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Should You Pay a PR Firm? [+PR Tactics You Can Manage In-House]

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It’s a question almost every fast-growing company runs into: should we hire a PR firm or build an in-house team? And if you wrestle with this question long enough, it quickly spirals into an endless back-and-forth (“on the other hand…“).

The truth is, depending on your specific goals, resources, and budget, one path may make more sense than the other. We’ve rounded up some helpful advice from PR pros at HubSpot to help you make the right call.

Let’s dive into the key benefits and drawbacks of hiring an agency, explore how to make the right decision for your business, and cover five PR tasks you can manage in-house.

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Reasons to Hire a PR Firm

1. You know what you want.

Hiring a firm without knowing what you want is like driving to a new destination without a map. Chances are, you’ll get lost — quickly.

“Hiring a PR firm can be a significant investment, so before doing so, you need to be clear about your goals and what you’re hoping to achieve through PR,” advises Ellie Flanagan, Manager of Product & Corporate Communications at HubSpot.

Your goals are your compass. They influence your budget, timeline, and even the tactics you want to employ. Just as importantly, they give you a clear picture of what you need from an agency.

2. You’re ready to “feed the PR machine.”

PR is not a “set it and forget it” activity — even if you hire an agency to do the heavy lifting.

Mia MacKinnon, Head of Brand & Public Relations, APAC at HubSpot, echos this point, telling me, “If, as a founder or business leader, you don’t have capacity to invest in supporting your agency or in-house lead with developing and approving narratives, supporting launches, prepping for media interactions and events and being available for speaking opportunities, it’s going to be tough to see results.”

She continues, “If an agency’s drip-fed information, with little visibility of your business strategy and the challenges you’re facing, they’re going to have an incredibly tough time delivering results. You get out what you put in with public relations and my best agency partners have been ones where the team we’ve worked with have become an extension of our in-house team.”

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In other words, you play a huge role in setting up your agency for success. If you treat your agency like a true partnership, you’re more likely to see great results.

3. You want to extend your media reach.

When you hire a PR firm, you not only access new ideas, perspectives, and expertise — you also work with people who have relationships with key contacts in the media. And when it comes to media outreach, you’re only as strong as your relationships.

Flanagan adds, “Building relationships with reporters is a core component of successful PR. If you do decide to go the agency route, it’s important that they have a day-to-day contact at your company that can bring them information and help them connect to internal stakeholders.”

That said, your budget may get in the way here. If that’s the case, fear not. Flanagan advises: “If you have a limited budget, hiring an in-house PR person to focus on relationship building can be a better investment. In-house teams also have better access to internal resources and spokespeople.”

4. You need specialized knowledge.

They say all press is good press — but that’s up for debate. Regardless, when a crisis situation comes a-knocking, most small businesses and start-ups are not equipped to handle it. Even negative feedback and disgruntled customers can impact a brand’s reputation and image.

All this to say, if your business needs crisis communication — or any specialized PR knowledge — it’s better to leave it to the pros. PR firms are more experienced and specially trained to handle (and prevent) these types of situations.

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Now let’s explore some red flags you should consider before moving to the next step.

Reasons Why You Might Not Need a PR Firm

1. Your in-house team is closer to the information.

Your in-house team only has one client: you. Meaning they can give their complete and undivided attention, whereas an agency has to spread its time across multiple clients.

As Flanagan tells me, “In-house teams also have better access to internal resources and spokespeople.”

Whereas you need to educate an outside agency about the ins and outs of your business — and monitor their work for accuracy — your in-house team already has a strong grasp of internal company knowledge.

Additionally, with tools like HubSpot’s Marketing Hub and Hootsuite, working on PR-related tasks — like sending promotional emails and social monitoring — has never been easier.

2. You haven’t found a good fit with an agency.

When hiring an agency, never underestimate the importance of finding a good fit.

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MacKinnon tells me, “There are many moving parts to finding the right agency — industry specialization, B2B versus consumer, agency size and how they structure their teams, how flexible an agency is, their model — are they pure media relations, or are they more integrated, and which of the two do you need?”

For small businesses that are new to the PR game, MacKinnon suggests looking for agencies that offer flexibility:

“Agencies who have a flexible model and can adapt to suit your businesses needs are often where smaller businesses find a great fit — until you have a set model of working, it’s important that the agency can flex to align with you — this might be a big launch one month, and a quiet period the next, as you prepare for your next campaign.”

Additionally, reputation is paramount in the PR world. Don’t hesitate to ask around for recommendations from others.

MacKinnon explains, “Exceptional agencies tend to be known and talked about — ask for recommendations from businesses whose public relations campaigns you admire, from businesses in an industry similar to yours, or who face similar challenges when it comes to awareness, perception and trust.”

3. You’re looking for a quick fix.

PR isn’t a “quick fix.” The PR seeds you plant today need time to grow, especially considering the nature of public relations is all about building real relationships. As a result, the relationship you have with your agency should feel like a true partnership — not a short-term investment.

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If all that sounds daunting, the agency route may not be the answer.

MacKinnon echos this, saying: “One of the biggest learnings I’ve had in my career working in-house, and something I share with my team, is that once you find your agency, you have a huge role to play in setting you both up for success, and that’s to treat them like a true partner.”

5 PR Tasks Your In-House Team Can Manage

1. Press releases.

In today’s world, businesses have to generate their own buzz. Whether sharing a new product drop, an upcoming event, or changes in your organizational structure, a well-written press release can get the word out about your business. Check out this helpful guide on how to write a press release that stands out from the crowd.

2. Social media communications.

What people say about your business on social media can impact your overall reputation. Every in-house team should have their “ear to the ground” monitoring these conversations.

Social listening tools — like HubSpot’s Social Media Management Software, Sprout Social, and Buffer — track mentions of your brand, relevant keywords, and direct feedback through hashtags and DMs. Additionally, many of these tools will allow you to respond to mentions on your social media accounts directly from the dashboard.

3. Blog writing.

Community outreach is a pillar of public relations. A great way to engage with an audience is through owned channels, like a company blog. When it comes to developing a well-rounded blogging strategy, your in-house team may need to divide and conquer — one person creates an editorial calendar, another person looks for guest contributors, while another person writes blog content.

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4. Promotional emails.

Thanks to tools like HubSpot’s Marketing Hub, Mailchimp, and Constant Contact, it’s easier than ever to manage, design, and send emails to customers. However, in order to send emails, you first need people to send them to. Therefore, building a healthy email list — and making it easy to opt in — should be a long-standing focus for your in-house team.

5. Employee communications.

Employee communications, also known as internal communications, has quickly become a major focus in PR. After all, employees can be a company’s harshest critics or most passionate advocates.

Employee communications involve sharing info through various channels, like email or an internal forum. In-house PR teams can share company news, project updates, and more. When employees feel “in the loop,” they’re more engaged, connected, and empowered at work.

Back To You

Ultimately, no one knows your business — and its needs — better than you. If you’re deciding whether to hire a PR firm or not, start with the advice in this article. And remember, as long as you factor PR in your business strategy to some capacity, you’re already headed in the right direction.

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Generative Engine Optimization Framework Introduced in New Research

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Generative Engine Optimization Framework Introduced in New Research

There are several AI chatbot-like features available in the current search engines, including Bing Copilot, Google, Bard, and Gemini. They help to optimize the content visibility in the search results with the help of an AI-powered Search engine known as a Generative engine or AI Search.

A traditional search engine like Bing, Google, or Yahoo ranks and displays information in the SERPs based on the search terms a user inputs. 🔎

The generative engine, on the other hand, generates comprehensive, accurate, and relevant results and information with the help of Generative AI or Large Language Models (LLMs) such as chatGPT, Gemini, and Claude. They understand and integrate information from various sources for the user’s queries.

In this blog, We will discuss the GEO that is introduced in the new research, its framework, and how it can change traditional Search engine optimization (SEO) practices and optimize content for visibility.

The Key Components of the GEO Framework and How They Transform Traditional SEO Practices

GEO is described in the research paper as: “A novel paradigm to aid content creators in improving the visibility of their content in Generative Engine responses through a black-box optimization framework for optimizing and defining visibility metrics. We facilitate systematic evaluation in this new paradigm by introducing GEO-bench, a benchmark of diverse user queries across multiple domains, coupled with sources required to answer these queries.”

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Traditional SEO depends upon the keyword volume, difficulty, and optimization for the specific search terms, which focus less on an interpretation relationship between the concepts of keywords or user queries. SEO practices prioritize text-based source content over other sources of content format where regular updating of fresh content is not a primary focus. Also, metrics like impression and click rates affect ranking system results in traditional methods.

GEO encourages detailed information over just the keyword, addressing the related main queries by creating depth content and potential subtopics with the understanding of concept and relationship, encouraging the other formats, such as visual, audio, and images, not just text-based. Moreover, it emphasizes the latest updated content information with continuous accuracy and relevance to provide the most accurate and up-to-date details.

The Impact of Introducing GEO on Website Ranking and Content Relevancy

A generative engine relies on traditional SEO practices like user intent and algorithms for ranking to a degree, such as keyword stuffing. Although it focuses on keywords, it tries to find connections and meanings beyond the keywords in order to create high-quality content.

GEO doesn’t directly indicate the web visibility or page ranking in the Search Engine Result Page. However, it can optimize the overall website visibility and indirectly drive user traffic to your websites through generated responsive data and information.  

GEO-optimized content provides the AI Search or a Large Language Model (LLM) with reliable and completely detailed information, enabling them to generate the most accurate and relevant information for responses to user questions or inputs.

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These AI-powered engines can deliver a vibrant user experience using optimized content for user engagement and interactive experiences. Furthermore, It also builds trust with a user as it relies on renowned and credible sources, which enhances the effectiveness and reliability of the generated response data and provides synthesizing information.

Comparison with Existing SEO Models: Why GEO Stands Out in Enhancing Search Engine Performance

GEO utilizes auto-generative algorithms for content generation based on predetermined objectives and standards where generated content can cover a broader range of keywords and related topics in various formats like image and visual.

A generative search engine uses modern optimization techniques that involve cognitive SEO, NLP (natural language processing), and structured data markup to maintain and improve content leverage, relevancy, and search engine visibility. In addition, it introduces new methods for determining citations’ importance and website visibility, as well as improving user-centric content by using impression metrics.

Traditional SEO models rely upon and use specific keywords to optimize and rank manually in search results. It uses traditional optimization techniques like link building, meta tags, and URLs.

In traditional search optimization, content creation and optimization can be slow and have low content scalability compared to AI-powered, requiring manual effort for generation and optimization. Constant monitoring and adaptation to platform algorithms are needed to produce the latest and updated information for dynamic user behavior.

Both are equally responsible for improving the brand or website’s online visibility; traditional SEO models require the manual touch for content creation and optimization. GEO tends to use generative responses automatically for content generation as per user queries, making it more effective for user-centric content creation, optimization, and stability in related topics or keywords.

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9 Test research findings to improve the website content in GEO

The researchers from Princeton University, Georgia Tech, Allen Institute for AI, and IIT Delhi tested nine various GEO approaches to improve site content for generative engines. Techniques that have been tried and tested over 10,000 search queries, nine optimization strategies were tested on something that “closely resembles the design of BingChat”:

1714643800 803 Generative Engine Optimization Framework Introduced in New Research

  1. Authoritative: The content was altered to be more compelling while conveying definitive claims.
  2. Keyword Stuffing: More keywords were added to match the query.
  3. Statistics Addition: Instead of a qualitative conversation, quantitative statistics were included.
  4. Sources: Relevant citations have been added. Like quotes statistics
  5. Quotation Addition: Quotations from reliable sources have been included.
  6. Easy-to-understand: Simplified the language.
  7. Fluency Optimisation: Improved fluency.
  8. Unique Words: Used in the text whenever possible.
  9. Technical terms: Technical terms have been incorporated into the content.

The data set for search queries was obtained from Google, Microsoft Bing, and Perplexity. Sources include AI Discover, GPT-4, and others.

So, focus on creating detailed and comprehensive blogs or articles by defining the relation and highlighting the context for deeper meaning. Utilize the various formats for content creation to enrich information and diversify the learning perspective.

Also, update your content with the latest information and trends to maintain regular effectiveness and relevancy in the generative engines.

Conclusion:

In the end, Generative Engine Optimization (GEO) provides a more automated, scalable, and adaptive method of content creation and optimization than traditional Search Engine Optimization (SEO) approaches, which need manual and constant work for the optimization and ranking. Compared to traditional search engines, generative engines give instant and detailed personalized information to users’ queries for improved engagement.

Conventional SEO uses metrics like impression, session duration, and click-through rate (CTR), whereas GEO proposes new metrics to measure the relevance and visibility of citations within generative engine responses, making users eliminate the need to visit individual websites for information as it generates the responses on users queries from the reliable, relevant, and various sources.

AI-powered search optimization is still developing and becoming popular since most users and business owners are using generative AI as their source of information and improved visibility with universally applicable diverse content formats.

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How To Develop a Great Creative Brief and Get On-Target Content

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How To Develop a Great Creative Brief and Get On-Target Content

Every editor knows what it feels like to sit exasperated in front of the computer, screaming internally, “It would have been easier if I’d done it myself.”

If your role involves commissioning and approving content, you know that sinking feeling: Ten seconds into reviewing a piece, it’s obvious the creator hasn’t understood (or never bothered to listen to) a damn thing you told them. As you go deeper, your fingertips switch gears from polite tapping to a digital Riverdance as your annoyance spews onto the keyboard. We’ve all been there. It’s why we drink. Or do yoga. Or practice voodoo.

In truth, even your best writer, designer, or audiovisual content creator can turn in a bad job. Maybe they had an off day. Perhaps they rushed to meet a deadline. Or maybe they just didn’t understand the brief.

The first two excuses go to the content creator’s professionalism. You’re allowed to get grumpy about that. But if your content creator didn’t understand the brief, then you, as the editor, are at least partly to blame. 

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Taking the time to create a thorough but concise brief is the single greatest investment you can make in your work efficiency and sanity. The contrast in emotions when a perfectly constructed piece of content lands in your inbox could not be starker. It’s like the sun has burst through the clouds, someone has released a dozen white doves, and that orchestra that follows you around has started playing the lovely bit from Madame Butterfly — all at once.

Here’s what a good brief does:

  • It clearly and concisely sets out your expectations (so be specific).
  • It focuses the content creator’s mind on the areas of most importance.
  • It encourages the content creator to do a thorough job rather than an “it’ll-do” job.
  • It results in more accurate and more effective content (content that hits the mark).
  • It saves hours of unnecessary labor and stress in the editing process.
  • It can make all the difference between profit and loss.

Arming content creators with a thorough brief gives them the best possible chance of at least creating something fit for purpose — even if it’s not quite how you would have done it. Give them too little information, and there’s almost no hope they’ll deliver what you need.

On the flip side, overloading your content creators with more information than they need can be counterproductive. I know a writer who was given a 65-page sales deck to read as background for a 500-word blog post. Do that, and you risk several things happening:

  • It’s not worth the content creator’s time reading it, so they don’t.
  • Even if they do read it, you risk them missing out on the key points.
  • They’ll charge you a fortune because they’re losing money doing that amount of preparation.
  • They’re never going to work with you again.

There’s a balance to strike.

There’s a balance to be struck.

Knowing how to give useful and concise briefs is something I’ve learned the hard way over 20 years as a journalist and editor. What follows is some of what I’ve found works well. Some of this might read like I’m teaching grandma to suck eggs, but I’m surprised how many of these points often get forgotten.

Who is the client?

Provide your content creator with a half- or one-page summary of the business:

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  • Who it is
  • What it does
  • Whom it services
  • What its story is
  • Details about any relevant products and services

Include the elevator pitch and other key messaging so your content creator understands how the company positions itself and what kind of language to weave into the piece.

Who is the audience?

Include a paragraph or two about the intended audience. If a company has more than one audience (for example, a recruitment company might have job candidates and recruiters), then be specific. Even a sentence will do, but don’t leave your content creator guessing. They need to know who the content is for.

What needs to be known?

This is the bit where you tell your content creator what you want them to create. Be sure to include three things:

  • The purpose of the piece
  • The angle to lead with
  • The message the audience should leave with

I find it helps to provide links to relevant background information if you have it available, particularly if the information inspired or contributed to the content idea, rather than rely on content creators to find their own. It can be frustrating when their research doesn’t match or is inferior to your own.

How does the brand communicate?

Include any information the content creators need to ensure that they’re communicating in an authentic voice of the brand.

  • Tone of voice: The easiest way to provide guidance on tone of voice is to provide one or two examples that demonstrate it well. It’s much easier for your content creators to mimic a specific example they’ve seen, read, or heard than it is to interpret vague terms like “formal,” “casual,” or “informative but friendly.”
  • Style guide: Giving your content creator a style guide can save you a lot of tinkering. This is essential for visuals but also important for written content if you don’t want to spend a lot of time changing “%” to “percent” or uncapitalizing job titles. Summarize the key points or most common errors.
  • Examples: Examples aren’t just good for tone of voice; they’re also handy for layout and design to demonstrate how you expect a piece of content to be submitted. This is especially handy if your template includes social media posts, meta descriptions, and so on.

All the elements in a documented brief

Here are nine basic things every single brief requires:

  • Title: What are we calling this thing? (A working title is fine so that everyone knows how to refer to this project.)
  • Client: Who is it for, and what do they do?
  • Deadline: When is the final content due?
  • The brief itself: What is the angle, the message, and the editorial purpose of the content? Include here who the audience is.
  • Specifications: What is the word count, format, aspect ratio, or run time?
  • Submission: How and where should the content be filed? To whom?
  • Contact information: Who is the commissioning editor, the client (if appropriate), and the talent?
  • Resources: What blogging template, style guide, key messaging, access to image libraries, and other elements are required to create and deliver the content?
  • Fee: What is the agreed price/rate? Not everyone includes this in the brief, but it should be included if appropriate.

Depending on your business or the kind of content involved, you might have other important information to include here, too. Put it all in a template and make it the front page of your brief.

Prepare your briefs early

It’s entirely possible you’re reading this, screaming internally, “By the time I’ve done all that, I could have written the damn thing myself.”

But much of this information doesn’t change. Well in advance, you can document the background about a company, its audience, and how it speaks doesn’t change. You can pull all those resources into a one- or two-page document, add some high-quality previous examples, throw in the templates they’ll need, and bam! You’ve created a short, useful briefing package you can provide to any new content creator whenever it is needed. You can do this well ahead of time.

I expect these tips will save you a lot of internal screaming in the future. Not to mention drink, yoga, and voodoo.

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This is an update of a January 2019 CCO article.

Get more advice from Chief Content Officer, a monthly publication for content leaders. Subscribe today to get it in your inbox.

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Cover image by Joseph Kalinowski/Content Marketing Institute

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Quiet Quitting vs. Setting Healthy Boundaries: Where’s The Line?

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Quiet Quitting vs. Setting Healthy Boundaries: Where's The Line?

In the summer of 2022, we first started hearing buzz around a new term: “Quiet quitting“.

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