How to Manage a Successful Follow-up with Prowly PR Software
How to Manage a Successful Follow-up with Prowly PR Software

How to Manage a Successful Follow-up with Prowly PR Software

People tend to have extreme feelings about it: some love it, others hate it. But one thing’s for sure: a good follow-up is what helps secure outstanding coverage, establish new relations, and provide some unknown details about your contacts. Are you wondering how it’s done and where to start? Sit back and plan the process carefully before you decide to approach someone with the infamous “Did you receive my press release?” question.

It’s Thursday morning, a few minutes past 10. Now’s the best moment in the entire week to send your press release—this is when the email pitch open rates hit the peak. Your mailing left your outbox a while ago and you can already see the first opens and clicks in your Prowly Pitch panel.
This is where one of the most popular PR tools comes into play—the follow-up.
How to prepare yourself and not make the journos despise you? It’s easy. Start with the first and most important thing in every PR person’s life:

Grab a cup of fresh coffee.
Now get back to your laptop and sign in to Prowly once again. Go to your mailing detailed stats and find all contacts that are key to you right now. These are the people you’ll be focusing on today. 
large_prowly_detailed_stats.png
Set up a proper status for each of them. At this point, most of them should read either To do: follow-up call or follow-up email. Once you’re done, find a quiet and comfy place so that nobody disturbs you while you’re making one phone call after another.
large_prowly_follow_up.png
Before you hit “dial”:
  1. Remember that asking “Did you receive my press release?” is never a good conversation starter. If you’ve sent it, they have it. But if you’re really concerned, well, that’s what Prowly is for. When there’s a sent icon next to a record on the mailing detailed statistics screen, you can be sure your recipients got it.
  2. Think of what you want to achieve and what you can offer. Don’t waste time—theirs or yours.
  3. Show that you know your audience. Refer to their latest stories or posts shared over social media. If any of these shows resemblance to your story, it will be much easier to achieve your goals.
  4. Add the “When can I expect it to be published?” question to the list of bad conversation starters.
  5. Offer something extra to what you’ve just shared with everyone on your mailing list (yes, they do know everyone else got it too). It could be additional comments, an email interview, images or videos, or any kind of multimedia that have not yet been published. Sky is the limit.
  6. Be helpful, not insolent.
What you’ve got to do now is contact all the people on your list. Remember: you’ll find their phone numbers on the profile of each contact—you can access it directly from the detailed statistics screen. You can also print out the whole list, including the phone numbers and statuses that you’ve previously set up—just hit export and an .xls file will start downloading immediately.
Remember to add all your notes to Prowly once you’re done following up. Update all statuses or add new ones. There are five To do status types you can use:
  • follow-up email,
  • follow-up call,
  • follow-up text,
  • update details,
  • send samples.
Remember that once you’ve completed each operation, it’d be good to change the status assigned to it to done—this way it will be much easier for you to manage and report on the whole process. All additional info collected during phone calls, like journos’ hints, publishing plans, upcoming leaves, etc., can be added to each contact’s profile directly.
large_prowly_follow_up_call_DONE.png
That’s all! Now you can sit back and wait for the coverage to appear. Remember that, if necessary, you can… go ahead with the follow-up all over again 😊
Good luck!
Related Stories
8 Reasons Why SEO is Important in PR

One of the elements we’ve implemented in the latest version of Prowly’s content editor is more control over the SEO settings. And the reason is simple—optimizing your content for search is today one of the basic tools that help PR people reach audiences with their messages even more effectively.
Three Ways to Write an Effective Email Pitch

It’s no mystery that a good email pitch means the life or death of even the most carefully thought through and crafted press release. How to write an email pitch that will engage your media contacts and keep the path to coverage clear and open?
What’s Your Role Within the Prowly Account?

To log in to your Prowly account, you use your email address. The app sees it as your individual ID, to which a specific ‘role’ is assigned. Your role will determine your access to the app’s functionalities. Learn how to manage these roles and how to use them in practice.
Best Time to Send a Press Release

There are many factors that can decide the life or death of your media coverage: from the relationships with specific journos to editorial schedules to the topics of your publications. Yet there are situations when you should also remember about some basics, like, for instance, the timing of your press releases. What’s the best time and day to hit “send”? Let’s find out!
Check your inbox for a subscription confirmation email.
By confirming your subscription you will receive the latest content published on this website and consent to your information being securely processed and stored.