How Do You Stay Organized in the Fast-Paced Public Relations Field?
PR Thrive
How Do You Stay Organized in the Fast-Paced Public Relations Field?
In the whirlwind world of public relations, staying organized is paramount. We've gathered five expert tips from PR Coordinators and other communications professionals. From maintaining a tidy inbox to the use of color-coding for organization, discover how these pros manage the rapid pace of their field.
- Maintain a Tidy Inbox and Update Basecamp
- Use Airtable for Client Customization
- Delegate Based on Team Strengths
- Prioritize with Physical To-Do Lists
- Organize and Prioritize with Color-Coding
Maintain a Tidy Inbox and Update Basecamp
Organization is definitely critical when you're keeping up with multiple PR projects. I keep my inbox as tidy as possible, with folders for each client, and the bare minimum sitting in my inbox at all times. It's too easy to miss important messages if your inbox is a stressful place to be!
At my agency, Jelly Marketing, we also use the project management system Basecamp and are sure to update it with any recent developments in a campaign. When you're working with a team, it's crucial to ensure you're all on the same page, so this way we can easily access all the progress of a project and know exactly what stage it's in. Because, of course, the name of the game in PR is always communication!
Use Airtable for Client Customization
Handling the fast-paced world of public relations requires a good mix of organization and quick responses. One tool that’s been a game-changer for me is Airtable. It’s super flexible, and I can customize it to fit the needs of all my clients. Whether I’m tracking media outreach, organizing events, or gathering feedback, Airtable helps me keep everything in order.
Staying on top of journalists' requests is crucial. I make sure to respond to quote requests as soon as I have a relevant source, which helps keep my clients in the spotlight. Being prompt and reliable builds strong relationships with journalists and boosts the chances of getting featured in top publications.
Communication with clients is also key. I’m always in touch with them, going back and forth to get their quotes quickly. This often means sending reminder emails and text messages to keep everything on track. It’s a small effort but vital to ensure we meet deadlines without compromising on quality.
A tip for staying organized in this fast-paced environment is to set up automated reminders and checklists. In Airtable, I have automated reminders for important deadlines and checklists for each stage of a PR campaign. This keeps me on track and gives my clients a clear view of our progress. By keeping everything documented and easy to access, I can quickly adapt to changes and make sure all tasks are done efficiently.
Delegate Based on Team Strengths
Delegating tasks based on team strengths and expertise is crucial in managing the fast-paced world of PR. It helps us work more efficiently by ensuring each team member handles tasks they excel in. Trusting them to work independently fosters a culture where everyone takes ownership and feels accountable for their contributions.
This approach also allows me to dedicate more time to strategic planning and nurturing client relationships, which are essential for maintaining our PR efforts' effectiveness and cohesion. One useful tip is to periodically check in with team members to provide support and guidance while still allowing them autonomy in their roles. This balance ensures they have the resources they need while encouraging their growth and development within the team.
Prioritize with Physical To-Do Lists
I find the best way to stay organized is to write out physical to-do lists on paper (or sticky notes). Then, prioritize what needs to get done. It's important to tackle tasks not just by timing and deadlines, but by the amount of time you will need to meet those different deadlines. Also, plan for 10- or 15-minute blocks of time throughout the day for reassessing your priorities in case something urgent comes up unexpectedly.
Organize and Prioritize with Color-Coding
In the rapidly evolving world of PR, it's imperative to maintain organization, prioritize tasks, and maintain a sense of calmness. Create a to-do list using a planner or project-management app, block time for specific tasks, and color-code them by client or project. Prioritize tasks by saying no to new requests and evaluating their ability to be handled by others. Group similar tasks to maximize efficiency and minimize context-switching. Stay calm and breathe when things go wrong, assessing the situation and focusing on solutions. Communicate clearly and seek help when needed.
