communities and helping others, with what can sometimes feel like very little reward. Sure, you may enjoy the scenery along the way (personally, I did) but the real rewards come later once you’ve done that initial work.

You improve with practice

A friend of mine suggested to me the other day that to run a marathon at your best you need to run several races over a year or two first. Why?

  • You make your mistakes and learn from them
  • You learn from observing others
  • You get used to the competitive conditions

You can apply all of these to social media. You’re going to make mistakes – hopefully minor – when you start out. It’s going to happen – it’s part of the learning process. I certainly made my mistakes, but I’m stronger from having made them.

This applies if you’re just using social media tools for yourself, but it’s all the more important if you work professionally in this field. As Joe Thornley wrote recently, “you need to be a creator of social media to truly understand it.” To consult on social media tools without having used them yourself would be akin to consulting on communications strategies without having written one.

You get your best results with the help of others

For my first marathon, I trained solo. It was hell. I finished the race but that’s really the best thing I can say about it all. After that experience, I decided to start running with a group. Guess what? I made new friends, I learned from people with more experience than me and I actually enjoyed my running.

You can ‘participate’ in social media by writing a blog, posting messages to Twitter, setting up a Facebook account or whatever catches your fancy. However, you get the most out of those tools when you use them to communicate with other people – by commenting on other sites, replying to other people or writing on their Facebook walls, for example.

You benefit from variety

Distance runners don’t just head out and run 20km every day. We could, but we’d get bored pretty quickly and we wouldn’t get the best results. My current training program, for example, includes basic runs alongside interval training, tempo runs, hill workouts, long runs, recovery runs and more. I even run twice some days.

While I don’t suffer from the “shiny object syndrome” that many social media types do, I would argue that if you want to get the most out of your social media efforts, it’s a good idea to find a few sites that you like. For example, you might contribute your thoughts via a blog, share pictures through Flickr, build your business network through LinkedIn and network socially through Facebook.


What do you think? Am I way off the mark here? Did I miss other similarities?