Tuesday, December 8, 2009
Monday, November 23, 2009
Press Release
Press release is considered to be one of the most important written office document, especially if you are working in a growing and active company and if you work as a public relation officer.
So what is exactly a press release? And why is it so important?
Press release, or sometimes referred to as news release is used as a media publication tool, an organization uses this document to inform the media of what’s going on within the company with hopes that it would be published by the said media. Press release is a very important tool when your organization is conducting an event, product launching, celebrations, or even when dealing with a crisis.
When writing a press release, it should be clear, concise, and straight to the point. The media does not concern complex and beautiful writing, they just want to get the main point on the news. Therefore, press releases should be written with short paragraphs, where the first paragraph must introduce whole story with Proper grammar and punctuation and avoid cliché, jargons, and technical terms. The relese MUST consist of 5W 1H:
What is happening?
Who is involved?
When is it happening?
Where is it happening?
Why it happened?
How did it happen?
The accepted universal layout for a press release includes:
A heading
An address
Date of release
Including contact details
ENDS to indicate the end of release
EMBARGO if necessary
What is an embargo?
An embargo in a press release means that the release of the publications is delayed until the requested date and time. An embargo is usually used on a news when there is going to be a planned simultaneous announcements across multiple time zones, and also for major political speech where journalist had been given the script beforehand.
So, if you’re planning to become a successful PR, you better learn how to write a great eye catching press release!
Saturday, October 31, 2009
Internal Communication
A successful organization must have a set of methods to communicate within the company in order to successfully carry out daily procedures, orders, meetings and simply exchange of information. This type of communication is also commonly known as internal communication, intercom, internal media or in house media. There are many types of them, and I will only discuss some which are commonly used in today’s offices.
House Journal
Today’s house journals can be printed or even accessed on-line. It ranges from one single sheet of paper to a full colored magazine. Its function is to provide updates on the information regarding the organization, executives, employees, events, and such. Its frequency of publication can range from weekly to quarterly, or even monthly.
Notice Board
A bulletin board contains information and updates on recent organizational activities. It is a valuable internal communication tools because it can be updated daily if needed, and are placed on walls in the office so that people would not easily miss them. Unfortunately it’s easier to put up a notice rather than take one down. When this happens, the notice board will be cluttered with old information, and people tend to ignore it. Therefore, it should be managed and its notices should be sorted often.
Suggestion Box
Suggestion boxes are an excellent way to encourage upward communication. Employees often have great ideas about product innovation, new strategies, or events but they are less likely to see senior management in person, especially in large organizations where there are multiple office buildings that are scattered across the globe.
Radio
Some corporations have their own internal radio station which broadcasts news just like the journals and bulletin boxes. The advantages of having an internal radio station are that they are able to provide music entertainment during break or lunch time, and also a great tool for immediate announcement.
Annual Reports
Organizations are required by law to provide annual reports and to publish their accounts. It is now recognized that these documents provide major opportunity to promote company image.
Online Database
The function of an online database is similar to house journals, notice boards, and annual reports combined. Having an online database can be very beneficial since it is easily accessible throughout the organization’s network.
Local Phone Line
Local phone like and extensions have been used since the early 90’s until now to easily contact and address fellow employees immediately.
Memo
Memo is short for memorandum. It is used to communicate between individuals within the organization through writing. Today’s memorandum has been replaced by e-mail since it more efficient and less time-consuming.
House Journal
Today’s house journals can be printed or even accessed on-line. It ranges from one single sheet of paper to a full colored magazine. Its function is to provide updates on the information regarding the organization, executives, employees, events, and such. Its frequency of publication can range from weekly to quarterly, or even monthly.
Notice Board
A bulletin board contains information and updates on recent organizational activities. It is a valuable internal communication tools because it can be updated daily if needed, and are placed on walls in the office so that people would not easily miss them. Unfortunately it’s easier to put up a notice rather than take one down. When this happens, the notice board will be cluttered with old information, and people tend to ignore it. Therefore, it should be managed and its notices should be sorted often.
Suggestion Box
Suggestion boxes are an excellent way to encourage upward communication. Employees often have great ideas about product innovation, new strategies, or events but they are less likely to see senior management in person, especially in large organizations where there are multiple office buildings that are scattered across the globe.
Radio
Some corporations have their own internal radio station which broadcasts news just like the journals and bulletin boxes. The advantages of having an internal radio station are that they are able to provide music entertainment during break or lunch time, and also a great tool for immediate announcement.
Annual Reports
Organizations are required by law to provide annual reports and to publish their accounts. It is now recognized that these documents provide major opportunity to promote company image.
Online Database
The function of an online database is similar to house journals, notice boards, and annual reports combined. Having an online database can be very beneficial since it is easily accessible throughout the organization’s network.
Local Phone Line
Local phone like and extensions have been used since the early 90’s until now to easily contact and address fellow employees immediately.
Memo
Memo is short for memorandum. It is used to communicate between individuals within the organization through writing. Today’s memorandum has been replaced by e-mail since it more efficient and less time-consuming.
Sunday, September 27, 2009
Makreting Research: SWOT Analysis
One of the most intriguing subject that I learned from my Introduction to marketing course was marketing strategy and research, in which students have to conduct a SWOT analysis on the assigned company.
SWOT stands for Strength, Weakness, Opportunity, and Threats
Every company should have at least performed this analysis technique at some point because it is very crucial for their development, since it asseses internal factors which they already possess as well as external factors which are outside of their control. This combination of internal and external factors is going to benefit anyone who is starting out a new company/business, launching new products or services, as well as organizing events.
Here we are going to discuss each points of this SWOT analysis one by one:
Internal factors:
Strengths refers to anything which you or your company already have and is beneficial to you, a positive attribute that you can count on such as; unique selling point, service quality, variety of products, and certifications. By knowing your own strengths you also get to know your weaknesses.
Weaknesses are negative or unsatisfactory aspects of your business that you may need to be improved on. Perhaps you are unable to reach the entire segment of the market because of the specific nature of your product/service, or maybe you've had some bad experience in the past such as crisis which makes your company less credible in the eyes of your consumers. Whatever it is, it's internal and negative.
External Factors:
Opportunity is defined as something outside of your company which is beneficial to you. Potential market segment, upcoming contracts, co-branding, referrals, and technological advancement such as the use of social media can also be listed as an opportunity to your company.
Threats refer to negative aspects that are not within your reach or controls. That new competitor who just launched a product similar to yours, or it may be the changing buying habits in your consumer. Whatever it is, you need to find a way to get around them.
So by being able to assess these four aspects, you will have more knowledge and control over your company, fix your problems, take advantage of new opportunities, as well as becoming aware of the things out there that are holding you back. Therefore, you will be more successful in marketing your business.
So, what's your SWOT?
SWOT stands for Strength, Weakness, Opportunity, and Threats
Every company should have at least performed this analysis technique at some point because it is very crucial for their development, since it asseses internal factors which they already possess as well as external factors which are outside of their control. This combination of internal and external factors is going to benefit anyone who is starting out a new company/business, launching new products or services, as well as organizing events.
Here we are going to discuss each points of this SWOT analysis one by one:
Internal factors:
Strengths refers to anything which you or your company already have and is beneficial to you, a positive attribute that you can count on such as; unique selling point, service quality, variety of products, and certifications. By knowing your own strengths you also get to know your weaknesses.
Weaknesses are negative or unsatisfactory aspects of your business that you may need to be improved on. Perhaps you are unable to reach the entire segment of the market because of the specific nature of your product/service, or maybe you've had some bad experience in the past such as crisis which makes your company less credible in the eyes of your consumers. Whatever it is, it's internal and negative.
External Factors:
Opportunity is defined as something outside of your company which is beneficial to you. Potential market segment, upcoming contracts, co-branding, referrals, and technological advancement such as the use of social media can also be listed as an opportunity to your company.
Threats refer to negative aspects that are not within your reach or controls. That new competitor who just launched a product similar to yours, or it may be the changing buying habits in your consumer. Whatever it is, you need to find a way to get around them.
So by being able to assess these four aspects, you will have more knowledge and control over your company, fix your problems, take advantage of new opportunities, as well as becoming aware of the things out there that are holding you back. Therefore, you will be more successful in marketing your business.
So, what's your SWOT?
Monday, September 21, 2009
Business Letters? Well that's interesting..
The introductory English course in my first semester is called General English 1, and this subject teaches the basics of English usage in business contexts. One of the materials taught in this class has just got my attention:
Business Letter
A lot of people say that business letter is universal, there are many ways of writing it and there are also many different layouts according to company policies. However, according to City & Guilds (UK's international accreditation system for my school's subjects) stated that a proper business letter should have nine essential points:
Sender
Obviously, it is to show where the letter is coming from. It is necessary to put the person who is writing the letter as well as their company's name, along with their address. If an assistant is asked to write a letter for his/her boss, then the letter would be written with the boss's name.
Reference
It's commonly used in many companies, to allow the receivers to refer to who is writing the letter and under which department of the company.
Date
Self-explanatory
Receiver
To show who the letter is intended to; name, position, company, and address.
Salutation
City & Guilds has a specific rule on this one, it may also be universal. Common sense really.
Dear Mr. Lastname : When we know the name of the recipient and it's a male.
Dear Mrs. Lastname : When we know the name of the recipient and it's a married female.
Dear Ms. Lastname :When we know the name of the recipient and it's an unmarried / status unknown female.
Dear Sirs : When we don't know the name of the recipient.
Heading
Title of the letter, the main issue/concern
Body of Letter
Your letter, usually written in a formal language. No contractions (don't can't). Clear, concise, direct.
Closure
City & Guilds also has a specific rule on this one:
Yours Sincerely: When you know the name of the recipient
Yours Faithfully: When you don't know the name of the recipient
Name and position of signatory
Same rule used as the sender and reference.
Business Letter
A lot of people say that business letter is universal, there are many ways of writing it and there are also many different layouts according to company policies. However, according to City & Guilds (UK's international accreditation system for my school's subjects) stated that a proper business letter should have nine essential points:
Sender
Obviously, it is to show where the letter is coming from. It is necessary to put the person who is writing the letter as well as their company's name, along with their address. If an assistant is asked to write a letter for his/her boss, then the letter would be written with the boss's name.
Reference
It's commonly used in many companies, to allow the receivers to refer to who is writing the letter and under which department of the company.
Date
Self-explanatory
Receiver
To show who the letter is intended to; name, position, company, and address.
Salutation
City & Guilds has a specific rule on this one, it may also be universal. Common sense really.
Dear Mr. Lastname : When we know the name of the recipient and it's a male.
Dear Mrs. Lastname : When we know the name of the recipient and it's a married female.
Dear Ms. Lastname :When we know the name of the recipient and it's an unmarried / status unknown female.
Dear Sirs : When we don't know the name of the recipient.
Heading
Title of the letter, the main issue/concern
Body of Letter
Your letter, usually written in a formal language. No contractions (don't can't). Clear, concise, direct.
Closure
City & Guilds also has a specific rule on this one:
Yours Sincerely: When you know the name of the recipient
Yours Faithfully: When you don't know the name of the recipient
Name and position of signatory
Same rule used as the sender and reference.
First Year College: Business Studies
Approximately a month ago, I just got accepted into The London School of Public Relations Jakarta, a graduate school of communication. However, I prefer to call it college since it just sounds better. I didn't know a lot about it since it's pretty much the only choice of post-secondary education I had since I moved to Jakarta on July 2009.
After several weeks of studying, I learned a lot about business studies and communications in general, as I get more used to it as well. My interest in this field gradually developed up to the point that I have decided to choose my major for my second year. That's right, First year students don't get to pick their major just yet. They have to take introductory courses which provide them brief information and previews of what's up ahead. There are five choice of majors in this school, which are Public Relations, Marketing, Mass Communications, Advertising, and Performing Arts Communication. In summary, students of semester one and two are learning a little bit of those field of studies.
I'm starting to like this place. Classes are only held on Monday to Thursday and the rest are day offs. The lecturers and professors are great and professional in delivering the materials, which doesn't bore the students and are able to make the learning process here enjoyable.
After several weeks of studying, I learned a lot about business studies and communications in general, as I get more used to it as well. My interest in this field gradually developed up to the point that I have decided to choose my major for my second year. That's right, First year students don't get to pick their major just yet. They have to take introductory courses which provide them brief information and previews of what's up ahead. There are five choice of majors in this school, which are Public Relations, Marketing, Mass Communications, Advertising, and Performing Arts Communication. In summary, students of semester one and two are learning a little bit of those field of studies.
I'm starting to like this place. Classes are only held on Monday to Thursday and the rest are day offs. The lecturers and professors are great and professional in delivering the materials, which doesn't bore the students and are able to make the learning process here enjoyable.
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