How can you measure the work your team is doing on PR? This tool is free and effective way to manage the PR activity of your team.

Hello, and welcome to this episode of speak PR. This is the PR podcast for business owners. Now today I'd like to talk to you about a tool to measure the input, so that you can track how much work you and your team are putting into your public relations. It's what we call the active communications index. Now, the reason that we've built this tool is because there's a lot to talk about engagement and amplification, and 1000s of millions of viewers and so on. But actually a bit like going to the gym, what really matters is how much effort you put in to the public relations. So the active communications index is a tool to help you much like you might then acid ratio for your cash flow, to monitor how much work is going into the public relations activities in your company or organization. Because as we know, if you have a great workout, it's because you put a lot of energy in the feeling afterwards will will be with you as a function of how much work you put in just in the same way that your profit at the end of the day will be a function of how much work you put into the business during the day. So the active communications index is a tool that we have built here at ease as public relations, I'd like to just take you through that, because we're finding it a really useful way of simplifying the amount of work that needs to be done, but also to enable business owners to create a consistent activity level in the market. Because often public relations is an activity that gets undertaken in a flurry. There's a new product launch or an award one, or a new member of staff joined or a factory opens. And after that the cadence drops off. Now the active communications index is here to help companies to find out what would be for them a natural rhythm of engagement in activities of public relations. So I'm going to talk you through this model. And it's also available on our website, Eastwestpr.com under the Speak PR tab, and I'll put a link to that. So basically, there are three different elements to the active communications index, and I'm going to take you through each of those. And the basic formula is content times frequency times channels. So that's content, what you produce, the frequency, how often you produce it, and the channels where you send it to. So let's go through how you can build a dynamic and consistent active communications index for you and your organization. Now, the first document that we have, again, this is available on our website, is what we call the story planner. Now the story plan is for the content. Now what we've got here is a basic premise that we need to Storify our business. Now I talked about storification in our speak model, which stands for Storify, personalize, engage, amplify and to know. The first part then is to Storify the business. And what I've done is I've created a day by day planner for you or your team to enter in stories. So we have four weeks, one week for each of the month, of course. And in week one, we have seven days. So you can decide how often you want to publish a story. But some businesses will have more story days, and some may have less. But the idea is each day, we think about what could we say. Now it comes back to an earlier document which we talked about under personalization, which talks to the messaging of the business, but for now just to concentrate on the content. So story one on a Monday, on a Tuesday on a Wednesday, on a Thursday on a Friday, a Saturday and a Sunday if you'd like to. Now what we do is each day we plan out a story. Now it could be that for example, if you run a facility or a restaurant, you could have a different story, which could be a different issue of the day, a soup of the day. If you have a store, it could be a new sale item for the day. It could be deliveries in a certain location. So let's just try and think about something that's going to happen every day in your business that you could share about and at the top then of that we will have a total. Week two we do the same, week three we do the same, and week four we do the same, Now, If we start this out at the beginning of the month, we've planned out already our daily stories now anyone that has trained for a marathon or any other triathlon any other sport, will know that the secret is to plan your exercise well in advance, so you don't give yourself a chance to not feel like it on the day. So by creating the stories in advance, mentally, we're already prepared for the day when it needs to be prepared. And also, if we're teeing up something, then we can have that already ready, for example, already know that we're going to be going to a certain location, we know that we're going to want to carry a camera, or a microphone, or take someone with us for a photo opportunity or take a prop or piece of signage. So what we'd have then at the end of the month, is maybe 20, 24 stories all lined up in advance. Now, the next thing that we're going to be looking at is frequency, remember, content times frequency times channels, equals active communications index. Now, we're talking here then about looking at the three different audiences that we've got. And when we're going to send them the information. So as we know from our speak PR, under personalization, we do at three different audience types, the internal, and which, predominantly your staff, then we have your partners or allies, for suppliers, for example. And then we have our external, often considered to be the customer group. So what we've got in this table is we've got three different rows. And then we've got seven different columns, because each column then has a different day of the week, Sunday, Monday, Tuesday, Wednesday, Thursday, Friday, Saturday, and gives a total. So the idea is that what we've done with our story is we've decided to decide which news, we're going to create an on the frequency chart, we're going to start to determine when we're going to be sending out that content. Okay, so you could end up sending out one piece of information to your staff, for example, on a Monday, and maybe a Friday gives you number of two, you might be wanting to send something out once a week to your allies, or maybe only once a month to them, to your partners, or your suppliers. And then to external, you might want to have a higher frequency, for example, and sending out, say, on a Monday, Wednesday, Friday, maybe you've got specials coming up board, you want to announce something special for those people. So we'll also give you a total. And what we do then is we'll have a total number of times that we are going to reach out and send information proactively to our three different audiences who have a combined number. Now the third document is for the channels. Okay, and the channels then are the different places that we're going to be sending the information. So in the template that we've got, we have the first column channels. Then the second, we have internal, which is the internal audience, we have the external audience, and then our allies or partners in the third column. Because obviously, we might have a staff newsletter, we might have a company newsletter for our, for our customers, we might have a blog, which is good for just our customers, we may have just a Facebook group, for example, now there's Facebook teams, we might have communication there, we may have a YouTube, we may have that just for external. And we may have a podcast just for external, we may have SlideShare just for partners, because that's business information. So you get the idea. So what we're going to do then, is we're going to start to determine how often we're going to send information across those different channels. And that'll give us a number again. So if I send one email a week, to my team, plus my partners, plus my allies, that gives me a total of three, if it's the same email, of course, then it's just a number of one. But if we're going to actually create person specific content, then we're going to increase that number. Okay. So what we've got then is we've got a matrix, which is showing the number of channels by the different audiences, and that's giving us a total. Now, this is the fun part. And this isn't really done normally by by anybody, as far as I know, which is why I created this active communications index because we often talk in large numbers about how much engagement, how many page views, how many likes and so on. And that's all great, but I think it's also a little bit of vanity. And if I'm trying to manage the business, I want to know how much resource and effort I'm putting into the activity because that's going to be a good judge of what I'm going to get out of it. If we send out one piece of news, and we get lots and lots of hits, and a lot of pick up, that's great. But if we send out one piece of news, you get none the next week, then we're not really getting much indication of the consistency. What we're getting is how well that individual press release performed, but not how well the team have performed or the agency have performed. So the active communications index is really an indicator of how much effort is being spent on the public relations activity. And the way it comes out, is it gives the business owner a number, it gives the business owner a number that they can use, which is sensible, and can be repeated on a weekly basis, to get an idea of how much the team is doing. And if it's doing it consistently, because public relations is about consistent engagement with the market is not about a one off activity. So what we'll see then, is a trend for the business of how much it's communicating and seeing how well it's doing. It's also an indicator of how many channels the company is leveraging, in order to get noticed. And this is important, because one of the key learnings from the active communications index is that it's about not only the amount of content and frequency, but the number of channels that you use to leverage the content. So I'll take you through, if you like, an example of a month, where so in week one, let's say we have one piece of news, and we send it one time across two channels. That gives us an index of two. Pretty simple, right? If we have one piece of content, let's say a press release, and we but we send it out twice. And we use two channels, we get an index of four. So in other words, just by sending the same piece of news twice, across the same number of channels, we've got 100% higher index. And that could be for example, you send a press release out on a Monday, and on a Thursday, because people might have missed it. On the first time it went out, you could send it again. Now let's say on week three, we've got five pieces of content because we've got a story ready every day. And we are only sending those stories, one time each. But we're using two channels, let's for example, say Twitter and Facebook, then the five times the one times a two gives us an index of 10. So you can see there by just increasing the content, just one per day, instead of one per week, with the same number of channels, we've got five times the uplift in the actual energy going into the marketplace, for the public relations of the company. Finally, let's send the final week, we have five pieces of content, in other words, one per day going out, but going twice. So you sending the same piece of content on a Monday and a Wednesday and Tuesday into Thursday. So you're repurposing existing content. And you're using those two channels, let's say using Facebook and Twitter again. Well, that gives an index of 20. So you've got 10 times the index from week one. But all you've really done then is to send something out once every day, instead of once per week. And you're repurposing the same content. Remember, it doesn't have to be fresh content to use the same content but twice a week. And you're sending it across two channels. So you can see, the active communications index is an extremely simple tool, because frankly, I'm not a mathematician. I'm a PR person, and entrepreneur. And the goal of this is not to make it complicated. The goal of this is to keep it simple. Because if it simply can be used by everybody in the organization, and becomes part of the terminology, a bit like, you know, how are our sales leads? What's our conversion ratio? What's our acid ratio? What is our active communications index for this week? So when we look at the active communications index, the learnings are pretty straightforward because the maths means that if we can generate more content using the story planner, if we can send it with more frequency by using automation, if we can send it across more channels, again, by using social amplification tools, what we get as business owners is we get a multiplier effect. So it's not about getting Hundreds of agency staff are lots and lots of people doing lots and lots of work. It's about using tools, using the content and using the technology to, to leverage the story in your business. This is the essence of the active communications index. And of course, the idea is that if each week you track it, much like if you were working out to get fit for a marathon, if you track how fit you are, you track your cardio, then you know that each week you're getting fitter. And you have to keep this relentless pace. In order to build a great brand in the marketplace, just as you keep that relentless pace, if you are training for something or saving up for something in the markets. The speak PR Program is a program that I developed to help business owners who may not want to have an agency for whatever reason, but do need to find ways to unlock the value in their business. The active communications index is the measurement device that I've devised, with my experience of over 25 years of building brands using public relations, so that business owners can have a free and effective and easy to implement, and manage tool, so they can see just how likely they are to get noticed. And as we know, like with business, the more we put in, the more we're going to get out. So let's track how much goes in. And what comes out. Will I'm sure be terrific. There's anything here that I can help you with, please don't hesitate to reach out to me, you can find me at Jim at Eastwestpr.com or on LinkedIn is Jim James. And you can also come to our website Eastwestpr.com and send in a form. In the meantime, if you'd like this podcast and this methodology, please do subscribe, rated if you can in in iTunes, and subscribe even to our newsletter, which is again at Eastwestpr.com. So I thank you very much indeed for your time. If you'd like a copy of the speak bi template, it's actually available at our website, not Eastwestpr.com forward slash speakpr. Thank you so much for listening. Now, I always like to say at the end of this show, I wish you the best of health, a profitable business that you measure your communications