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Top 5 Lessons on how Wake Forest Won a Bulldog Award for Best Online Newsroom

“The primary goal of redesigning our online newsroom has been to help journalists covering Wake Forest do their jobs quicker, easier and better.” – Katie Neal, Executive Director, News and Communications In late 2015, the Communications & External Relations group at Wake Forest University embarked on an ambitious goal: “Tell Wake Forest stories and create a positive experience for news media by providing them as much content, access and support as possible.” Being in the midst of a $1 billion capital campaign, Wake Forest realized that the newsroom was a pivotal tool for helping shape the perception of the university to key audiences. Facing the challenge of dealing with an old newsroom, packaged in a way which made it frustrating for journalists to access the information they needed, the news team was tasked with creating a new and improved visually-compelling, mobile responsive and easy-to-navigate online newsroom. The news team was guided by two goals to address their primary audience of journalists: Give journalists what they want. Help them find the information they need to do their jobs easily and quickly. Make it easy for anyone to share Wake Forest news. And, to achieve these goals, they implemented their strategy which focused on four areas of emphasis: Offer a useful combination of newsworthy content, facts and resources. Showcase visual storytelling capabilities with multimedia options and a flexible web design. Establish a best-in-class expert guide. Prominently feature experts on trending topics and breaking news. Provide easy ways to share news stories, expert pitches, photos and videos to increase visibility on social media while reinforcing the brand. Since the launch of the Wake Forest newsroom in the spring of 2016, they have achieved notable success. They have seen a significant increase in media coverage stemming from their expert pitch efforts, they’ve had a positive social impact in their local community, and they’ve noticed an increase in content consumption. Just last month, Wake Forest was recognized for these efforts by winning the bronze Bulldog Award from the Bulldog Reporterfor “Best Online Newsroom of the Year.” The panel of judges was comprised of working and award-winning journalists, including a Pulitzer Prize winner, and represented a number of different media outlets including The Washington Post, USA Today, Forbes and The Oregonian. So what can we learn from Wake Forest? Here are the Top 5 lessons on how they made their newsroom stand out above the rest. 1. They Wrote Stories for Journalists Instead of taking a reactive approach to getting their experts in the media, the team at Wake Forest opted to be more proactive in getting their experts noticed. This meant presenting relevant news items, story ideas and expert pitches in a central and very visible location. They called it “Headlines”. Realizing that some stories needed a longer shelf life, the news team created the Headlines section to help journalists by providing storyline options. Here, journalists have a picklist of potential stories, a recommended angle and relevant Wake Forest experts who can comment. It’s a one-stop-shop for journalists. Even more, with Headlines, Wake Forest is getting the added advantage of telling their stories. How are you helping with getting your stories out there? 2. They Brought their Experts Forward With leading researchers ready to comment on a range of newsworthy topics – including the unprecedented U.S. election cycle – the news team brought their experts to the forefront by putting them on display in multiple locations of the newsroom. Using ExpertFile’s REST API, Wake Forest was able to extend its expert content on multiple pages, while still having the ability to manage that content from one central dashboard location. This has allowed the news team to be more proactive in updating expert content, capture key engagement metrics and respond to potential opportunities in a timely manner. For instance, the team created a special portal in their newsroom to direct journalists to the best experts that could speak on the election. From The New York Times to NPR’s “All Things Considered,” more than three dozen Wake Forest faculty shared their election-related expertise with top-tier news outlets around the world. Wake Forest professors had more than 1,300 media mentions for expert commentary alone, with the potential to reach more than 2 billion people. What is your organization doing to bring your people forward? 3. They Provided a Clear Path of Communication You’d be hard-pressed to find a page that didn’t provide some sort of contact method in the Wake Forest newsroom. Between having the news team’s contact email and phone number available on every page, and multiple contact buttons on the expert profiles, a journalist would have no problem finding the best method of reaching out. It’s important to present a clear path of communication between the journalist and the institution. Safe to say, journalists tend to be very busy and often time constrained. So, if they don’t find what they’re looking for right away, to put it in the words of Jay-Z, on to the next one. How are you making it easier for journalists to reach you and your communications group? 4. They Made it Easy to Find the Best Person Katie Neal once said it best, “We’re not under the delusion that media wake up and think they should go to Wake Forest first when they are looking for experts.” For the Wake Forest team, providing multiple avenues for experts to be discovered was a major objective. And, where do media look first for experts? Google. “We’re not under the delusion that media wake up and think they should go to Wake Forest first when they are looking for experts.” Google likes good content. Enhancing the discoverability of Wake Forest’s expert content on the world’s most commonly used search engine, is one of the best ways to attract media. However, the Wake Forest News and Communications team didn’t stop there. They added easy search functions to their pages. How are you ensuring your experts’ discoverability? 5. They Didn’t Limit Themselves to the Newsroom It’s important to think outside the box. Wake Forest exemplified this by extending their reach beyond the newsroom. Through syndicating expert content on different networks (ExpertFile.com) and promoting with various social platforms (Twitter), Wake Forest was able to access a much wider audience. Remember, distribution can take you from good to great. How are you thinking outside of your website? So, there you have it. By following these lessons learned from Wake Forest University, you too can begin to engage with media more proactively. To summarize, the key questions to ask yourself when creating a newsroom to engage with media are: How am I putting my stories in front of media? How am I currently presenting my media experts on my website? How am I making it easier for media to contact me and my team? How am I enhancing my experts’ discoverability? How am I extending beyond the reach of my website?

Media Training Can You Afford NOT to Be Prepared When Reporters Come Calling?

Want to see someone in a respected position of power throw away a career in all of about two minutes? Stephen Duckett was an expert in his field. Respected globally. Until this… Watch this exchange Duckett wasn’t prepared to deal with media. He paid a serious professional price and left a lesson for us all to learn from. In fact, his exchange is used by a lot of media trainers on exactly what not to do in a  crisis situation. As a former news producer, I remember scrambling to find an expert opinion or perspective when news was breaking. If a story required explanation and when it was beyond the grasp of even the brightest of reporters we needed the help of supporting sources.  They were critical in helping explain, validate, and ideally, break down just what was going on to our audiences at home. When an outbreak struck, we needed an epidemiologist. When a rare earthquake shook the region, the search for a seismologist was on. Finding the expert wasn’t usually the problem. We had local universities, colleges, and health care facilities within arm’s reach. However, finding an expert who could effectively speak on camera often was. Our goal was to keep people from turning the channel – so boring, highly technical speaking experts simply wouldn’t do it for us. When I worked in TV, we needed someone who could explain a complex subject, in layman’s terms, and in sound bites of about 15 seconds. It may not seem like much, but it is a lot to ask. Explaining high level content is not easy, but the reality is that your audience needs complex subjects explained in the simplest of ways. To do this right, it requires understanding the roles and goals of media and media training. Anyone who will be representing an organization, institution, or corporation needs some form of coaching. It’s a must-have requirement for most CEOs and politicians. Turn on your news at just about any hour of the day, and you can easily tell who has been properly prepared and trained and who hasn’t. It doesn’t happen organically. It takes work. It takes expert coaching. Media-friendly speakers bolster credibility and get noticed. In times of a crisis, a trained speaker may be the missing piece that can make or break a situation a reputation. Those who are not trained stick out—in a very bad way. They stammer, evade questions, ramble and are usually incoherent. If the task is mainly to describe a current situation, an untrained expert may ramble or speak hundreds of feet over the head of the average person. If there’s a crisis at hand—a tragedy, a scandal, a lawsuit or worse—an untrained speaker risks making a bad situation worse. Take a look back to July of 2013—an out-of-control train carrying crude oil exploded, destroying the downtown section of Lac Megantic, in Quebec, Canada. Thirty buildings were leveled, killing 47 people. In this small town, everybody knew somebody who was killed. Edward Burkhardt, president of Montreal, Maine & Atlantic Railway Inc. arrived shortly after the explosion. He was the near-perfect storm—an untrained, and likely uncoachable leader. He was clearly in distress, rattled, arrogant, and unprepared. He fixed blame at the worst possible time, blaming the train’s engineer and the local fire department. A journalist asked how much he was worth. A town is destroyed, the world is watching, close to four dozen people are dead, and his reply was, “I’m worth a lot less now than I was last week.” Proper media training and coaching would not have prevented the horrible tragedy, but knowing how to speak during such a high-stress situation and knowing what questions to expect might have mitigated the visceral reaction of residents, industry and government officials. As it stands, Edward Burkhardt and the company, no matter how successful either had been in the past, are now forever associated with that interview. Conway Fraser worked for the Canadian Broadcasting Corporation for almost 20 years. He’s a Gemini award-winning journalist who worked as a national reporter and investigative journalist. These days, he specializes in strategic and crisis communications as well as media coaching. Conway’s worked with some of Canada’s top corporate executives, academic leaders, and politicians. In both journalism and in PR, he has seen executives who have spent decades building a reputation only to have it destroyed in moments because they weren’t prepared to deal with the media. They’ve either never received media coaching or, Conway says, have taken mandatory training but were never further invested in. In other words, he says, they thought they didn’t need media training and were only taking it to appease the Board or ownership. “Proper media coaching isn’t just about knowing how to spew a main message, use effective body language or bridge away from challenging questions,” Conway says, “In my sessions I also teach my clients about the media, what their job is like, what a day is like for a reporter, what they need from you and how to respect their role. If anyone doubts the value of that, they’re playing with fire. Ask Stephen Duckett.” Natalie Duddridge is a reporter for NY1. I worked with Natalie years ago in Canada at the start of her career. Natalie’s talent as a journalist has taken her to Ottawa (Canada’s capital), Toronto, and most recently, New York. New York sits at the top (sorry L.A.) of media markets in the United States. It has a huge audience of about 10 million people and it is hands down the most competitive media game on the continent. Reporters in these markets never get to rest. They’re either chasing stories, or when they are covering a story they had better have an angle, source, or expert that the others do not. And when you are in a race with at least six other news outlets, standing out isn’t easy. Finding experts and having them ‘camera’ or ‘microphone’ ready is a must. As Natalie explained to me, getting an expert for a story is absolutely crucial. In a market as diverse as New York City, those experts can range from police to politicians, to health and education officials, to scientists and artists. Natalie also lent some great perspective on just how a reporter puts together a story and how your expert needs to know that news is also about storytelling and not just details. “Last week I did a story about the heroin epidemic plaguing the Borough of Staten Island,” Natalie explained. “We like to begin our stories with a human element, in this case a recovering drug addict. In addition to his personal opinions and insight about how to prevent and slow the opioid crisis in the region, we also reached out to the local Drug Rehabilitation Center and interviewed a doctor as well as a therapist. We also interviewed the Staten Island District Attorney about the work he’s doing with New York State Governor to get more dollars for a drug task force to do everything from put more money into preventative education, build rehab centers, add police, fund additional assistant district attorneys to process criminal cases.” If you were counting, you can see she spoke with three key experts on the subject of the story. Each was essential in the reporting process. “For this story we featured several different experts on varying opinions on how this current drug crisis should be dealt with. All of the facts, stats and data for this story were based on the officials and experts we contacted.” Being prepared and knowing what the reporter wants are also ideal elements in conveying the right message. For TV, short, smart, and to-the-point responses work best. “We need a 10 to 15 second sound bite that is ideally informative and clear, and in some cases entertaining,” Duddridge told me. “When I am making calls to experts, I essentially do a pre-interview over the phone to hear how clearly they can explain a topic. If they are great at breaking down studies and terms into focused ideas that are concise and fit into a two-minute story, our job as reporters is so much easier.” A win/win scenario. Your message is delivered, your institution and experts are promoted and the reporter files a great story. It all seems simple. But it’s not. It takes training and preparation. If you are going to offer up your experts for an interview, they need to be ready. Media training takes time, it costs money – but it’s an investment in your staff and your institution. As we learned from the example above, not knowing how to answer, interact, and respond to media can be devastating. Performing under pressure only succeeds with practice and training. If your experts are media trained the reward will always outweigh the risk. Here are a few tips: Get media trained – Use a professional media coach. It costs money, but the professional development, readiness, comfort, and ability to deliver will pay off ten-fold. Media-friendly experts get noticed – When your expert is on the news, people see them. They are representing your institution, so think about what this means for your credibility and recruiting potential. You never get a second chance at a first impression – An old, clichéd saying, but it’s true. A weak speaker who comes across poorly imprints a negative impression on viewers, peers and your institution as a whole. It’s amateur hour, and it doesn’t need to be. Friends for life – Once you prove yourself as a worthy and media-friendly source, the media will keep coming back. Experts who can provide journalists with the information, perspective, and sound bites they need are not only appreciated but noticed and remembered by all media. Once you have established yourself as a reliable source, expect the reporters to come calling time and time again. Dividends – Every story where your expert looks good is positive earned media. Getting on NBC, CBS, FOX or any other nightly newscast is a huge win for your Communications Department. It’s exposure, promotion, and advertising—and it’s free.  

Secrets to Promoting your Experts to Chase Producers: What exactly do they need from you?

Many moons ago, when I worked in a newsroom, my Executive Producer once said to me, “We only really work five days a year, the other 360 are just filler.” He was being cheeky and clearly exaggerating – but what he meant was that outside of elections, plane crashes and visits by the Pope or President, assignment editors are constantly scrambling to feed the beast and fill a newscast or a paper. It’s even worse in what we now know as the 24-hour news cycle. The news doesn’t sleep anymore. There’s no down time and a lot of time and space to fill. The reality is, with the modern news cycle now being immediate, never ending, online and everywhere the need for content is greater than ever before. From local papers, radio affiliates and even national broadcasts, the need for expertise, opinion and perspective is one of the few common denominators in journalism. And, when it comes to the 24-hour national TV news networks, the demand is even higher with reporters, researchers, technicians, assignment editors, executive producers and chase producers all hunting and scraping for issues and experts to illustrate those issues. This is great insight to be aware of if your role is to get your experts in the news. I worked with Mark Borchiver early in my career. He’s the Associate Producer, CTV National News with Lisa Laflamme which has a viewership of millions across the country. He helps put the show together every night and can tell you that the chase desk is busy all day to feed 24-hour news. They rely on a steady stream of guests and experts. On National News, CTV has a lot of go-to people who either contact CTV or CTV will call them.   “The real challenge is to bring fresh talent to the newscast,” Borchiver says. “We need to bring new experts and talking heads into the news family because there’s a certain audience fatigue and predictability factor, when the same guests keep showing up. “ And with media, presentation is just as important as being primed.  If you are going to be interviewed or appear on a show that has an audience of a million critical viewers, be prepared. If you are not prepared, there’s a good chance you won’t be invited back, says Borchiver. “Experts need to be media trained and ready for air. Not everyone has the same skill level and not everyone can be taught.” Every news market is different. There are different perspectives, news approaches and quite honestly finding and accessing credible and reliable expertise isn’t as easy as one would think. Even for a news giant like Al Jazeera, in Qatar, finding that ideal person to lend perspective or context isn’t easy. “Part of my job is selecting which stories deserve analysis or reaction from what we call ‘guests’,” Morgan Waters tells me. Morgan, who I also worked with back in my early TV days is now the Executive Producer, Aljazeera English Global. A big job, with high expectations and obviously little room for error. “For us this means a segment, usually live, where anchors conduct interviews for about three to five minutes on a particular subject. This is very important for our organization so I usually deal with about a dozen guest segments every day, plus next day guest planning.” At Al – Jazeera they have a team of interview producers whose job it is to find, pre interview and book these people. They usually go for people through credible organizations that the network trusts, such as NGOs, think tanks, and academic institutions although each interview producer has their own contact list which also include activists, bloggers and civil society. But that isn’t where the credibility check ends. Waters also reminds me, “An expert may work for a credible organization and appear regularly in the media but if I suspect his information is questionable then I won’t ask to book him. “ So in a nutshell, here it is plain and simple. There’s a never-ending news cycle out there. And it needs to be constantly fed. Some organizations wait to be called, while others or pro-actively building relationships with reporters and producers to get their experts seen, heard and read.  Many have signed on with ExpertFile, a procured expert database full of people who want to be interviewed and are ready for it. Offering up your in-house expertise and providing someone who is credible, reliable, objective and can shed light, a unique perspective or a fresh angle on news story helps journalists deliver the content they need to the audience that wants. You win. They win. Win-Win. So go feed the beast. Have your organization seen in the news, heard by a massive audience and promoted across multiple media platforms. All for free. Well, free with the exception of some serious effort and savvy on your part. But cost-free for your organization. So what do organizations need to know? Be Fast: When news breaks be responsive.  Take advantage of the moment and offer up your expert. Delays reduce your chances that you will get scooped by another organization. Be Prepared: If you offer someone up to media – make sure they have some degree of media training. Be Pro-Active: Don’t wait for media to come to you. Go to them. Be Current: Ensure your expert information such as biographies, publications, photos, videos are easy to review and up to date. Be Discoverable: Get your content outside of your own website.  Often media won’t look there first. Ensure your experts can be found in other ways such as the ExpertFile database at  Expertfile.com which is home to thousands of experts who are just a click away for media.

How To Tick Off Reporters

During media training sessions, I share examples of easy ways to completely tick off a reporter — not as a tutorial — but as a cheeky way to say DO NOT do these things ever if you want to maintain any kind of healthy relationship with media. Below you will find the ones that bothered me when I worked as a journalist. Do any of these things, and you’re in for a world of fun. 1. Tell a reporter how to do their job – They love that. Criticize the subjective tone or focus of a story while you’re at it. Bonus points if you can do this while never mentioning that the story was technically 100% accurate. 2. Ask them why they didn’t cover your story – Reporters love justifying how they do their job and the decisions they’ve made — to PR people. If you ask with a little bit of attitude, all the better. They dig that. 3. Only be helpful when you want something from them – Reporters can’t tell when they have an artificial one-way relationship with a PR person. No need to invest a little time in getting to know them and THEIR needs a bit better. 4. Send them a media advisory right before an event – They will never guess that you don’t really want them there so you made it logistically impossible to get there on time without being able to say they weren’t invited. 5. Only communicate with them by email or text – Reporters love nothing more than a controlled message via email with no chance to ask a question. Sometimes (legal implications) you have no choice — but we’re talking about the other 99% of the time. An email is great for communicating tone, too. 6. Send out a media release with a contact who’s not available – It’s a great tactic. Send out a media release and put the person’s name at the bottom for media to contact. But, that person is not available. This screams “credible”. 7. Promise a scoop then hold a news conference – Nothing says “I love you” like a broken promise. And, chances are they communicated the promised scoop to their editor, too, so you now have double the fans in that newsroom. 8. Ban them from anything – If there’s one thing reporters truly love, it’s being punished for doing their jobs. So, ban them from news conferences or events. Lord knows they’d never tell anyone, especially on social media. 9. Tell them how lucky they are to get what they got – It certainly works with spouses — so why wouldn’t it work with reporters, right? 10. Make them go through access to Information – They understand that there is some information that will require access to information — but the true joy comes in having to go through the red tape to get something simple and easy. 11. Ask them if they’d ever come work for you in PR – Nothing says manipulation like false flattery and dangling a carrot. You better be serious. 12. Make them watch other people eat – What is more enjoyable than attending a Chamber luncheon or keynote address and watching people eat while you stand in the corner waiting for the speaker. No need for a media table at all. 13. Hold a news conference with inadequate audio/visual facilities – Today’s reporter has to listen to the speaker, ask questions, video, tweet, etc. all at the same time. Would an audio board and camera riser help? Sure. But, what’s one more thing for them to do at this point? 14. Call their boss to complain about them – This was one of my favourites — when the PR person would go over my head. I can assure you I didn’t hold a grudge and didn’t dig into your organization with a little more rigour. 15. Return their call at 4 p.m. – You’re busy so reporters completely understand if it took you 6 hours to get back to them just to say you can’t help. I’m sure the next time YOU want something, they’ll be equally as gracious. There are others. There are many others. Feel free to share the ones you know of and perhaps we’ll compile another list in a few months.

Showcase Your Experts to Generate Media Attention and Grow Business

This blog was initially posted by our friend David Meerman Scott on his blog, read it here Some of your most important assets for securing interest in the media as well as educating your buyers are the experts who work at your organization. As a part of a virtual newsroom or other appropriate place on your site and blog, highlighting your employees is a great way to generate attention. When reporters are looking to quote someone in a story, having a name, photo, bio, and examples of content makes it much more likely they will want to conduct an interview. This is especially true when you are newsjacking. Similarly, when buyers are exposed to the smart people employed at your company, they will be more likely to trust and want to do business with you. Yet most companies feature only the senior management team on the site, not those with particular and interesting expertise. University of Ontario Institute of Technology shines spotlight on faculty researchers For example, the University of Ontario Institute of Technology (UOIT), a public research university located in Oshawa, just outside Toronto, was founded in 2002. That makes it one of Canada’s newest universities. With an enrollment of more than 10,000 students, UOIT offers a range of undergraduate programs, plus graduate programs in science, engineering, health, and information technology. But because it is such a new institution, the marketers and public affairs people at UOIT have to work extra hard to make sure that potential students, donors, partners, and other constituents know about the school. Unlike other universities, UOIT cannot rely on decades of families that send their children and grandchildren to the institution and support it with financial contributions. So one way the school reaches out to new audiences is by promoting with the media the many faculty experts who teach and do research at UOIT. “We focus on the experts within the institution,” John MacMillan, director of communications and marketing at UOIT told me. “We have very few resources, but we have a lot of really interesting people who are focused on very exciting things, like using big data and looking at issues of disability and how it relates to the insurance industry, among other things. We are able to reach the media and people who are organizing conferences or booking speaking engagements.” MacMillan uses the ExpertFile software platform as a way to easily showcase UOIT thought leaders in what they call their Expert Centre. He publishes, promotes, and measures the expert content as a tool to engage business prospects, media, and conference organizers. “We needed to have a way of getting out those important stories that we know are of interest to media, to producers, to editors, but also in many ways to partners, to institutions that might be interested in working with us,” MacMillan says. “And we needed to have a way that did a better job of telling our story to those various groups.” MacMillan started with 26 profiles for faculty in the Expert Centre, and is steadily expanding to a planned goal of 200 profiles. He says that an ideal expert is one who is already comfortable with digital technology. “We’re amplifying the presence of each of those faculty members—whether they are involved in multimedia, whether they have their own websites, or whether they have their own followings—and presenting them in a way that gets some response. Part of their success as faculty members lies in establishing their bona fides with granting authorities or with the government or with others. The Expert Centre augments their legitimacy.” Adding credibility to your newsjacking efforts Having profiles available to the media also helps your newsjacking efforts. When you comment on something that’s newsworthy and a reporter finds it via search, they often want to know biographical information on the person before they quote them. Having a link to the bio of the author of that timely blog post is a great way to add credibility and to increase the liklihood of being quoted. As an example of the action that can come from an Expert Centre profile, MacMillan cites Dr. Isabel Pedersen, an associate professor at UOIT and Canada research chair in Digital Life, Media, and Culture. “She focuses on a sociological perspective of wearable computing devices,” he says. “Her research looks into questions like: ‘When we wear gadgets on our body, how will that shift the reality for us? How will it change the way we interact with other people? How will it allow us to participate in digital culture?’ She is one of the early profiles that we created because she is one of our Canada Research chairs, a distinguished researcher who is working on an area of particular national and international importance.” Dr. Pedersen’s Expert Centre profile contains her bio, photo, links to her Twitter and Google Plus feeds, and a list of past speaking engagements, as well as video content, previews of her book Ready to Wear, and articles she has published. The profile attracted the attention of a reporter from IEEE Spectrum magazine, the publication of the world’s largest professional association dedicated to advancing technological innovation and excellence. “They were working on a story about wearable technology, and they wanted to interview her,” MacMillan says. “That’s a magazine from the U.S. that has a much broader readership than anything we’d be able to position her for, and it came along as a result of somebody seeing her profile and deciding that they wanted to speak with her. That’s an example of where we’ve been able to use our resources in a very efficient way, in a manner that gets a story out well beyond our own physical boundaries and that tells about the uniqueness of the work that’s going on at this university.” A lesson learned from the early days of the UOIT Expert Centre was the importance of having the profiles appear in a consistent voice. “When we started out, our assumption was that the individual faculty members or individual experts would develop their own profiles,” MacMillan says. “We realized that would result in a lack of consistency, so we hired a writer, and her job was specifically to interview our experts and to create a story for each of those experts so that when someone does look at this, they’re looking at a consistent story, a consistent tone, and a consistent brand for the university. I’ve learned from creating our Expert Centre that I share some one of the same challenges as faculty members: if you don’t manage your digital presence actively, someone will do it for you. I like to think that our Expert Centre has helped our faculty to curate their digital content as much as it’s helped our university to strengthen its brand.” The ExpertFile platform Your employees are a great resource for generating interest in the media as well as a way to show potential customers and partners that you are doing interesting work. Showcasing them is easier with the ExpertFile platform, a SaaS application that helps organizations make their experts more visible. In my mind, ExpertFile is to showcasing people what HubSpot is to showcasing content. What’s traditionally held many organizations back is that until now, there hasn’t been an online platform to simply organize the growing base of expert content that is being produced across organizations every day. Yet this content is what many audiences are looking for. They want to easily reference everything from biographies to speaking engagements, to social feeds and multimedia assets. “Experts are a great way to humanize an organization and make it more approachable, yet many marketers struggle with how to best showcase these people online,” notes Peter Evans, founder and CEO of ExpertFile. “Adding expert profiles to various sections of your website such as your media room is an ideal way to create more engagement on your site and drive valuable speaking, media and customer inquiries. Experts are quickly becoming the new frontier for content marketing.” Disclosure: I am on the advisory boards of both HubSpot and ExpertFile. Peter Evans, ExpertFile CEO, is a friend.

Earned Media: The Secret Weapon of Brand Building

I was reading the newspaper recently and saw an article about tax filing season. The article outlined some of the challenges facing people during tax season but it also highlighted some of the opportunities and useful tips. It wasn’t the reporter outlining this information — it was a tax expert the reporter had interviewed and used as a source in their story. The information was incredibly helpful. The expert being interviewed humanized the issue by telling stories about people she had helped. I was engaged. And, because I was engaged, I read the story very carefully.  I even remember the name of the expert and the name of her firm. It stuck. I happen to have an excellent accountant — but if I didn’t — I can guarantee I would have called this expert in the story. In fact, I have no doubt she got calls after the article was published. And, from her standpoint and the standpoint of her firm — they paid nothing to be in that article. Not only did they get valuable space in a news story as an expert without paying for the exposure — the reporter likely even thanked her for helping. Advertising executives, marketing agencies and social media “gurus” typically don’t like people like me — news media strategists. We tell clients that the best bang for their buck is “earned media” which means exactly what it says — media that you have earned (and not purchased) whether it be through relationships or by being in an expert database. We help them tell their organic stories by positioning them as experts in their field, which is not easy today given everyone has a LinkedIn account or website calling themselves an “expert” or a “guru”. It’s one thing to proclaim yourself an expert — it’s something completely different to be recognized as one by the news media. You see, despite what some will say, traditional news media is far from dead. Is it facing challenges and reinvention? Absolutely. But, dead? Absolutely not and it’s still the medium by which earned media legends are made. I want to be clear in saying there can be, indeed, a time and place for paid media. The issue is that for too many organizations, it’s the only tangible tool in their toolbox. And it is, by far, the most expensive tool with, questionably, the lowest return on investment. In my opinion, unless you’re spending Coke and Samsung levels of dollars on advertising (multi millions), there’s a good chance your ads are being washed away in the information tsunami — the white noise that is our over-saturated information ecosystem. In many cases, advertising as a stand-alone marketing strategy CAN BE a colossal waste of your money. Even social media marketing and advertising is fast becoming the most cluttered and noisy space for paid and promoted messaging. Due to its lower cost, people are flooding to it making it increasingly more difficult to be heard in the sea of white noise. The fact is that a well-balanced marketing and communication strategy is one that reaches your target audience on a number of levels — some of them could be paid — some of them organically through social media — and the one many people neglect is to serve as experts to drive earned media. It is often neglected because it’s the one marketing tool that requires working with someone who truly understands journalism and journalists — and what their daily and hourly needs are in terms of getting their jobs done. So – yes – it’s hard work and it’s very specialized work. But there are companies, people and tools out there that can help. And, it’s worth the hard work. Being quoted as an expert in a legitimate news story or feature interview can move mountains in terms of building your brand. First of all, being in a news story gives you an instant status AND credibility. In paid advertising, it’s you saying how great you are — it’s self-declared. People are skeptical — they know you’ve paid to say that about yourself; you are blasting out a one way message. However, the traditional media interviewing you is a two way conversation the public is watching in an engaged way. It’s akin to a third party testimonial. In other words, the viewing/reading/listening audience sees a trusted journalist they feel they know who is putting this expert source in their story — this is someone the journalists trusts as an expert source so inherently the message is that the public should trust them as well. In this case, the medium (traditional news media) truly is a big part of the message. You can’t buy that. Legitimacy. Credibility. The foundation of any successful brand. It is earned. I have a college client that I work with. They decided to focus more on earned media, admittedly, with some hesitation. We media coached a number of their professors and Deans. We put a plan into place to develop some tangible relationships with journalists. It started small with one short interview. Then it was two. Then it was a regular spot. And within one year, the amount of earned media they have received has arguably far outpaced the value of all their paid advertising. Some of their people have become go-to experts for the media where they were non existent just a year ago. Prospective students and parents see this college’s experts in the media and immediately associate true tangible value to the institution in considering where to enrol. We built capacity with this College and now they are rolling on their own. They have momentum. This is what you need to reach for. And earned media is the gift that keeps on giving. That newspaper story, radio interview or television panel you were featured in will be shared by the media outlets to their huge social media audiences. Other interested people will then share it further to their networks. This is increases your third party credibility — in some cases reaching more people than the original news story. This rarely happens with ads or paid media and is the secret weapon of earned media. And if you weren’t already convinced, then consider this: earned media creates huge online traffic and can have an extremely positive impact on organic SEO for your website or brand — something paid media can’t do. So, if you’re a hospital, a university or research centre, one of the core issues you’re facing today is recruiting top talent. Recruiting is competitive and complex — yet most potential recruits will begin their research on Google. They will search your institution and see what’s being said about you. If you are getting a lot of positive earned media, that will quickly show up high on your Google search results. The potential recruit reads those news stories and sees your institution is out there with its experts. Even doctors and professors will associate traditional earned media coverage as a measurement in credibility. So, how do you go about increasing your earned media reach? How do you become known as an expert in your field with the media? Admittedly, it’s not as easy as buying a full page ad in a newspapers or boosting a post on Facebook. Earned media is both an art and a science and it requires an intuitive, expert knowledge of the media. Making sure you are listed in searchable online networks that journalists use is a very good start. But there is a caution. You only have one or two chances to prove yourself as a reliable and value added source for journalists. If you become known as a lame or boring guest, you’ll be blacklisted and that opportunity will disappear. So before you go running into the streets declaring yourself an expert ready for national media exposure. Make sure you’re ready to be interviewed by the media because they won’t give you a free ride. They are journalists and not stenographers. You will be asked tough, challenging questions. The key is to be prepared for the opportunity. How do you do that? Well that’s my next column. Stay tuned.

The Many Faces of Expertise: Theres more than one way to define an expert!

As the lead researcher at ExpertFile I spend a lot of my time thinking about the nature of expertise. I often get asked about the criteria that we use to identify experts, and it’s actually a very difficult concept to pin down. One of my favourite services that we provide to our clients is sitting down with them and helping them articulate what exactly “expertise” means to them. Sometimes this is an easy question, sometimes it is very, very difficult. The fact remains that there is no definition of expertise that perfectly encapsulates every organization’s requirements. How do you begin to select your experts to showcase? Well, there are many different ways of exhibiting expertise. A lot of our clients are higher education institutions who are seeking to promote their academics. The evidence demonstrating their unique experience in their respective fields are easily encapsulated in their academic credentials, awards, grants, publications and professional affiliations. Academics are often at the cutting edge of their fields, and are very experienced telling meaningful stories about them. If a reporter is writing a story about the mountains of Pluto, then an astronomer who has dedicated their lives to the study of extra-Neptunian objects is a perfect choice. By contrast, expertise in the corporate realm is more based on personal experience than academic credentials. This significantly differentiates corporate expert marketing programs from higher education. Although education and credentials remain important, it is generally more graded with a personal experience with the topic at hand. For example, a senior engineer at Google (with extensive media experience) would obviously be a tier A source for explaining the science behind contemporary web search engines, despite potentially having no university education in computer science! (Note: Some fields in computer science, such as machine learning, have a much more academic basis). Both the astronomer and computer scientist are clearly experts, but the means that we used to evaluate their expertise are very different. I’m sure that you can see that both academics and practitioners have meaningful comments to add to news reporters. At ExpertFile, we think that the most important skill an expert can have is the ability to distill their domain-specific knowledge into a compelling, relevant and meaningful story. This ability to tell stories transcends experience, or credentials. A Harvard professor may be a nobel prize winner, but unless he can effectively communicate his research to the media and the public, he will not be perceived as an expert. In contrast, a professor at a local community college may have less august credentials, but if they can tell a good story, then they will engage with the public and media much more effectively. In fact, in some cases “lowly” adjuncts bring vibrant life-experiences and direct understanding of the real world applications of academic theory, and may therefore eclipse the atrophied viewpoints of some tenured faculty isolated for decades in the academy. So at ExpertFile, we feel that a balanced representation of both academics and practitioners at every level is crucial for creating a balanced marketplace of experts that is a valuable resource for all our users. Although our platform contains thousands of academics, some from top flight institutions, we also list thousands of incredibly credible, engaging experts with real world, contemporary experience that can often eclipse that of tenured faculty. We are very proud of our network, and curate an active and vibrant community with a diversity of different voices and perspectives on topics of breaking news interest. We don’t open our network to anyone, the ability to distill meaningful and engaging content for others is crucial, so those who are only shilling a product or self-promoting are not welcome. Some people think that only academics belong on an expert network, but at ExpertFile we believe that would exclude many people with extensive expertise. Similarly, it would be the height of elitism for us to restrict our database to tenured academics from top-tier universities. This would do our users a great disservice by removing those voices with a perspectives gained from practical experience.

Part 2: Collaborating with Faculty Experts: A How-To Guide for Marketing Departments & Deans

In my last blog post, I shared some strategies that marketing departments can use to collaborate with their faculty experts (Read Part I). This post will reveal the final five principles that will help you collaborate with your faculty and get better results. 6. Show Quick Wins to Get Momentum As the old saying goes, “nothing succeeds like success.” We all like to back winners. So while you won’t immediately see massive changes across the board on day one, it’s important to show progress. Expert marketing programs deliver significant results over the long run but you must communicate the early wins you achieve in the first few months to create internal momentum. Remember it’s not just about the numbers. It’s just as important to provide qualitative information on the market interactions you are generating for your experts. For instance look at these early indicators: Contribution – Who’s participating in contributing content to your expert center? Look at key types of files such as publications, videos and presentations. Engagement – Also consider sending stats out to your experts showing which profiles get the most amount of web traffic. Other Results – Speak to activities where you used your expert content to do outbound story pitches to media. Also mention coverage you are getting, or speaking engagements that resulted from inquires received from your expert profiles. For instance, one of our ExpertFile clients, very soon after launching their expert center received an inquiry from a major engineering publication for one of their professors, a direct result of their participation in the Expert Center.  Communicating this to other faculty drives engagement. Tip: Send out a quick “Leaderboard” email showing the top five or ten experts who rank highest in completed profiles. This public recognition will get noticed. 7. Opt-In your Experts For Various Research, Writing & Speaking Contributions The famous “help me, help you” quote from Jerry Maguire sums up the importance of collaborating effectively with your experts. They are very busy people; meeting them halfway will ensure mutual success. Get some face time: Emails with requests to send information often will go ignored.  Instead invest the time to set up a quick meeting at their office to review and update their expert profile to make sure it’s up to date. Locate new projects that are in progress such as publications or speaking engagements and set a date to check-in with them. Identify Opportunities: Identify their key research interests and passions to see where they can help in contributing to the overall content mix. Organize Your Content Contributions: Build out a list of key areas for each expert where they can “opt-in” to contribute to your expert marketing programs. Think about various areas they can help as a researcher, writer, or speaker for both internal and external events. Remember, there are many jobs to be done across campus that go way beyond media interviews. Identify who can write blog posts, contribute to content in a research capacity, or even review story pitches. Track these commitments and follow up with your experts and you will see the payoff. Many experts want to help, but it’s important to approach them and organize your interactions with them in an efficient manner for success. Content planning frameworks are a great way to track this information. 8. Put Your Experts in the Spotlight Want to see better results from your media relations efforts? Organize your experts based on areas of interest. Once you’ve curated that list, you can align your experts with breaking news events and other opportunities on your editorial calendar. Here’s how it looks: Set up a “Topic Cloud”: List all the areas of interest that your faculty experts want to speak on. Make sure the terms you use are relevant to what journalists are searching for on Google. Start at a high level and then drill down for a structured taxonomy of terms. For instance if you have a medical expert who speaks about ebola you also should index them under the term “infectious disease” as journalists also use this search term when looking for sources. Align Your Experts with an Editorial Calendar: An editorial calendar allows you to plan content well ahead of time so you can promote upcoming research, publications and other announcements. Mapping experts to these events in advance will deliver better quality output and engagement. For example, there are always stories that recur every year, things like tornadoes, taxation, gas prices and the like. Preparing for these stories allows you to have your angle ready, along with creative assets such as images and videos that will engage targeted audiences. With this work already done, you will have time to attend to other pressing matters. Get Ready to Pounce on Breaking News: The benefits of real-time marketing and helping journalists write the next paragraph of a breaking story are immense, but this is a game of speed. Matching the right expert to the right media opportunity requires this type of pre-planning to identify who the go-to people are within your organization. 9. Develop a Scorecard: Identify Some The Expert Metrics You want to Measure Here are the categories you need to pay attention to as you evaluate your progress as an organization: Contribution – Show stats on how you are seeing growth in published content assets. Track the growth in areas such as the number of published expert profiles, % completion of profiles and growth of published content in categories such as videos, PowerPoint presentations, and whitepapers. Engagement – Ask your digital team to provide stats on the number of profile views each expert is receiving monthly. Try ranking some of your top experts and send out a note congratulating them. Also try to spot trends such as traffic spikes related to topics that may be of interest to the media. These metrics can help you decide what topics you focus on when producing content or promoting your experts to journalists. Inquiries – Requests to contact your experts can come from a variety of audiences, and all can be valuable for internal departments ranging from media relations and advancement to recruiting. It’s important to evaluate what types of requests you are receiving. You can sort and route these requests more efficiently with an online form.  Some suggested categories you can track include: Media Inquiries Speaking Inquiries Expert Witness Inquiries Student or Parent Inquiries (classify by type i.e. Graduate Students, Foreign Students) Donor Inquiries Partner Inquiries Research Collaboration Inquiries Results – While it can be difficult to close the loop on all requests that you generate from your expert marketing efforts, try linking the source of your inquiries back to results. For instance, if you are doing clip reports, highlight specific media coverage that resulted from your efforts. You should also look at other important data such as student inquiries and donor connections that are made through your expert marketing programs. This will help you justify the return on investment and perhaps allow you to secure additional budget and resources from various groups in the organization who benefit. 10. Make Your Experts Feel Special: Don’t Forget Rewards and Incentives Anyone running a successful expert marketing program will tell you that it’s important to embrace some of the “softer” people skills to get results. It is essential to provide feedback and recognition to contributors to keep them motivated to help you. Remember that your experts are in constant demand, so you are competing for their most limited resource – their time. Here are some key things you should consider when working with your experts: Be Visible: Walk the campus and take an active interest in the work your experts are doing. Face-to-face meetings are an important part of enlisting support. Educate Them on Their Value as Experts: Help your experts understand how their contributions can impact areas related to media coverage, student enrolment, donor and alumni relations, and government and corporate sponsorships. Offer Assistance: Help them manage their online presence in your expert center. Make it as simple as possible to update content such as presentations, videos and speaking engagements. Recognize Key Contributions: Send personal notes to experts to thank them for their help. You can also do a shout out via email to a list of key contributors.

Part 1: Collaborating with Faculty Experts: A How-To Guide for Marketing Departments & Deans

“I don’t have time to do this.” “I don’t think I’m the right expert.” “My subject area is too specific.” Have you ever approached a faculty member with an opportunity to speak to the media or perhaps speak at an event, only to hear responses like these? Asking certain faculty members to help serve as experts can be challenging. While it’s becoming more widely accepted by faculty that responding to such requests is a great way to build their personal reputation – as well as the institution’s – there is still work to be done in this area. With my experiences I wanted to share some useful tips to help you better collaborate with your faculty and get more results: 1. Walk the Halls: Stay Connected to Important Faculty Research & Publications Faculty play a key role in helping you tell compelling stories to a variety of audiences such as media, prospective donors and students. Yet it’s amazing how many communications people are disconnected from important discoveries their experts are working on. They get caught up in day-to-day events and struggle to find time to walk the campus. The first step in collaborating with your faculty is showing them you care. Make yourself approachable as a resource to help them communicate their stories and you’ll see dramatic results. While it may be tough, it is worth the time investment. 2. Take Inventory: Assess Which Experts Can Be Most Valuable in Helping You Engage Various Audiences With so many faculty members across the campus involved in a wide range of activities, it’s important to develop a framework that identifies who you should be working with. While faculty have deep subject-matter expertise, not all are suited to helping with certain engagements such as broadcast media interviews. To better assess your faculty look at these key factors: Credibility Does the expert have a deep understanding of their focus area? How respected are they among their peers? Have they conducted research in this area? Have they been published? Have they spoken at conferences or received awards for their work? Relevance Is their field of research relevant to various audiences such as Media, Prospective Students, Donors and Partners? Engagement How are their writing skills? Do they have experience with public speaking to various audiences? Can they conduct an interview with a reporter? Are they willing to participate or get media training? Responsiveness Do they understand the significant value they can contribute in helping you build your institution’s reputation? Are they comfortable with being in the spotlight? Can they be available on short notice (within hours) for media interviews? Are they interested in building their own personal brand? 3. Get Alignment: Get Senior Leadership on the Bus Consulting with Faculty Deans and other leaders on the campus will help you gain important support for your efforts to work more with faculty. Identifying their objectives at a program level will help you ensure that your work isn’t viewed as another “make work” exercise for faculty. Show them how your work with faculty experts will have potential to impact the following: Brand reputation in the community and among peers Media coverage Increased student enrolment Better Alumni engagement Increased donations to the school Government and research funding Corporate partnerships 4. Tap into Peer-to-Peer Power: Focus on Faculty Evangelists We all know who our “go-to” faculty are. The people who will enthusiastically help you try out some new approaches. These are the faculty who are doing great research but also can tell a great story and are respected among their colleagues. Identify a manageable group (a range of 3-6 experts is a good number to start). Assess them using the criteria we discuss in point #2. Then get these select experts to invest a little time with you to work on topic strategies and content development. Explain to them what you are trying to achieve and listen to their feedback. Getting their support, and helping them develop their content and stories is the key to success. As evangelists, they can be vital to getting buy-in across the campus. 5. “Opt-In” your Experts: Look for Different Types of Contribution While media coverage is a big focus for many organizations it often tends to dominate the discussion about experts. Think about the ways your experts can contribute and help you tell your story to a variety of audiences beyond media (see point #3). Faculty can be engaged in a broad spectrum of activities such as: Television Radio Print Research on specific topics Blog posts Podcasts Speaking at conferences Speaking at student recruiting events Attending or speaking at alumni events Attending or speaking at donor events Build a “Contributions List” that outlines activities where you may need support and get faculty to opt-in. Getting this agreement in advance allows you to better assess where you have “bench strength” to plan for specific projects. At the end of the day, you won’t get 100% of the faculty to jump on board, but we have seen that a good plan and collaborative communication raises engagement and participation. READ PART II of Collaborating with Faculty Experts: A How-To Guide for Organizations.

Want to get more media engagement? Hire a former journalist.

Last week we announced the arrival of a former award-winning journalist, Conway Fraser who is ExpertFile’s new media advisor. I owe some of our clients for my introduction to Conway. About six months ago, some of our clients were singing the praises of a former journalist with a unique approach to media coaching with a variety of corporate, healthcare and higher education clients. I had the pleasure of sitting in on a workshop session that he delivered earlier this summer, and was instantly hooked. As the session unfolded, it became obvious that Conway’s approach to storytelling is uniquely enriched by his journalistic experience. I’ve always had a profound respect for reporters who have been in the trenches, producing credible, engaging stories on tight deadlines. While journalists receive some accolades, (Conway has a Gemini-Award for his work in TV, the Canadian equivalent to the Emmys) it remains a craft that is under-appreciated. Journalists are at the whim of the 24 hour news cycle, under huge pressure to file credibly researched stories in record time. And sadly, as the market increasingly moves from broadcast dollars to digital dimes, news outlets are squeezing their journalists even further as too many of their colleagues depart the profession. While disturbing, this trend is the new reality. While technology is largely to blame for this trend, we can also see ways that technology can help journalists. It’s one of the reasons we created ExpertFile – to help journalists quickly find relevant and credible expert sources. It’s clear why Conway and I hit it off right away. He was instantly drawn to our platform and the obvious benefits it provides to journalists. We also share the belief that there are even more ways ExpertFile can help them. In his short time with us, Conway has already helped us envision some exciting new ideas for our technology and professional services platform that will benefit both journalists and our enterprise clients who promote their experts to the media. He will also be producing some important content related to best practices here on the ExpertFile Blog that will surely appeal to many of our clients. There’s nothing quite like having a seasoned journalist with over 20 years experience in national broadcast radio and TV around to keep you on your toes. I can’t wait to see what Conway and our fellow ExpertFilers end up producing together. Please join me in welcoming Conway to the ExpertFile community. Let me know if we can make an introduction!