How do journalists get people's phone numbers?

Manage journalist contacts with a CRM

The basic function of CentralStationCRM is to map the relationship and communication with your customers as completely and clearly as possible. In the course of this, all contact details can of course be saved, but also notes, e-mails, reminders or comments.

Create person and media

Save all contact information about a person, in addition to the name and position, also phone number, address, etc. So you always have all contact information about a journalist and the corresponding medium at a glance.

In addition to the contact details, you have the option of creating additional individual fields that are relevant to you. When managing journalist contacts, for example, it could be interesting to have additional fields for the circulation of the medium, the frequency of publication or the editorial deadline.

Save information about the person

Check the journalist's social media profiles; these provide a starting point for your conversation.

In addition to the pure contact details and information on the medium, you should also store the journalist's key topics so that you only address him with really appropriate content. For this purpose there is the free text field “About the person”. In addition, links to the journalist's social media profiles can be entered. This makes sense in that you can, for example, briefly click into the profile on Facebook or Twitter before a call to see what topics the journalist is currently dealing with - this often gives you the opportunity to start your conversation.

Assign "tags" to categorize journalists

By assigning and assigning keywords, so-called “tags”, you can categorize journalists within CentralStationCRM. This will make your work easier if you are planning to approach specific journalists or are looking for contacts. You define the “tags” yourself, depending on which aspects of your press work are relevant. When categorizing journalists, for example, it makes sense to organize them according to target group: So create a “tag” for public media and one for specialist media. Of course, you can further subdivide the target groups: In the case of specialist media, for example, you can separate individual industries, and in the case of the public media, you can define whether they are aimed specifically at car enthusiasts or football enthusiasts. Other “tags” can determine the media type: Create “tags” for the daily press, print magazines, online media, TV and radio.

Our tip for agencies:

If you use CRM as an agency to do PR for several customers, it makes sense to create a “tag” for each customer. You can assign the individual journalists to one or more customers and thus always have an overview of the relevant journalists for a specific customer.

“Tags” assigned for the daily organization of public relations

"Tags" make it easier for you to organize your contacts.

Not only in the initial categorization of journalists but also in your daily press work, it makes sense to use “tags” in CRM. We recommend creating a “tag” for sending out each press release, which is assigned to all journalists who are to receive the press release. If you use newsletter software for sending or a combination of several “tags”, it is advisable to save the “tags” as a filter. In this way, you can easily export the relevant contact details and upload them to the newsletter provider. In addition, it can be traced at any time afterwards to whom something was sent. Further information on the combination of CRM system and newsletter software can be found here.

Document contact history with journalists

In order to successfully establish a relationship with a journalist, you should definitely document the contact history. After every phone call, you can easily write down the most important points of the conversation. E-mails are also stored in the CRM for the relevant person. Before a call, you can see the last phone calls, e-mails or notes at a glance and are therefore perfectly prepared

Tasks make everyday work easier

It is part of everyday work that you do not necessarily reach your contacts at the first attempt, regardless of whether they are journalists. In order not to forget who you should contact again and when, reminders can be created in CRM to remind you to call again on the corresponding day. Even if you plan to contact an editorial office again in a year or two, the CRM will remind you of this at the appropriate time.

Work in a team

CentralStationCRM is designed to be used in a team. In this way, the team members can understand each other which contacts the colleagues and employees have. This makes the collaboration more transparent, you prevent duplication of work and team members can easily step in if a colleague is not at their place. At the same time, you reduce time-consuming coordination through meetings, phone calls and emails. Use the time you have gained to maintain your contacts!

Our tip for agencies:

PR agencies know this: the customer wants to be informed about which contacts have been maintained with journalists. That costs a lot of time in reporting that you lack in the actual cultivation of relationships. If you set up access to your CRM system for your customers, they have full transparency at all times and can also leave notes themselves when they are talking to journalists.

Work from anywhere

CentralStationCRM is an online-based CRM that enables you to access your data anytime and anywhere. The only requirements are an internet-enabled device and a browser (e.g. Firefox, Chrome, Safari). This has the great advantage that you not only have access to your data in the office, but also in the home office or on the go on your smartphone. You can also manage your contact details on the go. This is particularly helpful at trade fairs or press events, as information on the journalist can be processed directly on site. Back in the office, this saves a lot of time in wrap-up around the event. By the way: All data is stored in Germany.

Import and export of journalist contacts

Existing data can easily be imported into CentralStationCRM using the import function, just as all or selected data can be exported at any time.

Our tip:

If you prefer to send your press release using a newsletter tool rather than from your e-mail account, we recommend our article on CRM and newsletters.

Would you like to read more on the subject? So far, the following articles have appeared in the series "PR for the self-employed and SMEs":

  1. Public relations for the self-employed and SMEs
  2. Basics for public relations
  3. The right media for your public relations
  4. PR for SMEs: You should address these journalists
  5. About dealing with journalists
  6. Manage journalist contacts with a CRM
  7. PR for SMEs: Find topics for press work
  8. PR texts: alternatives to press releases
  9. Write a press release
  10. Send press releases etc. to journalists
  11. Use blogs and podcasts for public relations
  12. Blogger Relations: How to properly address bloggers
  13. Do PR internally or find a suitable PR agency