Report: Generic personalization harms your email pitching

Tailoring email messages for the intended target is a tried-and-true tactic
for PR pros.

Readers feel special when they read a message addressed to them, and they
are more likely to open emails that speak directly to them. Technology has
enabled marketers to get sophisticated with these messages, automating
responses and filling in names and company identifiers.

What happens, though, when your automation goes wrong?


As reported on PR Daily
:

Most PR pros with the responsibility of pitching reporters gladly welcome
resources that can make their work more efficient and effective, including
media lists, pitch templates and automated email tools.

However, these handy resources should also come with a warning. Misuse can
erode a potential relationship with reporter, instead of getting your
organization’s news covered.

Can poor personalization erode brand trust?

A new study from BuzzStream
suggests that “fake personalization” can do damage.

[RELATED:

Learn social media secrets from TED, Microsoft, Starbucks and more
.]

The study identifies three different kinds of personalization attempts.

1.
Fake personalization

This is when an email attempts to create a connection with a reader by
referencing general personal information, but doesn’t actually zero in on
identifying details.

The report states:

A common example of this type of outreach is any email that begins with
some variation of:

“Hey FNAME, I just saw your article at XYZ.com. Great post! I’ve written
something your audience would like…”

Unfortunately for those groups that utilize this process they’d be better
served by not personalizing at all. Based on the data, fake personalization
actually generates a -1.3% impact on reply rates compared to the base case
of people only using templates with merge fields.

Take note, PR pros: Reaching out to a journalist with a generic appraisal
of their work without diligently researching their beat and publication or
website can doom your pitches. The data suggest that if you don’t have
something nice and specific to say, don’t say anything at all.

2.
Contextual relevance

In this level of personalization, the study says an email campaign “shows
clearly that the person sending outreach has a good understanding of the
author by specifically referencing not just their article or info, but
tying it directly into the ask.”

This kind of personalization has a positive effect on open rates.

PR pros who take the time to research reporters and find the publication
that is the right fit for their client are more likely to be rewarded.

3.
Reference past submissions

This is the most detailed of the personalization types and requires an
up-to-date media list and careful notetaking.

In this kind of personalization, PR pros reference other correspondence
with their media contacts when reaching out. According to the study, this
improved click rates by another 2.3 percent from pitches that used only
contextual relevance.

Trends that define successful pros

The report identified some key behaviors for PR pros that consistently saw
more response to their media pitches.

They included:

  • Being process-oriented.
    The study defined this trait as having “a well-defined process and
    sticking to it.” For these teams, reaching out to reporters or
    influencers wasn’t a game of chance but rather a series of experiments
    in which a script was refined and tweaked.

As a bonus, a defined process also helped teams to bring new members
onboard quickly and effectively.

  • Diligently developing new contacts.
    Should you always be looking for new contacts and outlets? The study
    said the biggest differentiator for top performers was an unending
    quest to find new leads—and then vetting to make sure they were
    interested in a potential pitch.
  • Using customized email greetings.
    This trend relates closely to the time spent developing media contacts.

The study wrote:

The more time spent in the prospecting and segmentation phase, the easier
it is to quickly personalize each message with relevant content.

  • Building on existing relationships.
    Though it’s important to develop new contacts, PR pros shouldn’t forget
    their reliable friends.

The study shared:

Groups that have an established outreach program and a well-maintained
contact database regularly leverage their relationships for future progress
in two ways. First, as previously discussed, they will reference their
relationships in their outreach to boost replies. Second, they will use
their database as a source to build their lists for subsequent similar
campaigns, building on the success of their campaigns and making results
more beneficial and predictable over time.

How much time do you spend developing your media list, PR Daily
readers?

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