Category: Public Relations

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Would Sarah Palin Be Your Dream Public Relations Client?

imageI love seeing what my fellow professionals are writing about. I turn up lots of interesting tidbits and ideas from my fellow writers and marketeers, and I like to follow a number of bloggers who manage to serve up with fresh content on a regular basis. One of my favorite bloggers is Carol Tice, an accomplished freelance writer who is not only good at her craft, but good at promoting herself.

I now want to take a moment to share my admiration for successful freelance writers. The first freelancer I ever met was my Uncle Ed, who was very prolific and successful. In the age before the Internet, he would hear a new joke and mail it to Playboy or come up with a new story idea to sell to the New Yorker or Field and Stream. Uncle Ed was creative and a good marketer, able to sell a story idea to a wide range of magazines. Early in my career, when I was working as a magazine editor in Idaho, one of my good freelancer friends, Hank Nuwer, taught me about the discipline of freelance writing. Hank would rise early in the morning, around 3:00, and spend the next eight hours writing, whether the words would flow or not (which left the afternoon free for trout fishing). It’s that kind of focus and discipline that makes a successful freelancer.

And as I have been following Carol Tice’s blog, I can see she has the same creativity and commitment to her craft as a freelance writer. Her latest blog post about Sarah Palin inspired me, because the lessons she offers to freelance writers to help them promote themselves can be just as easily applied to any public relations endeavor. Her basic point is that Palin has figured out how to get attention, and keep getting attention. Whether you agree with her views or her politics doesn’t matter, she’s a good self-promoter. I have not seen her new reality television show, “Sarah Palin’s Alaska,” but it has been getting a lot of attention and a fan following. My wife mentioned the show to me over dinner this evening, and even though she is not a fan of Palin’s politics, she said her views of Palin have changed since she saw a couple of episodes of the show. Palin has the promoter’s gene, like Buffalo Bill and P.T. Barnum – she knows how to pack ‘em in and remember why they came.

And I wish some of my clients could learn from their example. I have been preaching social media to my clients for some time, and the problem most of them have is they are not interesting in being social. They don’t want to invest the energy in promoting their personal brand as an extension of their corporate brand. They lack that promoter gene.

So here is a quick recap from some of Carol Tice’s tips for freelancers, and why freelance writers or anyone seeking publicity can learn from the Sarah Palin promotional example:

  1. Palin is fearless. She makes a mistake or gets called on some error she makes in a speech and it doesn’t phase her. She just keeps rolling on. I think many PR programs fail largely because of fear of failure. You have to be willing to get out there and take a risk.
  2. Palin loves the limelight. Clearly, she is a believer in the adage that all publicity is good publicity, and she is willing to get other there and mingle to be known.
  3. Palin is not easily embarrassed. She ignores the elephant in the room, like her daughter having a child of out wedlock while she’s running as vice president, and just sticks to her message. None of my clients would be able to show that kind of tenacity in a tough interview.
  4. Palin has a game plan. She is not interested in abandoning the plan just because it didn’t work the first time. She’s refining her strategy and is determined to get elected to higher office.
  5. Palin is clearly different. She is not like most politicians and clearly stands out in a crowd, which makes her easier to promote. And, of course….
  6. Palin is memorable! She makes outrageous comments, challenges her critics head on, and leaves a lasting impression. If I could get more of my clients to use memorable quotes, anecdotes, and sayings that would make them memorable, they would be quoted more often. Too bad we can’t see Russia from Silicon Valley.

Love her or hate her, you have to admire Sarah Palin’s ability to effectively promote her own brand. She knows how to get the attention she wants and how to stay on message. I wonder who is brave enough to do her media training?

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Finding the Right Tools for the PR Professional

imageI have just just completed my annual media list service evaluation, weighing the pros and cons of services such as Vocus and MyMediaInfo against my clients’ needs and my operating budget. Finding the right tools, both free and paid, to support client work is an ongoing challenge. I recently had a client ask me about one of the dozens of press release aggregation services that spam me every day and I had to do some digging to determine if it had any real value (it didn’t).

So how do you find your way through the jungle of competing PR support services? To date, I have relied heavily on my LinkedIn groups and professional contacts to provide guidance, but when I am looking for a new services, such as the best service to research speaking opportunities, I have had to rely heavily on web search. But now there is a new service that has just been launched to help PR professionals find the tools they need – The PR Service Bureau, aka JungleBuzz!

[Full disclosure – JungleBuzz is the brainchild of Gina Milani, a former co-worker and long-time associate and friend. She and I have discussed the need for this kind of service off and on for some time and I am delighted to see she finally launched it because I am certain that the market will benefit.]

JungleBuzz was designed for PR consultants by a PR consultant as a single source to help you find the tools you need for success. (Although it offers lots of benefits for larger PR firms as well):

“JungleBuzz is a communications ‘Tools of the Trade’ repository of traditional and social media tools designed for, or used widely by PR and communications professionals charged with influencing and monitoring public perception. With over 260 tools in 24 categories, it’s the first effort to identify and ‘corral’ the tools that are out in the PR jungle that can assist communications professionals.”

JungleBuzz gives you a market overview and lets you compare the latest tools available for your needs, including:

  • Media list development
  • Editorial calendar tracking
  • Awards and speaking opportunities
  • Clip services and media coverage
  • Video clipping and streaming media resources
  • Market research resources
  • Blog and social media tracking
  • And a variety of other tools

I signed on to JungleBuzz this week and have already found that it has saved a lot of time and trouble in researching essential PR resources. Check it out and see if it can help you expand your public relations services.

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Pitching B2B versus B2C Stories – You Have to Know Your Subject

image The most basic rule of effective marketing and PR is understanding your target audience. You need to be able to empathize with the business needs of your reader; to walk a mile in their Cole Haan’s. So the ongoing challenge for the PR professional is to work with clients to understand the needs of their customers, whether they are Generation Y, homemakers, CIOs, supply-chain professionals, manufacturers, or whatever.

I recently read a thread on one of my LinkedIn groups asking why PR professionals seem to gravitate to B2C accounts rather than B2B, especially for agencies specializing in technology? As one commenter noted, “Historically, tech B2B PR had been considered to be less ‘sexy’ than consumer tech.” That may be true, and it’s certainly more fun to pitch the latest Android Smartphone than it is the newest CRM or ERP platform. And with a sexy consumer story, it’s easier to get the attention of the high-profile media, like CNN or the New York Times. However, I think the big difference is that, as consumers, we all can relate to the latest consumer technology or trend on a personal level, because we can see why it’s cool and how it would change our own lives. It’s harder to find the personal pleasure of the “cool” in a new B2B solution that makes someone else’s business run more efficiently. It’s just harder to make an empathetic connection.

To effectively implement B2B marketing, you need to have a deeper understanding of the technology or service in order to articulate its benefits to your target market. That means making a greater investment in understanding the competitive differentiators and lasting benefits of a B2B solution. In many ways, B2B requires more work, because you have to dig down and really understand how the technology works in order to explain it cogently to editors, who are experts in their respective areas. In the past, I have had challenges working with less experienced staff members who lack the technical background, or interest, to make the leap to B2B. It’s challenging to be working on multiple accounts and find yourself pitching vacation packages one minute and then have to pitch a new secure, wireless WAN technology the next. Even with a prepared pitch and talking points, you can quickly get in over your head if you don’t have a grasp of how the technology works. Whether you are pitching enterprise technology, the latest biotechnology, a green energy solution, or the latest financial services package, you have to be able to talk the talk with enough credibility to place the story.

And when developing press releases and support material for B2B clients, it’s important to get the terminology right. You have to make sure you are not only including the right phrases and key words – especially for online content – but that you are using those key phrases correctly or you will undermine your credibility. It’s one thing to assemble keywords and search terms and another to know how to use them correctly in copy, and that requires you to understand enough of the underlying technology or service to actually explain it.

Which means you have to do your homework; something that PR people are not traditionally good at. Increasingly I have talked to client prospects with a specialized need who are only willing to talk to agencies or consultants with experience in their particularly niche market. Clients can’t take the time to educate their PR team, and they are not confident that the PR team can educate themselves to be effective. It’s up to you to engage and demonstrate that you are not only interested, but that you “get it” and can tell their B2B story.

I have always said that good PR or marketing communications is being a good translator. That doesn’t mean you have to know how to build the box, just why what it does makes a difference. Your job is to understand the benefits and applications of your client’s product so you can make it interesting and translate those benefits to make it sexy for your client’s target market.

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When Others Start Giving Up is the Time to Give Back

I recently posted a blog entry about the benefits of pro bono work. I posted the blog as a discussion topic on one of my LinkedIn forums and got a lot of interesting feedback as to why PR professionals should take on pro bono work. Here are just a few of the responses:

“Many of my pro-bono clients have hired me later. Even if they don’t, they often provide great resume entries. In return for my work, I typically get letters of recommendation, introductions to valuable networking contacts, enthusiastic referrals to other potential clients, and an opportunity to demonstrate my commitment to improving our community and nation by supporting a worthy cause.”

“I usually choose to work pro bono in an industry that I want to learn more about. I always let the client know that I haven’t worked in that industry and we experiment together. I have gotten paid work from it – and it is a lot of fun.”

“And pro bono work often means an opportunity to be a bit more creative than usual, not having a client’s constraints.

And then I saw this interesting story in the New York Times that features one of my affiliate clients, Gumas Advertising, among others. As agency president John Gumas says in the article:

“In good times, we did not have to scrutinize our charitable giving or employee perks… But in these economic times, we’ve really had to think through what we could afford to give and still be able to make a difference.”

One of the things about an economic slowdown is it gives you more time to think about developing your business and evaluating what’s important for growth, including where where to commit your free time and resources. Some companies are increasing their charitable programs because they keep staff busy and focused. John, for example, uses the work Gumas Advertising does for the San Francisco Giants Community Fund as a focal point to pump up the staff and get their creative juices flowing. Gumas has been working for the Giants for a long time (as the memorabilia in John’s office attests) and having more time available means the agency has more opportunity to give back to the San Francisco community. For John, this is part of his philosophy of corporate karma, ““When you are doing the right things for the right reasons, good things will come of it.”

So when the going gets tough, maybe it’s time to give more back to the community. As the New York Times article points out, in tough times every company is being asked to give more, and many are coming new creative strategies that can have a bigger impact at lower cost. I was recently asked to contribute to a fund-raising event and instead, I offered by services to help with promotion. It was a small gesture but it’s the kind of support that non-profits need these days, and it doesn’t have to cost you a cent.

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The Pros of Pro Bono Work

LifehouseLogo I saw an item today in MediaBistro that my old PR firm, Allison & Partners, has adopted Big Brothers and Big Sisters as their first pro bono client. I  couldn’t have been more delighted. All public relations and professional service firms should take on pro bono work, especially in tough economic times. Everyone needs a helping hand, and it’s both good for the cause and good for business to offer your services without a fee. I’m not surprised that Allison & Partners selected Big Brothers as their pro bono client. Scott Allison, the founder and CEO, is a terrific guy with a strong set or family and moral values, and a commitment to the community. Adopting Big Brothers seems a natural for the firm.

Even in my consulting practice I work to give back to my community. Over the past year I have had imagethe privilege of helping two non-profit groups here in Marin County – Lifehouse, an organization that helps people with developmental disabilities remain independent, and Meals of Marin, which provides food to homebound clients suffering from AIDS, cancer, and other life-threatening illness.

The work you do doesn’t have to be extensive, or expensive, but just taking the time out of your busy schedule to counsel and give support to someone who really can benefit from your services is gratifying. These organizations have limited resources, and cash, and they can use any help they can get promoting awareness and funding. Through various circumstances, I had the privilege of connecting with Lifehouse and Meals of Marin, and my public relations experience was just what they needed at the moment to help promote their annual fund-raising events. If my small effort can help build awareness in the right places and add that many more names to the guest list, the difference in additional dollars means that I have a direct responsibility for helping those with disabilities help themselves, or feeding some unfortunate soul who is housebound due to illness.

That’s how we can use what we know to really make a tangible difference.

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Happy Customers Are Always Your Best Salespeople

Customer case studies  have been part of my job for longer than I have been doing media relations. When I started out as a trade journalist reporting for publications like Educational & Industrial Television and Video Trade News, end user stories were the mainstay of our editorial. Readers want to hear from peers who have “been there, done that,” which is why customer relations continues to be such an important part of any PR program.

Of course, customers aren’t always willing to talk, especially in high-tech. Trying to get a financial services company or insurance company to open up about the inner workings of their CRM system or their security systems can be challenging. Customer companies don’t usually have much inventive to share information about how they do what they do; there usually isn’t much in it for them. That’s why you want to enlist customers as allies, not just topics for case studies. You want to find incentives to help them with their own sales and marketing so they will help your clients by serving as case study candidates.

That’s part of the reason I was so pleased to place a profile of Stoops Freightliner in Heavy Duty Trucking this month for my client, FaceTime Communications. The story profiles how Stoops Freightliner is using FaceTime’s Unified Security Gateway to promote a secure social media marketing program to reach truck drivers across the Midwest. When I had an opportunity to place the story, I thought of Heavy Duty Trucking for a number of reasons:

  • Heavy Duty Trucking is one of the biggest titles reaching trucking executives and decision-makers.
  • A profile in Heavy Duty Trucking would help Stoops reach its customer base as well as new prospective customers for FaceTime – a win-win for everyone.
  • I have a soft spot for Heavy Duty Trucking since my dad sold advertising for them for a number of years.

The strategy worked. Not only did Stoops get a great profile of their social media success at work, the article also brought in a new prospect for FaceTime.

When I develop a customer relations program for a client, I like to develop an integrated program that benefits both my clients and their customers. As part of the sourcing process, I work with end users to determine what their marketing objectives are and how far we can carry their application story for mutual benefit. The result is, at minimum, a published case study with supporting sales collateral, content to feed social media outlets, anecdotal data for press briefings, and Web content. With a cooperative customer, you can extend the program to include webinars, speaking engagements, and more. The key is to make sure that all the participants come out ahead.

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Demystifying Industry Analyst Relations

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An important part of media relations that many agencies and PR professionals tend to overlook is industry analyst relations. From my earliest days working in high-tech public relations, I have worked with the industry analysts at Gartner, IDC, Forrester Research, Yankee Group, and even those big firms that are no longer with us, like Dataquest, Meta Group, and Jupiter Research. And I work with a variety of specialty firms like Nemertes Research, Osterman Research, and MobileTrax.

I advise my clients that industry analysts are an invaluable media resource for a number of reasons:

First, of course, they write reports about emerging technology, and there are a number of IT managers and CIOs who won’t make a buying decision without first referencing a Gartner Magic Quadrant or a Forrester Wave report.

Second, analysts are great resources of industry insight, and they aren’t shy about poking holes in your product or your go-to-market strategy. I find that too often clients become so immersed in a new product or concept that they can’t see the flaws, and analyst briefings often can point out a lot of challenges before you go public with a story.

And third, analysts are invaluable when it comes to talking to reporters. Enthusiastic start-ups and product managers have been known to be, shall we say, premature in announcing a product that may not be quite ready for market. Over the years reporters have become wary of “vaporware.” Analyst and customer references have become essential for any new technology product launch, and by briefing analysts in advance, we can offer reporters references who can give an unbiased opinion about my client’s product and its impact on the market.

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I want to thank Gerry Purdy, principal analyst at MobileTrax, for offering a simple, and cogent explanation of what he calls the Press-Analyst Cycle (see Gerry’s diagram above), which was the topic of this week’s Inside Mobile newsletter, and Gerry’s blog. Gerry has done a terrific job of explaining how the analyst briefing process works, and how it fits in his world from the analyst’s perspective.

I have worked with Gerry for a number of years, and whenever I have a client with a new product in the mobile telecommunications market, Gerry is at the top of my analyst contact list. He is always open and frank with my clients – which is important, especially if there are flaws in a product or go-to-market strategy – and I know I can always count on Gerry’s cooperation in the Press-Analyst Cycle, and to be a fair and well-informed editorial reference. As Gerry explains:

Vendors have to live with the results of the writings of the press and analysts like me.  Often, positive stories greatly influence the decision to buy that product or service.  A number of bad reviews or stories can also hurt.  However, with the Press-Analyst Cycle, vendors are most often able to maximize the awareness and build credibility for their mobile and wireless product or service. 

And the great thing about working with analysts is they are usually happy to serve as references, even if your client is not one of their clients. After all, analysts have to build their own market credibility and promote their own personal brand, and being asked to comment as an independent expert is a great way to keep your name in front of the market.

So the next time you see an interesting story about a new product or technology, or you see a quote from an IDC or Forrester Research expert, think of the process behind that story to deliver that opinion. It’s all part of media relations.

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Increasing SEO with Free Press Release Sites (Yes, I Said Free!)

Analyzing the Data I have always believed the old saw, “You get what you pay for.” Life experience tells me that free services often don’t have much of a payoff, or to use another old bromide, “There is no free lunch.” However, I have identified an exception that proves the rule – free press release sites. There are a growing number of online locations where you can post news releases at no cost, and they actually do have a huge positive impact on search rankings.

I recently ran across a blog post at BigNewsBiz.com, one of the free news sites, which, albeit biased had some interesting insights. Phil Davies of BigNews.biz LLC notes that free press releases sites have a real impact on rankings. As he posted to one of my LinkedIn groups:

“I kept seeing press releases from these free press release sites showing up in page 1 Google search results and page 1 on Google News. In some cases beating out results from major media outlets.”

Davies cites some specific criteria he uses to determine the value of free web sites, including page rank, Google News tracking, the amount of traffic, and how complex the rules are for acceptance (i.e. releases rejected for various reasons). He then lists his top 15 free press release sites based on their Alexa ratings.

I actually just completed an exercise for a client that demonstrates the value of free press release sites. This client is a small start-up that just completed a second round of seed funding – rather small by venture capital standards. To save money, we decided to bypass the conventional paid wire service (which can run into thousands of dollars if you’re not careful). Instead, I used a combination of e-mail pitches to targeted media outlets and we got some great results, including a pickup by Dow Jones. I am still waiting to see how the search rankings fall out among the major search engines, but I’m confident that, based on the early results, the free release site strategy is going to pay off.

All that said, the paid wire services also have real value, depending on your requirements. If you are a publicly traded company and disclosure is a concern, you can’t beat using one of the big three – PR Newswire, BusinessWire, or MarketWire. I have been following another LinkedIn discussion about which is the best wire service, and one of the contributors from China, Jonah Guo, sums up some of the value of the paid services quiet well:

“It depends what your clients’ need. If they just want some results while you research Google, you can use any wire. You do not even need to pay if you write a search-engine-friendly press releases. However, if your clients want serious PR, the commercial wires can help you. For example, SEOpressreleases.com and other cheap wires cannot feed Factiva, where most researchers find their info, and which archives your press releases for 20 years.”

Do you have hard and fast rules for using release wire services? What are your PR objectives and how do you use wire services to achieve them? How do you build the paid and free wire services into your best PR practices?

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The Death and Rebirth of the Press Release

Coneheads-movie-01 I have always considered BrandWeek to be an insightful publication, and I spotted a recent piece by editor Todd Wasserman aimed directly at the PR community, “Just Hitting the Wire Now: Your Press Release Sucks.” In it, Todd makes some very valid points about the wooden language the PR profession has adopted to try to get their point across in news releases. As he says,

“These days, the odd, stilted prose lurking in most anything issued by the PR department stands out more than ever because few people talk or write with much formality anymore. Yet in Press Release Land, people converse like the narrators of Eisenhower-era educational films. Of course, strip away that Conehead syntax and you realize that these automatons aren’t saying much anyway.”

To make his point, Wasserman deconstructs an AT&T press release, pointing out that after you get past the verbal flourishes and the complex sentence structures, there’s really no news in the news release in any case. Why not just state your case? Why can’t you just say, “Sales fell last quarter by 5%” or “We think our new product is easy to use”? His point is that journalists in general hate press releases, and that they will uncover the real story in the release no matter how hard you try to hide it, assuming there is a story to be told.

“Journalists generally hate press releases, and for good reason. The quotes in them are so bizarrely written that they bring a false note to any story. Yet, if the quote was in plain English, reporters might be more apt to cite it.”

I don’t think so. I have never seen a journalist worth his salt take a quote from a press release. Beside, the major point that Todd is missing is that press releases are no longer written for journalists, and they haven’t been for some time. Although reporters can still get all the background details they need from a news release, even if they have to read around the superlatives and obfuscation, news announcements are aimed at a different audience.

Let’s consider the evolution of the press release.

Originally, in the days before e-mail and the Web, press releases actually were written for reporters. They were handed out at news events, distributed at trade shows, and I even remember spending countless hours stuffing envelopes to mail releases to press contacts. Then things changed. With the coming of the Web, consumers, prospects, and shareholders no longer waited for the press to digest and regurgitate press releases. Now they go right to the source, using Google or Yahoo or Bing to hone in on the news they want. Of course, the journalist’s role as interpreter is still essential; their job is to remove the obfuscation and reveal the true meaning under the painted prose. But for those who write them, press releases have become an effective tool to present their message directly to their audience. The form has evolved so even when you have to report bad news, you try to put a happy spin on the tidings to please your market.

So while the basic framework of the press release has remained intact, the content has evolved. Quotes aren’t supposed to be quotable; they are for posturing or injecting your opinion into a document that is supposed to be largely factual.

It has also become commonplace to use more adjectives and superlatives in news announcements, injecting phrases like “first” or “biggest” or industry jargon like “best of breed.” This is part of the evolution of the press release as sales tool. Many of my clients now look at press releases as a means to reach customers and contacts, not the press. So they want to see some sizzle in the copy, even if it detracts from the facts.

And these days, the news is being driven by the Web, and news release writing is being shaped by search engine optimization and key word search. In theory, a well-written press release is more searchable and SEO-friendly than a badly written release, but that doesn’t prevent the marketing team from adding key phrases and key words to try to improve search, which just obscures things even further.

Which brings me to probably the primary reason that press releases are so badly written; because they are written by committee. No matter how solid your training as a writer or journalist, no matter how lucid your headline, no matter how concise your lead, you know that somewhere along the chain of approval someone with a different perspective or agenda is going to introduce a different slant, add an adjective, or find some way to spin the message. The more sensitive the information, such as a drop in sales or a less-than-sterling product announcement, the harder the committee will attempt to bury their disappointment in obscure language.

I would like to think that the art of writing a clear, concise, informative news announcement is not dead. Even though the press release has taken on a wide range of new responsibilities, I hope that the form still retains value as a way to disseminate objective information to people who truly need to know. However, I also know that as long as the press continues to have an impact on society, my clients will continue to use press releases as a means to spin the news and tell their story in their own way with their own rules.

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You Can Pay for Process, or You Can Pay for Results

When I started out as a consultant 20 years ago, I had the good fortune to connect with a very loyal client who would bring me in to support whatever company he was working with at the time, either as a C-level executive or as a member of the board. He and I created an established approach to working together, determining how to approach a target market and build buzz to promote his latest venture. Although he is no longer with us, he had a favorite phrase that I often quote to clients and prospects, “You can pay me for process, or you can pay me for results. Process will be a lot more expensive.”

I remembered this saying again this week when I was following a thread from one of my LinkedIn Groups discussing fees for service. The originator of the thread was discussing the fact that he had a project that had now take about three times the amount of time he had anticipated, and would it be appropriate to go back to the client to adjust the fees for service. The overwhelming response from those on the threads was, “No, you can’t go back and ask for more money.” It’s up to you to determine the cost for your services, in advance, and then live with the consequences. The client should be expected to pay for the end result, not your process to achieve that result.

That said there are tools you can use to limit your exposure, and educate your client about the process at the same time. I usually try to separate the contract from the actually scope of work. The contract should be the binding agreement that reflects the legal commitment for each party, basically, I will work for you and you will pay me, and if we disagree this is how we will resolve it. Separate from contract you need to define the actually scope of the project, including outlining steps, deadlines, and associated fees (either as a lump sum or as incremental sums, depending on how much visibility you want to give the client into your process). The idea is to make sure the client understands exactly what you are willing to do for your fee, and helps set parameters that are binding to the contract. I usually refer to the scope of work as Exhibit A in the contract and have the client sign the scope of work to demonstrate they understand what, specifically, they are buying.

How you have a defense mechanism against “scope creep.” If the client comes back and asks you for something that is clearly outside the scope of the defined project, then you can point to your scope of work and say, “sorry, you didn’t contract for that.” There are some specific steps you can undertake to make sure that you have properly defined your project so you don’t “under bill,” and your client knows he or she is getting value for their money.

  1. Set clearly defined objectives for the project in advance – Make sure you know what the outcome of the project is supposed to look like. How does your client define success?
  2. Create a step-by-step plan – You don’t have to share all the details of the plan with your client, but make sure that your spreadsheet includes all the steps to achieve success. You don’t want to charge your client for process, so you better have your process buttoned up so you can make an accurate estimate.
  3. Be specific in outlining the scope of work – One of the challenges of marketing and communications projects is that the process is often ill-defined. For example, if you are planning a media tour, you may have to be flexible on deadlines to accommodate editorial schedules, and you may or may not want to define the number of meetings you plan to deliver, e.g. “a minimum of X and a maximum of Y.” Or when dealing with press release development, it’s not uncommon for release revisions to get out of control so you may want to define release development, e.g. one draft and two revisions. How specific you want to be about your work is a matter of your experience and your knowledge of your client.
  4. Use a change in scope as an opportunity to redefine the project. If the client wants more from you, that’s great! It gives you an opportunity to revise your proposal and demonstrate how you can deliver more value, more results, for a little more money. Use a change in scope as a bargaining point. The trick is to not be too rigid so you alienate your client.

Of course, you can’t always account for every contingency. For example, if you commit to helping a client launch a new product at a trade show, there may be unexpected elements or steps that you can’t anticipate, such as having to support a show guide, an unexpected partner announcement, or some other last-minute opportunity. You can’t always go back and says, “Sorry, that’s extra,” especially if a few hours or extra work to cover the unexpected will make you look like a hero. You have to be prepared to go the extra mile for the sake of good client relations.

Some of those commenting on the original LinkedIn Group thread say they believe that the client/contractor relationship is adversarial by necessity; that the client is always trying to get as much work as he or she can for free. I disagree. A good client relationship is a partnership, where you want to give maximum value by delivering for a fair rate. If the client underpays you, or tries to take advantage of you, then they know you won’t deliver your best work. If you adopt a policy of underpromise and overdeliver, then you can maintain a solid relationship with any client, without having to invest unpaid hours that fall outside the scope of the project.