5w Pr Planning

„ 5 W” in P ractice Planning of the Public Relations Dr. Tam á s Bar á t Fibraco Ltd, Hungary

„ 5 W” in P ractice - Planning of the PR T he definition s of the P ublic R elations The technology of the PR - starts with research, ends with research, and the process in between (planning, counseling, evaluation) W hat, W here, W ho(m), Ho w , Ho w much? Strategical plans – Philosophy - Mission Statements – Aims, Goals – Conception – Ideology Tactical plans - The slices of the pr-cake - Campaigns – Action, Executive plan (to do), - Timing, and Costs Planning methods - previous year base d planning - Zero base planning system Case study Summary

„ 5 W” in practice - Planning of the PR A classical definition: "If a young man meets a girl and tells her, what an admirable fellow he is, that's advertising . If instead he tells her how nice she's looking, it's publicity. But if the girl picks him, because she heard from others, that he's a fine man, then it is public relations."

„ 5 W” in practice - Planning of the PR Public relations is the conscious organisation of communication. PR is a management function. The task of PR is: To achieve mutual understanding and to establish a beneficial relationship, between the organisation and its publics and environment, through two-way communication. CERP

„ 5 W” in practice - Planning of the PR Reputation management The scale of the reputation : Negative 0 point Positive Bad reputation Optimal Situation totally rejected, partly rejected, unaccepted, known, well-known, acknowledged, appreciated, honoured Known, well-known, (Not obscurity) Recognized Accepted Appreciated Honored Reputable

„ 5 W” in practice - Planning of the PR Information Understanding Trust Support Reputation management

„ 5 W” in practice - Planning of the PR PR task is to realise the following principals: Speak with your environment, about * What are you doing, * What you did, * What will you do? Tell your environment your aims and targets. Involve them into the decision making process, and your activity through providing the information.

„ 5 W” in practice - Planning of the PR Planning of the Public Relations

The technology of the PR „ 5 W” in practice - Planning of the PR 1. Research, E valuation 5. Approval of the plans 6. R ealization, Implementation, service 2. Strategy, p hilosophy, mission statement 3. Tactical planning 4. Counseling

„ 5 W” in practice - Planning of the PR The basic information for the PR-plan: The aims and goals of the organisation philosophy and the mission statement messages „ products” (services, activity and functions) markets target groups plans for the future pr-tools The organizat ion’s Public Relations plan

„ 5 W” in practice - Planning of the PR W hat, W here, W ho(m), Ho w , Ho w much?

„ 5 W” in practice - Planning of the PR WHAT? What is my aim? What is my message? WHERE? In what relations? WHO? Who is my target group(s)? HOW? What tools do I use? HOW MUCH? How much is the investment - of time, money and work – necessary to forward the message to the targeted group with least effort and highest effectiveness? Questions:

„ 5 W” in practice - Planning of the PR Public Relations Strategical plans

„ 5 W” in practice - Planning of the PR Aims and Goals Philosophy - Mission Statements Conception – Ideology Policy Principles of the communication The content of the strategical plan The organizat ion’s The corporate

„ 5 W” in practice - Planning of the PR Mission Statement Majority of companies need brief mission statement. Company’s goals and objectives Destination is determining the way of the communication of the company’s goals – where do you want your business to be. Business philosophy What is important to you in business? To whom will you market your products? Your target market? (State it briefly). Describe your industry. What changes do you foresee in your industry, short term and long term? How will your company be poised to take advantage of them? Practical tips for the plan

„ 5 W” in practice - Planning of the PR Public Relations Tactical plans

„ 5 W” in practice - Planning of the PR * Campaigns, * Action, * Executive, Application, Operational Plan (to do), * Timing, * Costs - Budget T he types of the t actical plans

„ 5 W” in practice - Planning of the PR Formulating the Messages Stipulating the i nternal and external target groups Determining the c ommunication’s tasks Putting in order the production of the tools Putting in order the application of the tools The main points of the tactical plan

„ 5 W” in practice - Planning of the PR The slices of the “PR cake” The tools of the PR

„ 5 W” in practice - Planning of the PR Public Relations Campaign - Action plans

„ 5 W” in practice - Planning of the PR Tools (the sequence of production ) Deadlines, Person(s) r esponsible for production Costs of the tools - Budgeting The content of the pr-campaign plan Application , Execution plan, ( To Do)

„ 5 W” in practice - Planning of the PR Aims and Goals, Situation Overview, Profile of Target Audience(s) Overview of the Marketplace – Environment Competitive Analysis Tasks, o bjectives , messages Tools Timeline Budget The most important parts of the campaign plan:

„ 5 W” in practice - Planning of the PR Application, Execution Plan, Timing JAN FEB MAR APR MAY JUN JUL AUG SEP OCT NOV DEC Website Starting Press Conference Cont. press releases TV/Radio talking Road show Second Press Conference Cont. Press releases Closing event

„ 5 W” in practice - Planning of the PR Public Relations Planning methods

„ 5 W” in practice - Planning of the PR Previous year base d planning system Zero base planning system Planning methods

„ 5 W” in practice - Planning of the PR Previous year base d planning Approach: BUDGET Generally no new conception Generally no new plan G enerally same previous year budget ( no increasing, or decreasing ) Planning methods Zero base planning system Approach: TASK, AIMS Every year: new conception Revised task for new plan Newly define d aims and goals Checking the tools, newly determined sequence of the tools Creation of the decision package Decision on the base of the possible efficiency

„ 5 W” in practice - Planning of the PR Planning Strategy: Aims, Goals, Conception Tactics: How? When? How much? The process of planning Analyses of the information Research Collecting of information What ? Where ? W ho (m)?

„ 5 W” in practice - Planning of the PR The briefing Assuming of the pr task The claims and the content of the Briefing: To submit the main and field information necessary to fulfill the task The aims and goals The philosophy and mission of the task-issuing organization Clear and sharp formulations of the task The message The target group The preferred and forbidden tools Planned investment amount (the order of magnitude of the budget) Required time of task The process of planning P reparation of the PR- plan

„ 5 W” in practice - Planning of the PR INTERNAL Employees, associates, workers, Determin ing Owners of the organization The process of planning P reparation of the PR- plan EXTERNAL: Business partners eg. Buyers, sellers, investors, shareholders, Decision-makers, Governmental officers, Member of the law-makers bodies, Trade-, art-, healthcare-, etc., Non-profit organizations Occasional interest groups, Local communities, Population or a stipulated group of it etc. The possible target groups : The main target groups of PR

„ 5 W” in practice - Planning of the PR Public Relations Events Planning

„ 5 W” in practice - Planning of the PR PR Evenets planning Checklist * * Some demo questions only Lectures ready Lectures to press Invited persons phone call Invitation to mail Mailing list Invitation to press Invitation text ready Accounting Moderator, Master of Ceremony Reception, protocol , seating Hostess service D ecoration Field, local work Catering order Place, techniques ordering Technical equipment needs Lecturers , Title of the lectures Aim Time Place Events name

„ 5 W” in practice - Planning of the PR Public Relations Case Studies

„ 5 W” in practice - Planning of the PR Foreign Trading Co. 5 m HUF too much – 11 m HUF enough Case stud ies 1. * 86 * 10 * * 9 * 8 * * 7 * * * 6 * * 5 * * * 4 * * * * 3 * * * * * 2 * * * * * * * * 1 product group 8. product group 7. product group 6. product group 5. product group 4. product group 3. product group 2. product group 1. Country

„ 5 W” in practice - Planning of the PR Foreign Trading Co. 5 m HUF too much – 11 m HUF enough Case stud ies 1. Planning and implementing the organization's efforts to influence or change public policy. Setting objectives, planning, budgeting, recruiting and training staff, Developing and managing the resources needed.

„ 5 W” in practice - Planning of the PR Pharmaceutical Company Case stud ies 2. Corporate Communication Plan Strategy (Aims, Goals, Corporate P hilosophy, Mission S tatement, The target of the corporate communications) Tactics ( Environment, Messages, target groups, t he tasks of the communications.) Execution plan (PR-Tools, t he sequence of the pr oduction of the tools ) Application plan (Campaign, Action, Timing) Budget (Costs by tools, cost by internal and external communications)

„ 5 W” in practice - Planning of the PR Insurance Company Case stud ies 3. Public Relations Campaign Plan Chapters: Market situation and environment overview Competitive and Corporate SWOT Analysis Corporate Aims and Goals Target Group(s) Tasks Messages Tools Timeline Budget

„ 5 W” in practice - Planning of the PR Insurance Company Case stud ies 3. Product, Price, Place, Promotion, The way of thinking: Consumer Value, Cost, Convenience, Communication

„ 5 W” in practice - Planning of the PR Insurance Company The business environment Customers Economy, Politics, Society EU Enlargement and Accession € Euro coming The Society more sensitive More critical in pricing and s ervicing, Greater expectation Free economy Increasing race More competitors Case stud ies 3. The basis of the plan

„ 5 W” in practice - Planning of the PR Insurance Company Case stud ies 3. The targets of the pr-plan: To develop the Corporate image and the company service reputation Internal aims: Corporate citizenship Should be rank to be employee of the Company The employees would be high-minded and proud for the company. (Good Company feeling) To develop the front person mentality. External aims: The Company brand name and image would be equal in the mind of the partners with the quality and reliability. The company name would signify the healthy life, the quietness and the peace.

„ 5 W” in practice - Planning of the PR Insurance Company Case stud ies 3. The targets of the pr-plan: To develop the Corporate image and the company service reputation Internal communications main actions: Employees competition, Company Day(s), Company Internal Education, Company Disco, Intranet, Internal information Posters, leaflets etc. External aims: Press relations activity, Partners meetings, Film, video presentations Rabbit Golf Competitions for the main partners Tennis sponsorship Art sponsorship (Opera, Fine arts) etc.

„ 5 W” in practice - Planning of the PR Need to understand The attitudes The values The aims and goals Summary

„ 5 W” in practice - Planning of the PR The public relations practitioner tasks: acts as a counselor to management, serve as a mediator, serve as a translator

„ 5 W” in practice - Planning of the PR Anticipating, Analyzing, Interpreting, Researching, Conducting, Evaluating on a continuing basis, by programs of action and communication. This can be achieved by a well informed, mutual public understanding. This management function is necessary to achieve the success of the organization's aims. M anagement function of the public relations:

„ 5 W” in practice - Planning of the PR Public relations helps our complex, pluralistic society to reach decisions and function more effectively by contributing to mutual understanding among groups and institutions. It serves to bring private and public policies into harmony.

„ 5 W” in practice - Planning of the PR Public Relations needs the democracy The democracy needs the Public Relations

5w Pr Planning

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