Skip to Main Content
The Review

The art of the press release

Development

Tag Archives: PR

The art of the press release

Breaking down how to craft the perfect press release for your startup.


Ready for a DMZ hot take? Being able to articulate a startup win is just as important as the win itself. Reaching a significant milestone will be exponentially more impactful to your business if you share the success publicly. This is where press releases come in — a strategic symphony of words that transforms startup wins into news. 

For those new to the public relations world, a press release is an announcement made on behalf of your company about an achievement or new development. It serves as a tool to communicate the announcement to a wide range of stakeholders: customers, investors, partners and the media. Understanding how to craft a strong press release can be a cost-effective form of marketing, as it can lead to earned media, enhanced brand recognition and improved SEO. However, the media will not jump on every press release you write, and that’s expected! It’s important to note that not every startup update needs a press release.


Here are some examples of when you should write a press release:  

  • Partnership announcements
  • Funding announcements 
  • Product launches
  • Company award or accolade
  • Mergers and acquisitions
  • Company rebrand

Now that we’ve established the need behind a press release let’s dive into how you can craft your own. 

Define your public relations goals. 

Before you start writing any announcement, define what your broader public relations goals are. While the ultimate goal is to bring attention to your company, you need to specify what you hope to achieve long term. For more support on mapping out your strategy and where you can start as a founder, head to DMZ’s top 4 insider tricks for public relations success

Keep it formal and to the point.

Press releases embody professionalism, so use formal language and factual details. Remember to use plain language and avoid unnecessary fluff. Unlike a blog or social media, press releases are not based on personal opinions and don’t fully leverage your brand voice. Explore the differences in tone and formality for the same DMZ announcement across mediums. 

Utilize the 5W’s.

Use the 5W’s as a guide to ensure a well-structured opening paragraph. This includes the who, what, where, when, and why to provide relevant information and avoid straying off-topic. Readers should be able to identify what your press release is about in the first few sentences. Check out the opening paragraph of a recent DMZ press release

  • On Monday, June 26, Toronto Metropolitan University’s DMZ hosted the highly anticipated Insiders Event at the incubator’s headquarters in downtown Toronto. The exclusive showcase featured a handpicked selection of innovative startups from DMZ’s portfolio, giving attendees the opportunity to hear how they are transforming their respective industries.”

Include quotations.

Including quotations dramatically enhances the impact of an announcement. They can add a human element by sharing an individual’s perspective. A strong quote should highlight why your news is relevant now; think of it as a soundbite media could lead with. Aim to include at least one quote from your team and one from an external organization. See below for an example of a quote included in this DMZ press release

  • “Given Japan’s longstanding reputation as a pioneer in global innovation, it is an honour that JETRO has selected DMZ as its Canadian partner for the Global Acceleration Hub,” said Abdullah Snobar, Executive Director, DMZ, and CEO, DMZ Ventures. “This collaboration is a testament to both countries’ vision to foster business growth beyond borders, and we’re eager to unlock business expansion opportunities for Japanese startups visiting Toronto this month.

Include a boilerplate.

A boilerplate is a short, standardized paragraph at the end of a press release that provides high-level background on your company. Pro-tip: Keep a standardized boilerplate for your team in your shared drive for easy access. DMZ’s boilerplate is at the bottom of every announcement and follows the same format. 

  • DMZ is a world-leading startup incubator based at Toronto Metropolitan University that equips the next generation of tech entrepreneurs with the tools needed to build, launch, and scale highly impactful startups. By providing connections to customers, coaching, capital, and a community, DMZ’s customized approach helps innovators reach the next milestone in their entrepreneurial journey – whatever that might be. Through its award-winning programming, DMZ has helped more than 800 startups raise $2.5 billion in capital and create 5,000+ jobs. Headquartered in Toronto, Canada with globally-accessible programming, DMZ has a widely-recognized international presence with offices in Vietnam, India, and the U.S., and partnerships across North America, Latin America, Africa and Asia.

Conclude with a call to action.

Wrap up your press release with a compelling call to action. Consider its purpose: whether you want readers to explore your website, sign up for a mailing list or connect with your team. Here are a few examples of calls to action from past DMZ press releases. 

Startup examples.

Let’s bridge theory and practice by looking at tangible DMZ startup examples and how they leveraged press releases.

Announcing a raise:

Announcing an acquisition: 

Announcing an award:

Looking for more support in marketing and public relations? Subscribe to our TechTalk newsletter and stay informed about the newest startup resources here.

Public relations 101: Our top 4 tips for success

The DMZ’s top 4 insider tricks for startup public relations success


Public relations (also known as PR) is a vital component for growth in any startup. PR helps you define your company’s narrative for the world by putting a spotlight on what your business provides as well as your success stories. 

For startups, good PR can drive brand awareness, put your name out in front of potential investors and partners, and help you become an industry leader.

Crafting a successful public relations strategy does not happen overnight. Laying the groundwork for a successful PR campaign takes time and love, which is why the DMZ is here to provide you with 4 of our go-to tips for PR success!

 

A startup founder working on PR

 

Ensure your brand and online assets are up to par

Before engaging with the media, ensure your startup is ready to show the best version of itself. That starts with an optimized website that effectively communicates who you are and what it is that you do. It is also important that your company’s social media features engaging content that is appropriate for your target audiences. 

Ask yourself, “Do I have a professional and clean website?” “Do my readers walk away with content that is worth the time they spent reading it?” Crafting a narrative for your brand at an early stage will elevate your media outreach efforts in the future.

public relations newspaper


Maintain a pulse on your industry

Media monitoring is an important part of managing how you, your competitors and/or your industry is being portrayed in the media. Google Alerts is a great free resource to scan the media for recent news and updates in your specific industry. This is one way to easily stay on top of conversations or advancements taking place in your field

Pro Tip: Add your company’s name, key updates you want to follow, and a few relevant competitors, to your Google Alerts.

If you’re setting up alerts for a health tech company, you can include relevant keywords. For example, try using ‘virtual health + Canada’, ‘e-health + Canada’, ‘digital health + launch + Canada’ , ‘competitor 1’, ‘competitor 2’  to keep an eye on industry updates and competitor milestones.

Twitter is also a great channel to monitor since most journalists are very active on Twitter. Not only do journalists amplify their own content, but they are connected to the topics and community that they cover. Take your media list one step further by following your target journalists on Twitter to monitor their content.

Make your media announcements meaningful

Have a story you want to share with the media? This is where media pitching comes in. A media pitch is an attempt to get a journalist or media outlet interested in your announcement so that they decide to cover it. Media outreach is traditionally done via email, but nowadays you can reach out to journalists via social media as well.

Ensure your announcement is newsworthy. Ask yourself these questions before you even begin to think about pitching to the media:

  • What makes my news actually newsworthy? How does it stand out from what competitors are putting out there?
  • Is my news presented in an exciting way that people will get people interested?
  • What’s a timely or enticing narrative you can tie into your announcement to elevate its attractiveness?

A startup team brainstorming PR

Be purposeful about crafting your media pitch

When it comes to media pitching, try to pitch journalists with a background in your sector. In the industry, this is called pitching to journalists with relevant ‘beats’. 

Avoid spraying your announcement to all journalists from major outlets. It’s important for you to take the time to research journalists who are writing about your beat and provide them with new perspectives or advancements in the space.  

Further, avoid attaching additional documents — unless absolutely necessary —within your pitch email. The less the journalist has to click through, the better. 

Never underestimate the power of your networks; remember to leverage them when amplifying an announcement. Provide your partners with the tools and assets they need to amplify the announcement, like social media sample posts, key messages, graphics, etc.

woman working on PR strategy
Final considerations

When looking at public relations as a strategy for your startup, ask yourself, “What is my goal in gaining PR?” Is PR a vital component of your growth because it can lead to more customers in your funnel, or are you viewing media exposure as a vanity metric? 

Oftentimes, founders look at media coverage as a silver bullet for non-related issues they may face:

  • An article in a major publication will help us acquire investment 
  • Having more “As seen on” logos on our website will help us close deals 
  • My competitors are featured in the news, so I should be too 

This is not PR as a core strategy, but the need for PR driven by fear: fear of not getting investment, losing deals, or dragging behind your competition. This is often why most startups’ PR efforts fail because it is not viewed as a means to an end, but the end goal itself. 

Understand that if you are looking at PR as a strategic objective, you are committing to focusing on it just as you would if you were to begin fundraising, hiring, or growth. Part-time focus will give your startup part-time results.

 

Looking for more PR or marketing support? Check out our programs for more insights into the support we provide our founders.

4 ways you can take your website copy from good to great

DMZ guest blog by: Karina Barker, DMZ EiR


As one of the DMZ’s tactical EiRs, I get the incredible job of working with founders to help them amp up their copywriting. Not only do I offer strategic advice around brand positioning, voice, content, etc., I also get to roll up my sleeves and
do the writing alongside the founders.

Over my time in this capacity, I’ve noticed several common questions emerge as startups work to articulate their value proposition. While their vision might be clear in their minds, crafting website copy that has customers sitting up and taking action can be more of a challenge.

With more than 16 years under my belt as a copywriter and communications specialist, I’ve written for every kind of organization, from government, to startups, to Fortune 500 companies. I’ve seen firsthand how small mistakes can limit your copy’s impact—and how some simple tweaks can make all the difference. Seriously!

Here are 4 tips you can use to take your website from good to great:

 

1. Nail your homepage headline and sub-headline

According to the Nielsen-Norman Group, users leave websites on average after about 10-20 seconds. That means you’ve got less than 10 seconds to make your value proposition clear and convince visitors to stay. 

Your homepage headline and sub-headline are the first things visitors will see when they land on your page. That means these are your best shot to convince a visitor to stay (and hopefully convert). 

One of the most common mistakes I see companies make is focusing their website on them

A common format you’ll see is: We offer [this service] by doing [this thing]. Or, similarly: At [company], we help [this type of person] do [this thing].

But the goal of your website isn’t to share information about you. The goal of your website is to attract and convert customers. And that means you need to turn the spotlight on your customer —and talk about them.

Take a look at this homepage headline from Wealthsimple. 


Image: Wealthsimple

They don’t say “We help you do money right.” 

Instead the headline is direct and it implies “I’m going to do money right (with Wealthsimple’s help).” That subtle shift makes the reader see themselves in the headline.

The subheading then goes on to clearly articulate the actual “thing” that Wealthsimple offers (“powerful financial tools”) and the action-packed benefits that the customer can expect to derive (“grow and manage your money”).

While Wealthsimple makes it look easy, this kind of copy can take time and work (not to mention testing). If you don’t know where to start, a great first step is “voice of customer” research. Interview your customers, survey your product testers, read your online for views and search for the words your target audience uses to talk about benefits. This gives you a foundation to begin crafting and testing your headlines.

 

2. Don’t underestimate the power of social proof

Social proof is a powerful form of persuasion. When you include social proof in your webcopy, you tap into one of humanity’s deepest desires: to belong. 

We all put a lot of value on what we see people we trust doing and supporting. When we’re trying to decide between all the different options out there, we look to see what other people are doing. In fact, 91% of consumers read reviews before making a purchasing decision.  

If you’ve ever wondered why brands are willing to pay influencers big bucks for endorsements, this is it.

Here are some ideas for how to include social proof for businesses, even if you’re just getting started:

  • List any awards or prizes that your business has received
  • Share press/media/interviews covering your company
  • Run a social media campaign (and offer incentives) to encourage users to rate or review your product 
  • Request reviews or testimonials from existing customers
  • Create case studies based on real-life clients—or if you haven’t worked with any clients yet, craft use case studies that use a character that customers will identify with. (Note: always be clear if a study is based on a hypothetical rather than real world client.)
  • Share logos of high-profile clients that you’ve worked with
  • Share the number of users you’ve reached or clients you’ve served

Certain types of social proof will be worth more to certain audiences. Think about what can do to move the needle the most, and work towards collecting and presenting that type of social proof.

 

3. Keep your calls-to-action consistent

A call-to-action (CTA) is the moment when all of the work you’ve put into the rest of your copy gets put to the test. The CTA is where you encourage visitors to take your desired action. 

In order to craft a successful CTA you need to: 

  • Know what you want a visitor to do. Sign up for a free trial? Subscribe to your newsletter? Book a call with your sales team? 
  • Make it stand out. Pick the right spot, colour, visuals to draw visitor’s eyes to your CTA.
  • Be direct. CTAs are usually imperatives that begin with an action word. “Sign Up Now,” “Learn More,” “Start Your Free Trial.” Your CTA is not the place to get too wordy. 
  • Offer incentives. Make it easy for visitors to say yes by adding a line or two below your CTA: reassure visitors (e.g. cancel any time) or offer a desirable incentive (e.g. 10% of your first order)
  • Create urgency. Make visitors take action while they’re on your site. Use time words (e.g. sign up now, grab your instant download) to create a sense of urgency or signal time constraints (e.g. limited time offer)

But one of the most common mistakes I see is a lack of consistency in your CTA copy. If you want visitors to follow through, your CTA must be crystal clear–and repeated over and over. 

You can’t possibly miss Hubspot’s CTA. Not only is it in bright orange, it’s repeated word-for-word in their header and navigation bar. Even though their CTA is a little on the longer side, you know exactly what you’re supposed to do next (“Start free or get a demo”):


Image: Hubspot

In essence, when crafting your CTA, ask: What should the user do, and why? Your CTA should work in tandem with the rest of your webcopy to drive that message home. Inconsistent messaging (or multiple, competing CTAs in close proximity) can confuse your target audience or, worse, make them lose trust in your business. 


4. Boost interest with a unique brand voice

Once you’ve nailed the technical copywriting pieces, you can take your website (and your brand) to the next level by honing your brand voice. 

While it can seem daunting, developing your brand voice doesn’t have to be complicated. Here are some tips to get you started:

  • Reflect your audience. Go back to customer profiles and reflect on the voice used by your ideal clients. Is your target audience young and sassy or mature and sophisticated? 
  • Name three characteristics of your ideal brand voice. Authoritative? Trustworthy? Quirky? Cool? Passionate? Informative? Pick three attributes that capture the essence of your business. 
  • Define the dos and don’ts of your brand voice. Once you have your three characteristics, you can get more detailed on how this translates to your copy. For example, if you pick “trustworthy” as one of your attributes, your dos and don’ts may include: 
    • Do: use honesty, direct language, be transparent, share mistakes, follow-through
    • Don’t: push the hard sell, use jargon, over promise, trash talk competitors

As you grow, you can build out your brand voice into a document to share with anyone who is handling communications for your business. And remember, as you grow and change, your brand voice may develop too. 

If you need help with your copywriting, I’d love to chat! Learn more about how DMZ’s EiRs can support your business here

Secrets of a tech reporter: How to get your company media exposure

It’s no secret that entrepreneurs who can get their company mentioned in popular publications often benefit from the exposure. For journalists tasked with writing about the latest in tech, finding companies to feature can be hard. Especially for busy journalists like Jessica Galang.

Everyday entrepreneurs bombard the BetaKit news editor with emails about their new “revolutionary” products, company or partnerships. It’s all in a bid to get her to write about their company for her publication. That means she’s forced to sift through dozens of email pitches almost hourly. It can exhausting  since she’s  charged with staying up-to-date with Canada’s tech ecosystem and also writing about it.  

“I’m basically responsible for most of the [BetaKit] editorial planning, I look at what’s happening every day in the tech ecosystem and I sort of evaluate what’s priority and what’s not priority,” she explains. “Pretty much my job is to keep on top of the Canadian ecosystem and to decide what news we’re going to cover and how.”

In this one-on-one Galang shares what she looks for in a startup and how entrepreneurs can get journalists, like herself, to pay attention to them.

This interview has been edited for clarity.

Q: How do you evaluate what company or product is “newsworthy”?

 
Jessica Galang (JG): I mostly look at the sort of traction they’ve had so far. For example, I look at the number of customers they have, their target market or if they’ve reached a unique milestone. Sometimes even if they’ve partnered with a big enterprise that helps make them (or their product) stand out.

Q: What’s the best way to pitch a story?

 
JG: I think, email is usually the safest way, because journalists are expecting pitches in their inbox. For me, personally, DMs [direct messages through Twitter] are totally fine as well. I find my DMs are also less crowded, so I don’t mind and it’s easier to read through messages.

Q: What should entrepreneurs do before pitching a journalist?

 
JG: I think sometimes entrepreneurs make the mistake of just sending an email with a link to their website and saying ‘hey, we just launched this [and] hope that you cover us. Please follow up if you want more information.’

But I don’t have time to follow up with every single person to get more information about their company.

When pitching journalists entrepreneurs should be prepared. They should look at press releases as examples of what a pitch could possible look like. They should be prepared to explain why their product is valuable, what market they’re targeting. And, perhaps why their product is different from any other one that’s launched in that sector as well. They need to be able to answer why I would cover them versus a competitor. Why I would spend time writing an article about them now instead of six months from now.

Q: What are some helpful additions entrepreneurs can include in their pitches that will set them apart?

 
JG: Media kits are always helpful and having pictures if a startup is announcing something specific — like funding or a partnership — is great.

If it’s just a simple pitch then I suggest writing three paragraphs explaining what their news is about. If I like their story I can follow up later. The biggest thing is that they need to be explicit about what news or product they think I should be interested in.

Q: Should startups hire a PR agency to help generate some media buzz or just do it themselves?

 
JG: That’s a little tough to answer, especially if you’re an early stage startup hoping to get coverage. It can be tough for some to afford PR services. If they can’t there’s so many free resources out there that can help them do it on their own. You don’t need to hire PR, but it can help.

If you’re in an early stage startup I think just learning best practices can go a long way. I’ve worked with a lot of companies that don’t have in-house PR or a PR agency, but they know the BetaKit brand. They know what we cover and send us really targeted pitches that work.

Q: Is it bad etiquette to reach out to more than one reporter at the same time?

 
JG: I accept that sometimes [entrepreneurs] are going to reach out to other reporters. If it’s a huge announcement then I understand why they would reach out to other publications for embargos or big news. I think it’s key that you make sure you’re really transparent with everyone.

It’s my expectation that other publications are probably going to cover this news if it’s big. But when you’re shady and you pitch something to a journalist and you give them one time and then you give another journalist another time, that’s when it’s really bad.

I think it’s also bad etiquette when someone is pitching me, but they forget to change the name of the publication in the email. So, it would say ‘Hi Jessica, I think this would be a great pitch for the Financial Post’ and I’m left thinking, like, oh, thanks, that’s really nice do you even want us to cover your company.

Looking for more about how to get your startup media ready? Check out our previous post about public relation and communication with Erin Richards.

Is your startup prepared for a PR crisis?

The startup world is no stranger to scandal.

Silicon Valley is riddled with the remains of startups and companies forced to close their doors after falling prey to scandal. This year a series of well-known companies have landed in hot water for everything ranging from sexual harassment allegations to discrimination claims.

So, why does this keep happening in tech? The answer is fairly simple: Fast-growing businesses are more likely to prioritize product over crisis communication plans since the former provides immediate returns. It’s kinda hard to showcase the benefits of a communication crisis plan when there’s no crisis on hand.

Fortunately, there are some easy things startups can do to get ahead of any potential problems. Here are three easy steps early-stage companies can follow courtesy of Erin Richards, a former public relations officer for CBC and founder of communications firm Hype PR.

Setting Yourself Up For Success

For startups on a shoestring budget, time is a valuable resource that’s always in short supply. It’s easy to see why some would rather spend time networking instead of creating an in-depth framework for future issues that, technically, may never arrive.

As much as it might make sense to avoid all things PR related Richards believes it’s a bad idea. To combat any possible negative publicity entrepreneurs should invest in creating a strong brand before missteps occur in order to develop a trove of goodwill that can be leveraged to diffuse bad situations and grow the business.

“Most people don’t understand that public perception is a huge part of a brand narrative and story, and if those elements aren’t figured out, the media relations strategy is likely to fall flat.”

Creating long-lasting buzz isn’t an easy task, but entrepreneurs hoping to generate a positive public perception must focus their efforts on giving back to their community on a regular basis. This includes having team members volunteer to speak at conferences or community events to build good will. Local nonprofits and community organizations are always looking for guests to help teach and knowledgable experts are always in demand

Constantly Monitor Your Brand

Keeping tabs on how your brand grows and changes over time isn’t easy. It requires a lot of hard work, tons of follow-up and a keen eye that can easily differentiate between spam and important data, which is likely why most companies hire outside firms to perform this task.

Finding problems before they mushroom into bigger ones is an effective way to manage communication tragedies.

Companies need to be proactive and constantly be diligent. If they can’t afford to hire an outside team to monitor their brand they should make sure an individual is tasked with doing basic searches all the time.  Simply enlist someone on their team to monitor social media and online channels for news.

“They should have someone on the team allocated to the role of social and traditional media monitoring to ensure they are on top of any potential brand related issues that may arise,” Richards adds. “They could also look into having an independent consultant develop a PR plan and strategy that they could attempt to execute internally.”

Here are a few social media companies that startups can use to help find out if they’re being discussed online:

Twitter: Companies can use Twitter’s advanced search buttons to look for specific sentences, names and dates.

Facebook: It can be a little trickier for startups to find mentions of their brand on Facebook since many users take advantage of the social media company’s privacy settings.

Google: Getting alerts about when and if your company is mentioned online can be as simple as setting up a Google account. This platform doesn’t include social media platforms but does extend to blogs, news and websites.

Teach Your Team How to Interact With the Brand

For good or bad, founders are the de facto representative for their company. A startup can rise and fall based on the actions of a founding team member or staff. Teaching startup teams how to interact with customers online is vital, even when their “off the clock” or on their down time.

They need to remain professional at all times since now-a-days one embarrassing moment is merely a screengrab or email forward away from becoming PR nightmare.

“Once you become an entrepreneur, you become synonymous with your brand. Entrepreneurs should seek out mentors in the industry to help them network, grow and evolve and also look into how public figures they admire conduct themselves in public and in the media. Of course, there are also the obvious ones such as, watching the alcohol intake at professional events and avoiding weighing in publicly on potentially contentious issues.”