How to Write a Media and Public Relation Policy

How to write or prepare a Media Policy and Public Relation (PR) Policy for organization? Some public relation professionals get the assignment of preparing media policy and public relation policy for organization. Preparing a comprehensive Public Relation (PR) Policy is a difficult task and professional approach is

required to get the job done. Extensive experience in PR and Media will help. However, for new comers, how to develop a Public Relation Policy? is a challenging question. Before preparing the PR policy for an organization one should study the overall policy and marketing strategies of the organization. Media and Public Relation policy should contain latest tools so that you get the maximum out of small resources that you have. Public Relation policy contributes towards achieving the overall objectives of an organization. Hence it should be alligned with the organizational policies, goals and objectives. Public Relation Policy will serve as a road map to achieve your targets and share information to the targetted audience. Developing a sample format for public relation policy that helps to all organization is bit difficult. However, a template or format of PR policy has been developed that will certainly help the beginers.  Here is the sample for you.

How to write a MEDIA AND PUBLIC RELATIONS POLICY

1. Introduction

1.1. Being a statutory body and an engineering community based organization, it is vital that a good working relationship is established with the media, members of (ORGANIZATION NAME) and engineering related organizations based on mutual understanding, confidence and co-operation.

1.2- All staff within the (Organization Name) has a significant part to play in establishing good working relationships with the media, both in terms of reacting to press enquiries and to maintaining a proactive stance in identifying positive media stories.

2. Procedure - incoming requests

2.1- It is important to develop a mechanism for channeling possible public relations stories through one person. All media enquiries must be referred to the designated Public Relation Officer or any other designated representative. Media includes newspapers, television, radio and s(Organization Name)ialist journals.

2.2- The PRO or the designated representative will contact the appropriate section officers to comprehensively respond to media queries.

2.3- Interviews will only be given by the Chairman, Vice Chairman and the Registrar or a person designated by Chairman.

2.4- In case of doubt as to how to handle an issue or the interpretation of this policy, the PRO should be consulted for support.

2.5 Upon receipt of a Media enquiry, staff should answer courteously and inform the caller that it is our policy to route all media enquiries to the PRO.

2.6- The public should be dealt with in the same way as the press. Staff should be aware that the Press might approach in the guise of the public.

2.7 The Press should only have access to the PR department or those designated to speak directly to the Press.

3- Press releases

3.1- All press releases from the (ORGANIZATION NAME) will be planned, coordinated and released through the PRO or designated representative and will be distributed in the prevailing press release format.

3.2- All reactive press statements, should, as far as possible, be in writing

to avoid any misinterpretation of the facts.

4- Media coverage – in-coming

4.1- The PRO will monitor the media for coverage; however, all employees should make PRO aware of radio, newspaper and television coverage relevant to the activities of the (ORGANIZATION NAME).

5 Media coverage – out going

5.1- A regular outflow of news releases on key activities and achievements will be maintained.

5.2- Regular face-to-face briefings with the media will be arranged.

5.3- A rapid response system will be maintained to counter within 24 hours any erroneous or exaggerated statements made by the media or by third parties in the media.

6 Public Relations

6.1- Officers should be aware that their comments in public gatherings could be reported to the press.

6.2- Officer level staff at (ORGANIZATION NAME) should be encouraged to establish working partnerships with organizations promoting engineering and technology in Pakistan.

6.3- Positive or negative stories on the organisation travel widely and quickly and affect public perception. This affects reputation, and thus creates hurdles in implementation of policies. Staff should avoid discussing any negative internal issue with the external public.

6.4- Staff members should always present (ORGANIZATION NAME) in a positive light as the local community, family and friends can be the target audience of (ORGANIZATION NAME) Statutory functions.

6.5- During meetings with external public, staff should avoid contradicting each other as cohesion is important.

7- External communication and publications

7.1- These include annual reports, strategy documents, leaflets, newsletters, diaries, calendars, Engineer (ORGANIZATION NAME) magazine and (ORGANIZATION NAME) Brochure etc.

7.2- Quotations for designing and printing of (ORGANIZATION NAME) publications for an external audience must be co-coordinated through the designated PRO so that competitive prices can be obtained.

8- PR Events/Activities  

8.1- Making (Organization Name) ((ORGANIZATION NAME)) a household name across all sectors of engineering profession & associated professions without any cultural and class barriers should be the overall mission. Thus, publicity events/materials should be inclusive and not just target the elite engineering community.

8.2- Staff should participate in presentations and other activities designed to create awareness about (ORGANIZATION NAME) activities.

9-Information Sharing

9.1- All segments/sections of (ORGANIZATION NAME) will inform PRO or the designated officer about any pros(Organization Name)tive event/activity/achievement well in time.

9.2 Copy of meeting minutes, circulars, policy documents, amendments in procedures/regulations and quarterly/monthly summary reports must be sent to PRO by all sections of (ORGANIZATION NAME).

10- Review

This policy will be reviewed by June 30, 2008.

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