When is the Best Time to Reach a Reporter?
Reaching out to reporters at the right time and in the right way is crucial for getting your news noticed. Reporters are busy professionals with tight deadlines and limited time, so understanding their schedules and preferences can significantly increase the chances of your story being picked up. Follow these basic rules to successfully engage with reporters and maximize your impact:
Choose the Right Day to Distribute Press Releases
Tuesdays are the most popular day to distribute press releases. This is because reporters have settled into the workweek but are not yet overwhelmed with end-of-week tasks. Sending your press release on a Tuesday can increase the likelihood that it will be seen and considered. However, it's also important to consider the specific habits of the reporters and outlets you're targeting, as some may have different preferences.
Optimal Timing for Pitching Local TV Stations
The best time to pitch local TV stations is between 8:00 AM and 10:00 AM. During this window, producers and assignment editors are planning their coverage for the day, making it an ideal time to get your story on their radar. Pitching too early might mean your message gets lost in the morning rush, while pitching too late could result in missing the day's news cycle.
Send News Releases and Pitches at Off-Hours
Stand out from the crowd by sending your news releases and pitches at off-hours—such as 8:07 AM instead of 8:00 AM. Many companies schedule their communications on the hour or half-hour, leading to a surge of emails at those times. By choosing a slightly unconventional time, you increase the chance that your email will be at the top of the reporter's inbox when they check their messages.
Time Your Pitch to Match Local Media Schedules
Align your pitching schedule with the local media you want to reach. If you're targeting reporters in different time zones, adjust your send times accordingly to ensure your pitch arrives during their working hours. Being mindful of their schedule demonstrates professionalism and increases the likelihood that your news will be noticed and considered.
Avoid Mass Distribution to Reporters
Never distribute a pitch to a mass list of reporters. Generic pitches sent to large groups are often ignored or deleted. Instead, personalize each message to the individual reporter. Address them by name and reference their previous work to show that you've done your homework. Tailored pitches are more likely to catch a reporter's attention and result in coverage.
Get Each Reporter and Media Outlet Name Right
Attention to detail matters. Ensure that you spell each reporter's name correctly and refer to the correct media outlet. Mistakes in names or affiliations can make your pitch seem unprofessional and reduce your credibility. Double-check your communications before sending them out to avoid these easily preventable errors.
Know What the Reporter Covers and Their Audience
Research is key to successful media relations. Understand what topics the reporter typically covers and who their audience is. Read their recent articles, follow them on social media, and familiarize yourself with their interests. This knowledge allows you to craft a pitch that is relevant and compelling to both the reporter and their readers or viewers.
Understand the Voice of the Media Outlet You're Pitching
Every media outlet has its own style, tone, and editorial focus. Knowing the voice of the outlet helps you tailor your message to fit their content. For example, a business journal may prefer formal language and data-driven stories, while a lifestyle blog might favor a more conversational tone and human-interest angles. Aligning your pitch with the outlet's style increases the chances of it being accepted.
Support Targeted Pitching with Broad Access
While personalized pitches are crucial, supporting your efforts with broad access provided by a newswire service like Business Wire can amplify your reach. Newswires distribute your press releases to a wide network of media outlets, journalists, and databases, increasing the visibility of your news. This combination of targeted pitching and broad distribution ensures you cover all bases to maximize impact.
Additional Tips for Successful Media Engagement
- Be Respectful of Deadlines: Avoid pitching stories close to a reporter's deadline. Early mornings or mid-afternoons are generally better times to reach out.
- Follow Up Appropriately: If you haven't heard back, a polite follow-up after a few days is acceptable. However, avoid being overly persistent, as this can be counterproductive.
- Provide Value: Offer exclusive information, expert interviews, or unique angles that add value to the reporter's work.
- Be Available: Make sure you're accessible for any follow-up questions or interviews. Provide multiple contact methods and respond promptly.
Successfully engaging with reporters requires a strategic approach that respects their time and meets their needs. By carefully timing your communications, personalizing your pitches, and understanding the interests of the reporters and outlets you're targeting, you can significantly increase the likelihood of your news being covered. Combine these efforts with the broad reach of a trusted newswire service to maximize your impact and ensure your story reaches the right audience.
