SayPro Coordinate with the Public Relations Team

SayPro Tasks to be Done for the Period

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Week 2 (01-08-2025 to 01-14-2025):

Coordinate with the Public Relations Team to Draft Press Releases and Media Kits

During Week 2, coordinating with the public relations (PR) team to draft press releases and media kits will be essential for promoting the CSR campaign. These materials will help generate awareness, attract media coverage, and ensure that the campaign’s key messages are consistently communicated to the public and stakeholders.

Key Tasks for Week 2:

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1. Draft Initial Press Release for Campaign Launch

• Task: Work with the PR team to draft the press release announcing the launch of the CSR campaign.
  • Subtasks:
    • Define Key Messages: Identify the key messages to communicate in the press release, including campaign goals, key partners, and expected social impact.
    • Write the Press Release: Develop the content for the press release, ensuring that it is engaging, concise, and newsworthy. Include essential details like dates, locations, quotes from key stakeholders (e.g., company executives, non-profit partners), and relevant background information.
    • Review and Revise: Ensure that the tone and messaging align with the campaign’s branding and values. Revise the draft based on feedback from key internal stakeholders.
    • Prepare Distribution Plan: Coordinate with the PR team to determine the best media outlets and channels for distributing the press release (e.g., news agencies, local newspapers, online publications).
• Responsible Team/Person: PR Team, Marketing Team, CSR Manager.
• Deadline: By January 13, 2025.

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2. Develop a Media Kit

• Task: Coordinate with the PR team to create a comprehensive media kit that journalists and media outlets can use to write about the campaign.
  • Subtasks:
    • Essential Documents: Include key documents such as the press release, campaign fact sheet, company background, and biographies of key stakeholders (e.g., executives or CSR program leads).
    • Campaign Visuals: Ensure the media kit includes high-resolution logos, campaign photos, and other relevant visuals that journalists can use in their coverage.
    • Social Media Guidelines: Provide media outlets with suggested social media handles, hashtags, and content snippets they can use to engage with the campaign.
    • Contact Information: Ensure the kit includes contact information for the PR team, so media can reach out for interviews or additional details.
• Responsible Team/Person: PR Team, Marketing Team, Design Team.
• Deadline: By January 14, 2025.

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3. Coordinate Media Outreach Strategy

• Task: Work with the PR team to develop a media outreach strategy that ensures wide coverage of the CSR campaign.
  • Subtasks:
    • Identify Key Media Contacts: Ensure the PR team has a list of journalists, influencers, and media outlets that align with the campaign’s target audience (e.g., sustainability reporters, local community papers, industry bloggers).
    • Personalized Outreach: Work with the PR team to craft personalized pitches to media contacts, highlighting the unique aspects of the campaign and its potential news value.
    • Prepare Embargoed Statements: If applicable, prepare embargoed statements or pre-announcement teasers to build anticipation before the campaign launch.
    • Coordinate Media Interviews: Identify key spokespeople from the company or partners who can provide interviews or sound bites for media coverage.
• Responsible Team/Person: PR Team, CSR Manager, Marketing Team.
• Deadline: By January 14, 2025.

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4. Review and Finalize Press Release and Media Kit

• Task: Conduct a final review of the press release and media kit to ensure accuracy and consistency.
  • Subtasks:
    • Cross-Check Facts: Ensure all campaign details (dates, locations, partner names, etc.) are accurate and up to date.
    • Final Edits: Review the documents for clarity, conciseness, and tone. Ensure the message is consistent with the campaign’s overarching narrative.
    • Internal Approval: Get approval from senior leadership or key stakeholders before finalizing the documents.
• Responsible Team/Person: CSR Manager, PR Team, Senior Leadership.
• Deadline: By January 14, 2025.

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5. Plan for Media Follow-Up and Monitoring

• Task: Work with the PR team to plan for post-distribution follow-up and media coverage monitoring.
  • Subtasks:
    • Follow-Up Strategy: Determine a plan for following up with media outlets after the initial release. This could include email follow-ups, phone calls, or offering interviews with campaign spokespeople.
    • Tracking Coverage: Ensure there’s a system in place to monitor media coverage of the campaign (e.g., through media monitoring tools or manual tracking of articles and mentions).
    • Engagement with Journalists: Prepare to engage with journalists or influencers who are interested in covering the campaign, ensuring that the campaign stays in the media spotlight.
• Responsible Team/Person: PR Team, CSR Manager.
• Deadline: Ongoing, with initial follow-up scheduled by January 14, 2025.

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Summary of Week 2 Goals:

By the end of Week 2, the following objectives should be accomplished:

• A draft press release for the CSR campaign launch has been written, reviewed, and finalized.
• A comprehensive media kit has been developed, including key documents and visuals for press use.
• A media outreach strategy has been created, with key media contacts and tailored pitches.
• All press materials (press release and media kit) have been approved and are ready for distribution.
• A plan for media follow-up and coverage monitoring is in place to ensure the campaign garners media attention.

These tasks will ensure that the campaign receives strong media support and generates the necessary coverage to build awareness and engagement with the target audience.