This post was originally published in October, 2013 and completely updated in May, 2020.
Press releases have radically transformed along with technology over the past decade.
In days gone by, PRs followed a traditional format, ignored social media, and left crafting a story up to the journalist who received it. These days, it’s just the opposite.
If you’re a new PR writer, or if you established your career more than 10 years ago, brushing up on these common press release mistakes will help you incite more action and gain more media traction.
Let’s deep-dive into how NOT to write a press release.
[bctt tweet=”Press release rookie? Brushing up on these common press release mistakes will help you incite more action and gain more media traction. Read all 15 here:” username=”ExpWriters”]
1. Write a Bland Headline
Journalists slog through hundreds of PRs daily. If your headline doesn’t sizzle, your press release may not be read.
Here’s an example of a boring press release headline:
While it’s direct and concise, the formal investor-facing tone waters down the hook.
And here’s an example of a headline that pops:
Adobe’s news appears as a blog. This allows for a shift toward a conversational tone, boosting the PR’s relevance.
If you’re new to writing for the web, consider using a scoring tool to measure potential engagement. My favorite headline analyzers are from AMI Institute and Co-Schedule.
2. Use the Same Headline And Lead for All Pitches, Regardless of Audience
Think sending everyone the same announcement press release will lead to the best results? Think again. For the wire, a generic PR will do. For your website, a reformatted version can appear on your blog.
However, don’t risk alienating your network of journalists by using the same copy for everyone.
Eileen Baumann, a leading PR writer on the Forbes Agency Council, recommends boosting your coverage by “taking the time to customize a headline and/or lead when sending to individual press contacts.”
3. Forget Your Audience – It’s All About You
While a PR may feel like it’s about you and your company, successful PRs focus on how their news is relevant to the target audience: journalists.
It’s bad enough when news orgs just run press releases.
This is a press release about a PR agency. It’s essentially an ad.
Before hitting the send button, make sure your PR is providing real value for your readers. Ask yourself: how is this news relevant to my audience? If your copy doesn’t answer that question, it’s time to edit.
Remember, the goal of any marketing endeavor is to drive action – not to pat yourself on the back.
Garmin demonstrates how to send a press release to announce an award and keep it relevant:
4. Rely Solely on Distribution Platforms
In the past, blasting the wire was sufficient. Websites like PR Web, PR Buzz, and PR Leap allow you to jump directly into journalist’s inboxes nationwide.
In 2020, the context has changed. Fewer journalists are wading through WAY more PRs. News outlets are web-focused, which means content optimized for social media, with video, images, and graphics are often published over traditional news articles.
For goliath brands, crafting traditional PRs and distributing to thousands of publications makes sense. For up-and-coming brands, it’s significantly more cost-efficient to invest in relationships with a select group of journalists.
Think of journalists as influencers rather than merely writers: add value by sending them a full media package, including product samples, images, videos, and pull quotes. Organize interviews, or reveal an industry viewpoint. The more you simplify covering your news, the more journalists will want to work with you.
5. Focus on Driving Traffic to Your Website
The game’s changed: PRs aren’t about driving traffic or SEO anymore. Modern PRs focus on promoting transparency, growing brand awareness, and audience engagement.
If the sole target of your PR is building backlinks, your announcement is likely not newsworthy enough. However, if used sparingly, dropping links in your PR can be a great way to boost your credibility and promote audience action.
6. Don’t Optimize Your Press Release Format
Publish your PRs as content marketing on your company blog, or reframe them for social media. Nintendo separates their advertorial, fan-centered “news items” from their investor-facing PRs.
Notice the different press release formats: the fan-facing PRs break the rules and use 2nd person. They’re sharable, and images are embedded.
The investor-platform takes a traditional approach to PRs. They use concise, direct headlines and 3rd person to emphasize the business focus of these PRs. This simple separation is an effective way to target two very different audiences.
7. Don’t Cross-Pollinate on Social Media
For every piece of news that goes out, at least 2-3 social media posts should follow.
Here’s a fun example press release from Sesame Workshop.
The 2 goals of this PR: announce their TV special and extension of the #CaringForEachOther initiative.
Here’s that same release after getting picked up by The New York Times.
NYT writer Melena Ryzik spins major details from the PR for a touching micro-story and adds a new link to the PBS YouTube channel, which was likely included in Sesame Workshop’s press kit.
Then Sesame Workshop turned to social media to promote their special.
Afterward, they followed up with fans on Twitter, fulfilling their second goal: engaging and caring for children.
This strategy can work for a variety of brands. The most important takeaway: read the room. If your news is getting lots of engagement, continue the ripple-effect with more content. Write a follow-up blog post, create a video, craft an image. Most importantly, stay on-message.
If your news isn’t gaining traction, don’t exhaust your audience. Instead, focus on other aspects of your brand’s social media strategy.
[bctt tweet=”Press release DON’Ts ♀️: 1) Write a bland headline, 2) Forget your audience, 3) Rely solely on distribution platforms, 4) Forget to optimize your PR format. Read 11 more here:” username=”ExpWriters”]
8. Send Press Releases for Every Little Thing
If it’s not relevant to your audience, it’s not news.
PRs should be part of your brand’s timeline. Send out too many, and you’ll cultivate a spammy image, lowering your credibility. Your readers don’t need (and won’t read) a separate PR for every micro-update. Save those for social media, your blog, or the updates section of your website.
Google uses a simple yet sleek solution: it separates PRs into relevant blog categories.
For a company that updates as often as Google, this avoids unnecessarily spamming tech journalists.
Regardless of your press release format, place your audience first. What are they looking for (and what will turn them away)?
9. Make It a Chore to Share
The goal of your PR is to spread the word. The wider your reach, the more successful you’ll be.
How do you optimize a press release for social media?
Start by crafting a 140/280-character tweetable headline. Suggest hashtags and Twitter-ready pull quotes. Don’t forget to include high-quality multimedia (images, video, GIFs) and provide several formats. Drop in links to your brand’s social media accounts and website to bring it full circle.
10. Don’t Follow a Press Release Template
Too much (or not enough) information is kryptonite for PRs. Successful PRs are concise and focused on the message. Leave the deep dive for other media.
The ideal press release length is:
1 page, 1.5 pages max
300-500 words (400 is the sweet spot)
Skimmable: Headline, subheader, and introduction answer the key 5W questions
Build your PR on a strong foundation with these templates for specific purposes:
Book Releases – Dave Chesson’s book press release template is ideal for PRs in the Kindle Direct Publishing sphere.
Music Release – For a free music press release template, try this foundation. Need inspiration? Check out the album release above for inspiration and a great example of how to stay fun, upbeat, and
Social Media News – Reach a follower milestone? West’s social media release template is a great base for your announcement.
For more guidance, press release examples, and a fill-in-the-blanks press release template, explore our Ultimate Guide to How to Write a Press Release.
11. Use the Wrong Voice
Are you using 2nd person in your press releases? This voice is well-suited to blogs and social media. PRs are a different story. At best, it reads like an advertisement (not news). At worst, it sounds like a cheesy commercial.
Use 3rd person for an AP Style news-voice to boost your authority and secure audience trust.
However, there’s always an exception.
This PR for Purina breaks the 2nd person rule to optimize for Twitter. Tread carefully with this strategy – it instantly shifts the tone toward advertisement.
[bctt tweet=”BIG press release mistake: Using 2nd person voice in your PRs. At best, it reads like an advertisement (not news). At worst, it sounds like a cheesy commercial. ” username=”ExpWriters”]
12. Set the Wrong Tone
Tone sets the mood. It’s your attitude toward your content, and how the reader receives that feeling. While PRs have transformed, some common misconceptions linger behind them.
Here are a few:
Conversational = Unprofessional – Excessively formal language is boring to read! Ensure you’ve got the facts straight and clarify the value of your news, but don’t be shy about letting your personality shine through.
Jargon = Smart – Remember your audience. Journalists – not industry professionals – are in charge of spreading your message. Instead of jargon they have to look up, provide authority quotes and stats and clearly outline why your news is relevant.
Generic Quotes = Acceptable – Instead of building authority and humanizing your brand, robotic quotes make it clear to your readers that you didn’t actually talk to an authority, robbing your quote of value.
13. Don’t Bother to Proofread
In the PR world, nothing burns your credibility faster than a failure to proofread. It’s easy to see why: even a simple typo can damage journalist and publication reputations as well as yours.
For example, consider receiving an email from a major brand with this as a subject:
Thankfully, these issues are easily solved with free Grammar checkers like Grammarly, readability checkers like the Hemingway tool, and Microsoft Word’s basic spellcheck. Combine this with a final human read-through to ensure your PR is read (and not posted on Twitter for a laugh).
The worst part of “let me send you a press release” is usually the press release is terrible and I still have to badger you to get answers to simple questions. pic.twitter.com/WwgUXKfEH9
Just like you, most reporters have more interesting things going on after 6 on a workday. They’re likely not checking their work emails on the weekend, either. This means that PR you rushed to get out is getting buried by hundreds of other emails (and it’s way less likely to be read).
To avoid this, distribute your press release on a Thursday. According to Prowly’s press release analysis, you can boost your open rate even more by emailing your press release between 10:00 AM and 2:00 PM.
15. Fail to Give a Clear Course of Action
Newsworthy PRs provide clear value and propose to solve a problem. For example, if your press release announces an event, then signing up for the event is the next step you want your readers to take.
If it’s not obvious how to take that next step, your PR is not accomplishing its goal. Simplify the leap from PR to website to social media accounts. In addition, make sure to provide accurate contact information for journalists to follow up.
Prefer to leave it to the pros? Our on-staff journalists create epic press releases for maximum reach.
Write a Professional Press Release Every Time
Whether you’re a rookie writing your first press release or a veteran brushing up your skills, you’re ready to hit the ground running. Put your new knowledge into practice and start crafting amazing press releases today. Happy writing!
Does your press release need a professional boost? Check out our Content Shop for journalist-written press releases.
The path from PR to published is crisscrossed by hurdles to overcome: crafting a story tailored to the publication, developing lasting relationships with journalists, supporting your news through social media, and more.
Before you click “send”, check your watch. The time and day you send your PR is critical to its success.
[bctt tweet=”When’s the best time to release a press release? Before you click ‘send’, check your watch. ⌚ The time and day you send your PR is critical to its success. @JuliaEMcCoy breaks it down here:” username=”ExpWriters”]
What’s the Best Day to Send a Press Release in 2020?
In a 2015 study of 100,000 press releases, Ragan suggests Tuesday, Wednesday, and Thursday are the best days to distribute a press release.
However, a 2020 analysis by Prowly found that PRs sent on Wednesdays were not opened as often, with an open rate of only 15%.
According to Prowly, Thursday is the best day to send a press release, when email open rates climb up to nearly 27%. The next best day is Tuesday, which averages a 19% open rate.
What average open rate should you be shooting for? Freshmail recommends an open rate benchmark of 18-30%. This number fluctuates by industry, as some niches receive more mail than others.
However, if your open rate is significantly lower, it’s time to brush up on how to pitch a press release via email, check your email etiquette, and most of all, reevaluate your timing.
Let’s look at press release standards of when NOT to send a press release.
Don’t Send a Press Release On Monday or Friday
Every morning, journalists have an average of 300 emails waiting for them. On Mondays, that number toes the line toward 1000. Short of wizardry, there’s simply no way for them to read everything. By issuing your press release on Monday, you risk it going unread.
How about Friday, when most of the week’s work is complete? Prowly’s study notes one of the worst days to send a press release is Friday, especially Friday evenings. Just like you, at the end of the day on Fridays, most journalists are wrapping up and getting ready for the weekend.
Don’t Send a Press Release on the Weekend
Journalists don’t open their work email on the weekend. If they do, it’s likely not to read your PR. At an open rate of barely 2%, it’s not worth it to send a press release on the weekend.
What’s the Best Time to Send a Press Release?
Roughly 33% of all PR emails are opened between 10:00 AM and 2:00 PM. However, it’s not as simple as sending your email in that time frame.
Many companies – especially those that use distribution services – schedule their PRs ahead of time. Whether for simplicity or due to technological limitations, the bulk of scheduled emails arrive on the hour or half-hour. This means your target journalist might be dealing with hundreds of new emails exactly at 10:00 AM or 10:30 AM.
By choosing a slightly different time, such as 10:23 AM, you’ll sidestep the competition and increase the chance that your PR is read.
Don’t Send Press Releases in the Early Morning
Even on Thursdays, open rates plummet between 6:00 and 10:00 AM. According to Cision, a leading press release distribution service, 9:00 AM is the most popular time to send press releases. Unfortunately, that popularity means much more competition for your PR.
In this case, the early bird does not catch the worm. Leave the wee hours for the rookies.
Don’t Send Press Releases At Night
The same logic applies to press releases sent at the end of the day, or late at night. If you’re heading home from work or sleeping, your journalist is likely doing the same. Unless it’s absolutely necessary, it’s best to avoid these low-open rate times.
Example exceptions include financial releases sent after the market closes to comply with regulation, and breaking news.
Be Aware of Your Target Journalist’s Time Zone
With a growing remote workforce, being aware of varying time zones is more important than ever.
Consider this example timing fail: it’s 11:23 AM CDT on a Thursday, so it should be an ideal time to send a press release. You proofread, add a press kit with multimedia, and hit send.
As the release jets off into the ether, you realize you’ve forgotten some key details. Your contact is located in Egypt, where it’s already past the end of the workday. What’s more, the local workweek starts on Sunday and ends on Thursday. Unfortunately, your PR has a very low chance of being read.
This fumble could have been avoided by doing a quick search for the time difference, holidays, and local customs using tools like Time Zone Converter or Time and Date. If you’re working across time zones and cultures, consider including this game-changing information in your media list.
[bctt tweet=”For best results, DON’T send a press release out in the early morning or at night. Instead, keep tabs on your target journalist’s time zone and send during the day. ☀” username=”ExpWriters”]
How Far in Advance Should You Send a Press Release?
The short answer is: it depends. First, consider the nature of your news and current events in your industry. For example, political press releases will gain the most traction before or after an election. Why? An election is major news, which will create tough competition for your PR.
Next, determine whether it would be more newsworthy now, or at a later date. Also, consider whether your news needs to remain confidential before a certain date.
If journalists must wait before publishing your news, use an embargo.
Here are a few examples of when to use an embargo:
Funding announcements
Mergers
Acquisitions
Partnership announcements
New Leadership
Not sure if you should release your news in advance? Let’s explore how far in advance to send a press release in specific situations.
Press Releases for Breaking News: To ensure your brand sets the narrative, follow up on the day of the event, or as soon as possible. Instead of an embargo, use “FOR IMMEDIATE RELEASE”.
Press Releases in Response to Ongoing News – A prime example: responses to the ongoing COVID19 crisis. If your PR contains essential information for public health, release it immediately. If it’s relevant but not immediately essential, follow the general guidelines for when to send a press release.
Press Releases for Events: Grand openings, conference spotlights, and industry trade show press releases should go out at least 3 weeks in advance.
Press Releases for Product Launches: For highly timely news, send these PRs at least 1-2 weeks in advance.
When to Send a Press Release During the Holidays: The Importance of Timely Press Releases
Whether it’s a three-day weekend or Christmas Eve, avoid sending PRs the day before holidays. These days fall under the same rule as Fridays. Journalists will have tons of emails coming in that day and will be less likely to open your PR.
Instead, send PRs at least 2 days before a holiday. In addition, reference your media list for local holiday customs. For example, Jewish holidays start at sunset, so PRs should be sent 3 days before the calendar holiday. If in doubt, respectfully ask your journalist if they are celebrating any holidays this month.
For holiday-related news, send it at least 3 weeks in advance to give your journalist adequate time to get it out for the holiday.
Should anything be sent on holidays?
Here’s the exception: breaking news. Be aware even this PR risks getting buried by the time your journalist returns to their inbox, so be sure to follow up with a direct message or phone call.
[bctt tweet=”When should you send out press releases around holidays? Short answer: It depends. First: ☝ Consider the nature of your news or event. Next: ✌ determine whether its newsworthy right now or later. Learn more:” username=”ExpWriters”]
Press Release Timeline: What to Do Before and After Release
Want your press release to find maximum traction? Follow this press release timeline.
Before You Hit Send
Proofreading is essential. Typos and broken links can quickly damage your brand’s credibility.
If your contact details are incomplete or missing, follow up becomes impossible. Add an impersonal press release format or flabby press release structure, and your publication chances will take a serious nosedive. To avoid this, follow a press release template.
After Publication
Using a syndication service? Hop on your dashboard and zero in on the major publications where the service distributed your press release.
Take hyperlinks from major news outlets where your PR was published.
Choose a different news source for each of your social media arms.
Write a tailored description for each link.
Post and repeat.
According to Neil Patel, the goal of following up with social media is not about boosting SEO, or even driving traffic back to the press release section of your website. Instead, it’s all about brand awareness, growing credibility, and community engagement.
Looking for peak engagement? Consult our journalist team to learn the most opportune time to issue your news.
When to Release Your Press Release
The reality is: context is everything. What’s killer timing one month may change during the holidays. What works in your country may need tweaking internationally. What makes a splash for product launches may require a new tactic for breaking news.
How can you boost your press release’s success, no matter the situation? Keep track of the time and date you send each press release, as well as which media outlets published it. Then, with each new PR, adjust one variable in that dataset to measure when is the best time for your particular type of news.
With these best practices in mind, your PRs will be making headlines in no time.
Ready to hit the headlines? Head over to our Content Shop.
This post was originally published in October, 2013 and completely updated in April, 2020.
Let’s face it.
Some press releases are anything but epic.
Flavorless headlines and dry, unemotional storytelling can fumble a potentially great PR. If you’re new to PR writing or looking to boost efficiency, templates are a dependable solution. However, relying too heavily on a standard copy will leave your PR sounding bland and cold.
So what’s the secret ingredient that makes your reader’s jaw drop? How exactly do you write a good press release?
Newsflash: there’s no secret. Like all great writing, it starts with hooking your audience.
[bctt tweet=”Like all great writing, a press release starts with hooking your audience. Get more tips AND a fill-in-the-blank press release template right here ☑: ” username=”ExpWriters”]
Who is a Press Release Written For?
A PR is your direct line to journalists, influencers, and news editors. They receive a deluge of emails every day, so they only read the best PRs. Unfortunately, if yours isn’t up to snuff, it’s likely not even opened.
Want to write PRs journalists can’t resist opening? Make sure your PR hits these three points:
It’s relevant. Your content is newsworthy and cutting-edge timely.
It’s straightforward. Your formatting is consistent, clear, and ready to print.
It’s juicy. Your story is engaging and gets people talking, which results in increased ROI.
Types of Press Release (And What a PR Can Do for Your Brand)
In this ultra-digital era, brands can tap into countless channels to announce innovations to the public. So, are press releases outmoded? No way! PRs are still one of the most budget-friendly ways to hit diverse brand targets and gain news coverage.
Check out these 5 examples of press releases from 2020 to see what your brand can do with a PR.
1. Shine a Spotlight on New Products and Services
Apple is constantly innovating, so to foster serious buzz for the iPad Pro they make sure to announce cutting-edge new features. It’s a stellar example of how to write a press release for a product. Here’s why: it’s social media-ready, with plenty of images and to-the-point details. Consider using this press release as a sample for your next product launch.
2. Highlight How Business Partnerships and Developments Connect to the Public
Google’s short and direct PR announcing a new business partnership is ready to be published as-is. By emphasizing fan experience, Google and MLB keep it hyper-relevant to the public.
3. Reveal Events
From conferences to concerts, 2020’s events are going virtual. Social Media Week is no exception – they created #SMWONE and used this PR to announce their agenda and speaker lineup. It’s a solid example of how to write a press release for an event, even the way we host events is changing.
In true SMW fashion, they keep it fun with emojis, hashtags, and plenty of ways to share.
4. Build Brand Awareness and Bolster Reputation
PRs help new brands cultivate a name for themselves. They’re also integral for pivoting from a social media snafu (it happens). For research-driven organizations, PRs can announce new studies to show authority on a subject.
Cisco’s summary of their Digital Readiness Index works on several levels: it displays social responsibility, demonstrates industry leadership, and provides an opportunity for backlinks.
5. Beware the Bandwagon
In the thick of the COVID19 crisis, this is one aspect of PRs we can’t ignore. Journalists’ inboxes are stuffed daily with brands eager to weigh in. Whether well-intentioned or opportunistic, this type of behavior isn’t new. However, it’s more concentrated than ever before, causing facepalms and frustration across Twitter.
It’s enough to make any company wary of sounding tone-deaf, but KFC gets it just right.
Partnered with non-profit Blessings in a Backpack, KFC’s PR focuses entirely on supporting food-insecure children. Here’s why it works: it’s 0% focused on selling.
Getting It Right the First Time: A Checklist for Beginners
Wondering what to include in your first press release? Use our sample press release template below to check you’ve covered all the key elements. It’s especially well-suited for traditional press release distribution services, such as PR Web.
Building your own media list? Check out our distribution guide for new press release formats for 2020.
Fill-in-the-Blank Press Release Template
[PRESS RELEASE]
[SUMMARIZE THE TOPIC OF THE PRESS RELEASE IN AN EYE-CATCHING HEADLINE]
[Provide Key Additional Details in the Subheader. If the Headline Reframes News to Amp Up Excitement, Here’s Where You Can Be More Direct]
[DATE AND LOCATION]
[This first introductory paragraph contains the most important information in the PR. It answers who, what, where, when, and why.]
[Give secondary details in the next paragraph, if necessary.]
[In the body copy, include authority quotes and stats. “If your organization has a chief spokesperson, remember to name them in full and give their job title,” said Jane Doe, CMO of XYZ Company.]
[Next is the boilerplate. It’s a precise about section that gives insight into your organization.]
[Include your press contact details last.]
### = Bold and centered, these three pound signs signify the end of your PR.
How to Format Your Press Release
Should you use Word or submit a PDF? A quick perusal of 3 press releases from major companies reveals that in 2020 PR writers:
1. Provide Several Formats
Chipotle’s PR keeps it professional by offering PDF and print format. For larger publications, RSS and email buttons make sharing easy.
2. Don’t Embed Images in the Document
Providing downloadable images makes your PR easier to copy-paste. By making them available in several formats, you’ll reach a wider array of journalists.
3. Write With Copy-Paste In Mind
Disney’s recent news is a great example of a good press release headline. Here’s why: it’s direct, relevant to the reader, and primed for Twitter.
Let’s dive in and explore the anatomy of amazing press releases.
Press Release Structure
Follow this roadmap to build a solid, professional press release from the ground up.
Step 1: Craft a Headline That Pops
Killer PR headlines are eye-catching, relevant, and to-the-point. Let’s explore three samples of press release headlines from 2020.
Netflix nails it with this release for Bert Kreischer’s new comedy special. It’s intriguing, edgy (which follows Kreisher’s brand), and primed for social media.
Lego’s headline uses wordplay to put a brand-specific spin on their product launch PR.
Adobe cleverly shifts the focus to celebrating a well-loved product while introducing new and revamped features as a “gift” to Photoshop fans.
Step 2: Lead With the Crucial Facts
In the age of clickbait and misleading articles, new writers risk picking up bad habits.
To avoid this, stick to the inverted pyramid. Not familiar with this journalism standby? This checklist will put you on the right track to writing a good press release.
Most Important Details – Answer who, what, where, when, and why.
Supporting Details – Carefully chose quotes and stats.
More Information – Adda boilerplate and contact information.
Take NASA’s recent press release as an example. They hit all 5 W questions without wasting any time:
Who: 12,000 applicants
What: Applied to become astronauts
Where: Every US state
Why: Selected astronauts will explore the moon and their research will be used for future human missions to Mars.
When: New astronaut candidates will be introduced in summer 2021.
Step 4: Show Your Authority With Stats and Quotes
Microsoft recently partnered with C3.ai and leading universities to create a consortium dedicated to AI research. This high-level, complicated endeavor is brought to the publicly relevant level through an emotionally-charged, authoritative quote. “I cannot imagine a more important use of AI,” C3.ai CEO Thomas M. Seibel says.
A rule of thumb when choosing quotations: use it to drive your story forward, and be sure to stay true to the voice of the quoted person.
Pampers uses stats as a driving force to announce their partnership with Shay Mitchell and Chrissy Teigen, who led an Instagram mom-chat. By pushing stats to the forefront, the personal anecdotes from both actresses are transformed into a positive response to Pampers’ initiative.
Step 5. Make It Easy for Readers to Follow Through
By now, your readers are hooked, excited, and eager to act. Want to hit your brand goals? You’ll need a call-to-action. Skipping it can mean reduced ROI, whether that means sales or engagement.
Take your CTA to the next level by adding direct action verbs, as Old Spice does here:
Their goal: announcing new products. Why it’s awesome: they bring back a beloved marketing campaign and release new products through storytelling. By giving readers a chance to Tweet their glee, the news stays upbeat and spreads organically.
For a more traditional CTA format, check out how McDonald’s uses curiosity to drive action.
Step 6. Keep it Concise
“Brevity is the soul of wit (and engagement),” Shakespeare wrote. OK, maybe we added “engagement”, but it’s still essential advice for writing effective PRs. Restrict yourself to 1-1.5 pages (about 400 words max). Remember, journalists often only read through your first paragraph and skim the rest.
The main takeaway: push toward your PR’s goal, then get out. Save the purple prose for Shakespeare.
Step 7: Use AP Style
Make it easy for the press to print your PR by writing it in AP Style. It’s standard at most news organizations, which means if your PR isn’t AP-ready, someone has to rewrite it before printing. Unfortunately, that can be enough for journalists to hit the “delete” button.
Not sure if your recipients use AP? Consider creating two versions. This will double as an A/B test, too.
[bctt tweet=”To be a real winner, your press release must be concise, properly formatted, authoritative, fact-driven, and more. Learn the essentials of press release structure via @JuliaEMcCoy ” username=”ExpWriters”]
Ready to take your press release from boring to brilliant, but not sure where to start? Check out our journalist-written press releases.
Write a Jaw-Dropping Press Release
It’s time to put your new skills to the test! You’ve got all the tools to start writing epic press releases that get results.
Prefer to leave it to the pros?Learn more about how our on-staff journalists craft all-star PRs by visiting our Content Shop.
Today on the Write Blog, we’re answering this question:
Why isn’t my content ranking?
For today’s topic, I’ve featured the original insights and stories of three experts in SEO, marketing, and web development.
Currently, the ROA on ads is as bad as .6x (average!), and ad accounts are being closed down or locked up. Organic SEO content rankings are of massive value to the smart marketer of today.
Featured in today’s blog is Jessica Campos, J.D., a local influencer here in Austin that I’ve mentored. She shared her tremendous success story with website content.
I also interviewed Jeremy Knauff of Spartan Media, and Jill Caren of 2DogsMedia on what they see that stops content from ranking.
This blog is full of PRACTICAL advice you won’t find really anywhere online. There’s even a FREE downloadable checklist.
We put so much time into this topic because I see this question in our sales chat and email more times than I can count:
…What to do if my content doesn’t rank?
You’ve already spent hours typing away at your keyboard. You’ve poured your heart and soul into your words. Or maybe you’ve even hired the perfect content team.
What’s more, you’ve recently updated your editorial calendar. You’ve done topic research. You know you’ve done everything right.
So, why isn’t your content ranking?
Why are you seeing your piece on page five of Google, with a 0% success rate?
If this is you, make sure to first give yourself a pat on the back. That’s it: congratulate yourself!
Because you’re already halfway to your goal: content that drives a ton of traffic and converts like crazy. You’ve done things right so far. And you’ve come to this blog, where I’ll show you what you’re still doing wrong.
What to Do if My Content Doesn’t Rank? 13 Issues that Prevent Content from Ranking (And How to Fix Them)
A Story of Google Ranking Success: A Content Agency Built on Awesome Content
1. Google’s Web Crawlers Are Confused about Duplicate Content
2. You’re Trying to Rank for the Wrong Keywords
3. You Don’t Give Visitors a Clear Site Map
4. You Don’t Use Links in Your Content
5. Your Content Doesn’t Have any Backlinks
6. Your Website Isn’t Mobile Friendly
7. You’re Competing against Huge Brands
8. You Skipped Registering on Google My Business
9. You’re not Promoting Your Content
10. Your Site Is Too Slow
11. Your Site Is Too New
12. You’re Not Beating the Crap Out of Your Competitors
13. You Didn’t Submit a Site Map AND Add Schema Markup
Why Isn’t My Website Ranking? Bonus Tips from Real-Life Web Developer & SEOs
Why Am I Not Ranking in Google? A 3x Case Study: How Jessica Campos at Marketing for Greatness Turned Her Rankings Around
How to Turn Things Around if Your Content Doesn’t Rank on Google
[bctt tweet=”You’re halfway to your goal: You’ve created great content primed to drive traffic and convert. So why aren’t you ranking yet?! Let @JuliaEMcCoy show you what you’re still doing wrong in this ultra-helpful guide. ” username=”ExpWriters”]
A Story of Google Ranking Success: A Content Agency Built on Awesome Content
In 2011, I started my content agency Express Writers.
I didn’t have a ton of capital, years of business experience, and I had little to ZERO knowledge on how to rank on Google.
In fact, my situation back then was desperate.
I was failing nursing school, and dropping out of college.
On top of that, I had no parental support. I grew up inside of a cult (yes — think Handmaid’s Tale-style).
I had no safety net, nowhere to go, no support system.
All I did have:
$75 in my pocket
A passion for writing
A determination to learn and grow
(If these are all you have right now, too, be inspired—that’s all you need to start.)
I started Express Writers from scratch. No thousand-dollar courses. No big names. No expensive tools.
Did we make it? You bet! J Fast forward nine years later, and we’ve earned over $4 million in sales.
In fact, Express Writers is growing every single year.
Exciting stat: traffic to our site literally doubled this year!
According to Google Analytics, we have over 106,000 unique site visitors per month.
Our domain authority score is at 54. We’ve worked hard to earn this benchmark. Sites with a score of 50 and above are considered high authority.
On Alexa, our site ranks 25,724 in global engagements. This is amazing, considering there are now 1,744,517,326 websites online today!
If we paid for the kind of traffic we get, we’d spend over $200,000 per month.
But the thing is, we don’t pay a single cent for the traffic we’re getting.
We don’t have a backlink campaign.
We’ve never participated in the trendy growth hacking strategies that explode and disappear every year.
So, how did we do it? How did we go from a tiny $75 startup to a successful agency worth over $4 million? How did we get from nothing to ranking for 18,600 keywords on Google?
The secret behind it all boils down to three words: consistent quality content.
Consistent content. This is a rule we stuck to from the very beginning. We committed to posting at least one piece of content every single week. If you want your site to take off, you’ll have to do the same.
Quality content. At the start, there were times when we clicked “publish” just to get a blog out there. But once we started incorporating quality (around 2016), our agency REALLY took off. Read the story of my content strategy framework.
A commitment at all times to value first, over selling. We don’t just “sell” to our customers. In fact, we don’t hire a single commission salesperson! Instead, we treat our inbound leads with respect, and have a simple core commitment inside of our team of No Client Left Behind. Internally, we match amazing customer service and high-quality deliverables to our exterior powerful presence of content marketing. This is critical. You cannot have great content, great marketing, without great client support and services.
[bctt tweet=”.@JuliaEMcCoy says: You cannot have great content, great marketing, without great client support and services. ♥” username=”ExpWriters”]
So, that’s it, folks. Content works to build a strong brand.
With AMAZING content published CONSISTENTLY over time, your success can be similar to ours.
Want great content, but find yourself too busy to produce it consistently? Our expert team at Express Writers can help you.
…But what if your AWESOME, consistent content isn’t ranking as well as it should?
Unfortunately, ranking well on Google isn’t only about top-notch content optimized with the right keywords.
If you’re producing the BEST content on the regular but still seeing no traction, something else might be off.
Here are 13 things that could be unintentionally keeping your Google rankings low. Want this as a guide to read for later? Download here.
1. Google’s Web Crawlers Are Confused about Duplicate Content
Scary fact: A whopping 29% of the web is duplicate content!
Let’s get this straight. Having duplicate content on the web doesn’t mean you intentionally copied content to manipulate your Google ranking.
It can happen because your site is available in both HTTPS and HTTP. Or maybe you’re confusing search engines with dynamic URL parameters.
Either way, duplicate content is bad for you.
Here’s why:
Imagine Google’s spiders setting out to crawl the web. When they do, they find four pages with the same or similar content.
Of course, Google won’t rank all four pages. It’ll rank only one version. And if you don’t inform Google which is the best option, it can rank the wrong one.
Add the “rel=canonical” element to the content you want Google to rank. When you set a web page as canonical, Google knows it’s the one you want to have ranked.
2. You’re Trying to Rank for the Wrong Keywords
Keywords help Google match content with questions asked on its search engine.
This means if you’re not clear on what questions your keywords are answering, you’ll never get close to page one of Google’s SERPs.
How to fix it: Do careful keyword research to find relevant long-tail, low-competition keywords with which to optimize your content.
3. You Don’t Give Visitors a Clear Site Map
You only have a few seconds to impress visitors who land on your website.
In these few seconds, a ton of things can happen. Your visitors might want to view your products but are unable to find the menu. Or they might come across confusing jargon and end up frustrated.
When this happens, they won’t stick around to try to figure out your site. They’ll quickly leave, making your bounce rate rise. The higher your bounce rate, the lower your chances of ranking well on Google.
How to fix it: Tell visitors what to do with a clear navigation menu. Also, show your brand’s USP (unique selling point) above the fold (the part of your website people see before scrolling down). Tell visitors who you are the instant they land on your site.
Create internal links to other pages on your own site. This shows Google which pages are important and helps it understand the structure of your site.
[bctt tweet=”You need to include links in your content to rank in Google. How? 2 ways: 1) Link to high-authority sites. 2) Create internal links to other pages on your site to help Google determine structure/hierarchy. ✅” username=”ExpWriters”]
5. Your Content Doesn’t Have Any Backlinks
No matter how amazing your content is, not having backlinks can seriously hurt your Google rankings.
This is due to how backlinks work:
Backlinks lead visitors to your site from other sources, increasing traffic.
Backlinks show Google an influencer liked your content enough to link to it.
That said, backlinks are harder to get than internal and external links.
How to get backlinks: You could say getting a backlink boils down to luck, but there are two things you can do to increase your chances of getting one or more.
Contact influencers in your niche. Send out a friendly email or tweet, asking an influencer to look at (and possible link to) your content.
Guest blog on an influencer’s site. When you write a guest post, you get a profile where you can include a link back to your site.
6. Your Website Isn’t Mobile Friendly
3.5 billion people across the world now own a smartphone.
In fact, mobile usage has gone up by 222% in the last seven years.
This means when your audience views your website, there’s a huge chance they’ll be using a mobile device instead of a desktop computer.
And if your site isn’t optimized for mobile usage, your visitors will be confused, frustrated, and even annoyed. They’ll bounce, and Google will notice.
Also, Google will rank your site lower specifically because it isn’t mobile-friendly.
How to fix it: First, find out if your website is mobile friendly by using the Mobile-Friendly Test. If your site is not mobile-friendly, fixing this is as simple as picking a WordPress theme that supports website usability on mobile.
7. You’re Competing against Huge Brands
This is where things get hard.
Imagine you’re selling shoes, and you’re up against brands like Nike, Adidas, and Vans.
When you search for keywords like “shoes” or “shoes for sale,” you get the high-authority websites of big brands, plus eCommerce stores like Amazon.
Does it mean you should change your business, or quit trying to succeed with content marketing?
Of course not.
How to fix it: For starters, you should start working 10x harder on your content strategy.
Make sure your content stands out from your competitors’ in a unique, compelling way.
Also, try to rank for long-tail keywords. So, instead of “shoes” you can use “where to find the best black leather shoes for men.”
[bctt tweet=”Competing against huge brands in the SERPs? Time to start targeting long-tail keywords. Think ‘where to find the best black leather shoes’ vs. ‘shoes’ ” username=”ExpWriters”]
Remember, Google’s main goal is to make it easy for users to find what they’re looking for. And if your competitor’s business is registered on Google My Business and yours isn’t, you’re missing the chance to beat them in the SERPs.
How to fix it: The good news is it’s easy to register on Google My Business. All you need to do is provide your business address, fill in information about your business, verify your account, and you’re ready!
9. You’re Not Promoting Your Content
Content marketing isn’t only about creation. It’s about promotion, too.
Here are two ways that work excellently in content promotion.
1. Content Promotion through Social Media
Today, there are 3.6 billion people on social media. When you share your blogs on Facebook or LinkedIn, you get increased traffic which alerts Google.
Also, Google uses special signals to determine whether your business is active and updated on social media. If it is, Google prioritizes it in its SERPs.
2. Content Promotion through Email
You don’t have to sell anything when you send emails to your subscribers.
All you have to do is give them a teaser so they’ll click on a link to your content. This will get you increased traffic and higher conversions (since people in your email list are already interested in your brand).
Here’s an example of a teaser email crafted to bring in tons of traffic.
Source: Email from smartblogger.com
10. Your Site Is Too Slow
How long can you expect a user to stay on your site before leaving?
Don’t expect to reach page one on Google’s SERPs if you’ve published your site one month ago.
As a rule of thumb, a site needs to gain “weight” and authority before Google ranks it.
How long should you wait?
Depending on how often you publish (and the quality of what you publish), you can expect to start ranking in 6-12 months.
[bctt tweet=”Is your content not ranking? Consider the newness of your site. Depending on how often you publish (and the quality of your content), expect to start ranking in 6-12 months. ” username=”ExpWriters”]
12. You’re Not Beating the Crap Out of Your Competitors
I get it. Your content is amazing.
You’re using all the right keywords.
You have an editorial calendar planned for the next year.
But there’s a problem.
Your audience isn’t impressed.
There’s a ton of reasons you’re not impressing them:
You’re too salesy.
You’re not solving their problems.
You’re targeting the wrong search intent.
OR it’s simply because your content is inferior to your competitors’.
How to fix it: Type your focus keyword on Google. Then, study the top 10 results. What makes them good? Bad? What’s missing? Then, create content to beat the crap out of all the 10.
[bctt tweet=”#factsfam – If your content isn’t beating the crap out of Google’s top 10 for your keyword, you won’t rank. ❌ Time to level-up that inferior content. Check what else is bringing you down via @JuliaEMcCoy” username=”ExpWriters”]
13. You Didn’t Submit a Site Map and Add Schema Markup
Did you forget about this? UH OH! This has been known to completely stop sites from ranking at all. Anytime I launch a new site, this is what we do to boost immediate rankings from all the mega-content I put on my sites. 😉
Good news—it’s an easy fix. Schema markup (or structured data) is the language search engines speak. It’s the code that allows Google to understand what your content is about.
When you use schema markups, rich snippets are also displayed under your website’s link.
The great news is you don’t need to be a tech expert to submit a site map and add schema markup to your website. There are excellent WordPress plugins that do it for you.
The Yoast plugin creates site maps for sections of your site. All you have to do is submit the index link of your sitemap.
Too busy to write your own outstanding content to beat your competition? Get expert help here.
Why Isn’t My Website Ranking? Bonus Tips from Real-Life Web Developers & SEOs
To give our readers a truly epic guide (such is the Write Blog standard!) we decided to field for a few web design experts and ask them to write original quotes for us. Here’s what several web design and development practitioners with years of expertise at building sites that rank had to say. Thank you to all of our awesome participants!
“A lot of issues come from search engines simply not understanding what your content is about.
This could be due to how it’s structured, which is often a relatively easy fix, or it could be due to bigger underlying problems in how a web page is coded, making it difficult or even impossible for search engines to properly render the page.
Content structure can be fixed by paying attention to details like your title tags, bread crumbs, subheads (h1-h6), alt attributes, and other factors that serve as hints to help search engines to better understand a page in context.
It’s important to point out that none of these things will be a silver bullet that skyrockets you to the number one position in the SERPs. Instead, they will each play a cumulative role in improving your performance.
The bigger, underlying problems in how a web page is coded can be more difficult to identify and fix. I see this a lot in cases with amateur developers, page builder tools, and outdated plugins.
Fixing issues here can be difficult because it often requires substantial changes to the underlying codebase, which is time-consuming and costly.
Here are my recommended top five ways to identify if this may be your issue:
Check Google Search Console for errors.
Test rendering for key pages in Google Search Console.
Validate the HTML of key pages.
Test pages in various browsers and on various devices.
Check the load speed of key pages.
If you find yourself in a position where your ranking is negatively impacted by your website’s coding, it’s important to invest the time in finding a developer who really knows what they’re doing instead of someone who is only going to put a band-aid on the problem that you’ll still have to deal with later.”
[bctt tweet=”@jeremyknauff says, ‘A lot of issues come from search engines not understanding what your content’s about. How it’s structured or coded can make it impossible for search engines to even render your page.’ More #SEO blunders here ” username=”ExpWriters”]
“There could be so many reasons for your website not to rank, and most often we find it is a simple technical issue with your website.
Below are some of the most common issues we find when doing technical audits for clients to try and find why ranking is such an issue.
If you are on WordPress make sure your Search Engine Visibility box in your reading settings area is unchecked! We are amazed how many times we have seen this left checked after a site launch.
If you have migrated your website from one platform or another – or did a redevelopment of your website – make sure you are doing a 301 redirect if your page URL structure has changed.
Make sure your robots.txt file is not causing issues! A simple wildcard being used incorrectly could block items from being indexed that you do not want to block.
Make sure your website is integrated with Google Search Console so you can check for errors, suggestions and keep an eye on issues with your sitemap.
If specific pages are not getting any traffic or not visible in search, double check you have not marked that page as “noindex” which is essentially telling the search engines to not index the page.
If all of the above are in good shape, then it is time to visit your content and keyword strategy!”
[bctt tweet=”@2dogsmedia says, ‘Make sure your robots.txt file isn’t causing issues! You could be unknowingly blocking content right now if there is a small error inside.’ More on #SEO blunders that stop rankings from happening ” username=”ExpWriters”]
Why Am I Not Ranking in Google? 3x ROI Case Study: How Jessica Campos at Marketing for Greatness Turned Her Rankings Around
Jessica Campos is a local networking and social media influencer here in Austin, Texas, an attorney-turned-marketer, and the mastermind behind her own firm, Marketing for Greatness.
I had the honor of meeting her at one of her networking happy hours when I happened to come across her group of almost 5,000 entrepreneurs that she started from nothing — Austin Networking for Professionals and Entrepreneurs — late one Wednesday evening in December of 2018. I was searching for a way to make my word for the upcoming 2019 year, “EPIC,” feel more real. I’d decided to put myself out there, and was looking for a local entrepreneurial group to join that would both challenge me and help me grow.
I joined Jessica’s group five minutes after discovering it, and found myself at her networking event the very next night.
Jessica’s group turned out to be just what I needed. Jessica was the first person who got me to speak on the mic (!), and invited me to speak at two more events that she hosted shortly after we met. She saw something in me, and being the timid, self-doubting introvert I was back then, I was honored and blown away that she showed me so much kindness. (She is featured in my book, Woman Rising, and has been a huge catalyst in my personal journey of shattering my shells. I have also met some amazing mentees, friends, and mentors through her!)
In return, I was able to show Jessica some of my ‘ropes’ in content creation and content marketing, and she immediately put them into practice and 3x’ed her online presence and website results, going from 20-24 organic users total to over 700/day. Talk about epic rankings in Google! Jessica is a walking case study of the results of content in search, because she’s that rare breed known as a “doer.” That’s why I asked her to tell her story on our Write Blog today. You’ll enjoy hearing from her. Ready?
Jessica:
Let me start with my “before.”
I still remember when Julia and I met back on April 26, 2019 to discuss our very first, one-day collaborative conference on social media marketing. She spoke on content marketing and I revealed the trends on social media.
As she was practicing her talk, I became aware of what content marketing meant, for all practical purposes. Until that day, I was convinced that a website was just a feature a business needs, just to place a name, and that was IT.
My digital marketing strategies that I used, prior to understanding content marketing and SEO (the real way) —
I focused on having a strong social media presence, thinking that it was THE way to build a brand. Especially for entrepreneurs building a personal brand.
I built a Facebook Group for local business owners.
I used events marketing to build my brand.
I hosted weekly shows, challenges on Facebook, and countless Facebook lives and videos.
I chased tactics to “gain more followers.”
I blogged consistently. Even had SEO plugins. But I had NO content marketing strategy or content marketing PLAN.
I ran Facebook Ads.
I had a pretty website with a very fancy template and I didn’t realize that those fancy objects had broken codes because nobody told me that we needed to update codes from purchased templates. I didn’t have a full-time developer.
… I worked SO hard to stay in touch with my audience.
And … when Julia and I met… this is what we saw:
On April 16 we ran a 12-month report to see the results of all my digital marketing activities. The results were shocking. 24 users? WHAT? WHY? What was happening to all my amazing blogs? Julia’s team had been writing our blogs, so those 24 users were because of them.
I cried (even when she didn’t see my tears), but then I started questioning. I was so frustrated. Then I went from frustration to anxiety, because the entire content marketing system that she explained felt like an eternity for me.
That’s when the famous GIF text thread came in our inboxes. I told her, “I will be dead before my website gets me leads.”
Oh, in case you’re wondering about keywords… let’s not even talk about that. I had NONE for obvious reasons. I had no keyword tracking system.
So…. that is my PAINFUL before.
Luckily, after the tsunami, comes a rainbow!
12 months later… We have seen up to 723 users in ONE DAY!
How did I go from dead zone to profit zone? Well, I simply followed Julia’s recipe!
Hired a web developer that found the errors in my template. We didn’t go with a full website development, as my goal was to boost my content marketing. Julia suggested this approach, since I needed to focus on building my content first. This was about $1,300.
Implemented the content writing engine suggested by Julia so I could generate content faster and efficiently. For this, I hired writers and editors from Express Writers to craft amazing pieces of content and took the expert content and authority content in-house.
Who thought that the woman who said “English is my second language, I will never be able to write those pretty words” is now a content educator for Social Media Examiner?
My digital marketing strategies today:
Content strategy goes first. Nothing happens if we don’t check in with our content strategy.
Since I found the way to attract users, I then became obsessed with conversions. Conversions, in 2020, is all about omnichannel and UX. So, I got certified in UX for marketers and I use these principles in our content marketing.
We shifted from social media marketing to Google marketing and use as many Google products as we can!
We built an in-house SEO team that works on the invisible and boring components of SEO optimization. Mostly on-page SEO. But this only goes once we are sure that our content is nothing but THE BEST.
Julia taught me the value of producing amazing content and the practical meaning of it.
My rules for content writing:
I write for my users, and then for Google.
I dig deep for opportunities to educate, not to rank.
Google has featured my articles — I have a few crowns, yay! When this happens, I know it’s an opportunity I need to leverage and that’s when more content writing is needed!
Having Express Writers as a partner is a crucial component, since they GET me! I know they won’t write just anything.
Not every content writer is a content marketer.
Not every content marketer is a content strategist.
And for sure, not every content strategist is a Google hacker!
Well done, Jessica.
[bctt tweet=”@jessicamcampos says: ‘Not every content writer is a content marketer. Not every content marketer is a content strategist. And not every content strategist is a Google hacker!’ We agree More on #SEO no-nos via @JuliaEMcCoy” username=”ExpWriters”]
[bctt tweet=”@jessicamcampos says: ‘@JuliaEMcCoy taught me the value of producing amazing content and the practical meaning of it. We went from 24 users to 700/day — MASSIVE improvement — from her strategies.’ More on the power of good #SEO:” username=”ExpWriters”]
How to Turn Things Around if Your Content Doesn’t Rank on Google
It’s super discouraging to spend hours writing amazing content just to find it on the 5th or even 10th page of Google’s SERPs.
It’s even more frustrating when you have no idea why this is happening.
But don’t worry. You can turn things around.
And you don’t need either luck or magic to start improving your ranking.
All you need is a simple checklist that’ll get you started working on your site immediately.
Want to improve your content’s ranking today? Download this checklist and get to work right away.
School closures impact the education of 87% of the world’s student population.
In the business sector, there has been a sudden increase in the number of employees who work from home.
Yes, these facts are heavy-hitting. Chances are, you’ve been affected by the coronavirus crisis and are struggling to make sense of what’s going on.
Maybe your boss has ordered you to work from home.
What’s more, your kids’ school is closed and the young ones are around 24/7. They’re feeling grumpy, bored, and even act out more just from being stuck at home around the clock.
Ever felt this one? Suddenly you find yourself in the middle of the kitchen with a pile of dirty dishes to wash. The toddler is crying, and your teen is sulking in his room. It’s mid-afternoon, but you haven’t finished even a third of the work your boss assigned you.
What do you do?
Can you survive this lifestyle until lockdown ends?
What if things don’t get better soon, but worse?
If this sounds like you, take a deep breath. That’s it. In and out.
Then, start moving forward. In this blog, I’ll show you how to juggle working from home and taking care of the kids.
I’ll share the secrets I use to run five brands on a completely remote basis (for now, I’ve put two brands completely on hold to find margin and juggle it all with homeschooling now added to my to-do list).
You’ll find out:
How to be more productive than you ever were at the office
How to create the perfect workspace
What to do with the kids when you need to work
And more!
I’ve also gathered input from my team of expert writers, content strategists, and QA personnel who work entirely from home. Their suggestions and tips are gold because like all freelancers (except the superhuman ones who work passionately from dawn till dusk) they too once struggled with productivity.
So, are you ready to start turning things around?
Let’s begin!
What’s in this post:
The Top 10 Tips You Need to Work From Home without Going Insane
1. Remind Yourself it’s not the Weekend
2. Throw Your PJs in the Laundry Basket
3. Feel Free to Stretch and Look out the Window
4. Find Your Biological Prime Time
5. Send the Kids Away
6. Set Boundaries
7. Surround Yourself with Comfort and Beauty
8. Invest in Quality Tools
9. Keep Your Social Life Alive
10. Take Care of Yourself
Three Tips on How Businesses Can Help Their Teams Work from Home
1. Set Your Team Up with the Right Tools
2. Keep Communicating
3. Provide Training
Working from Home: Is it Possible to Do it without Going Insane?
[bctt tweet=”These are trying times for everyone. Lockdown measures now affect 1/3 of humanity. If you’re forced to work from home… now what? These 10 tips are here for you via the #WFH veterans at Express Writers ♥” username=”ExpWriters”]
The Top 10 Tips You Need to Work Productively at Home without Going Insane
Unless you were homeschooled (I was! My life in a cult growing up meant I was homeschooled every day until 12th grade), you started following a structured lifestyle from the age of three.
Playgroup. Kindergarten. Elementary school. High school. College. Work.
Get up in the morning. Have breakfast. Go to school/work. Get home. Dinner. Homework/assignments from the boss. Watch TV. Sleep.
Yes, you groaned and complained about it (good-humoredly, of course). But the fact is human beings crave routine. It makes us feel secure. It helps us avoid the “unknown.” It satisfies us because it forces us to get things done.
So, what happens when our routine is suddenly removed? When we have to let go of our structured lives and face day after day of fluid time we don’t know what to do with?
Chaos.
But it doesn’t have to be that way. Read on to find out 10 secrets expert WFH’ers use to put their own structure on life.
1. Remind Yourself it’s Not the Weekend
Feeling tempted not to set your alarm for Monday morning? After all, you don’t have to arrive at the office at 9am sharp.
Just do it. Just set that alarm.
“Working from home – luxurious or tedious? The answer – BOTH,” says Cassie, our team QA and content writer at Express Writers. “For someone who has never worked from home before, it can seem like a great time. However, it takes a lot of time, commitment and perseverance to get into a routine that works. Routine is the key word, because, without it, it’s easy to get overwhelmed with everything on your list of things to-do. Start by building a schedule that fits your work and family’s needs. Then STICK TO IT! No matter what.”
[bctt tweet=”Working from home – luxurious or tedious? The answer – BOTH. – Cassie, QA and content writer for EW. Read more tips and lessons from our 100% remote staff , now on the Write Blog.” username=”ExpWriters”]
The key is to get structured.
Wake up at the same time each morning.
Make breakfast a special time for your family.
Set a specific schedule.
Don’t limit yourself to writing a To-Do list. Set a time for each item on the list.
Plan activities for the kids in advance. I love Khan Academy Kids and Education.com as resources for great activities that also educate.
Go to bed on time.
“Plan your day ahead, because you won’t have as much time available as you think,” says Lorien, our team’s client success agent based in South Africa. “Try to set a schedule for yourself during your ‘working hours’ so that you remain productive. If you spend a lot of time behind your computer, take regular breaks and get fresh air! And get up early still, because that will help you stay in a routine of sorts, and you’ll get more done if you get going as early as possible.”
Of course, leave Saturday and Sunday free to lounge as much as possible with a bag of Annie’s drool-worthy organic cheddar cheesy corn puffs (JK, I meant carrot sticks ).
2. Throw Your PJs in the Laundry Basket
What could be more luxurious than working in bed wearing your favorite silk PJs? Not a ton of things.
But if you want to be productive, you must dress the part.
For the last 20, 30, or 40 years, your body associated getting dressed with going to work or school. So, when you throw those PJs into the laundry and step into attractive work clothes, you’ll feel energetic and ready for the day.
Based on my personal experience, I’m not nearly as productive when I’m not dressed to go out. In fact, I even spend time doing my hair! Photo proof:
Taking selfies with my books during quarantine.
“Get dressed and act as though you are going to work,” says Korilynn VanDyke, our content manager based in Utah. “While it is tempting to stay in your PJs or put on comfy sweats, getting dressed helps jolt your brain back into ‘work mode.’ That doesn’t mean you need to sit there in skinny jeans or a full out suit. I get dressed into my yoga clothes, but by at least getting out of the clothes from overnight and getting ready for the day, it wakes my brain up so I’m ready to get to work.”
[bctt tweet=”#WFH tip from EW’s content manager based in Utah, Korilynn ✅: Get dressed and act as though you’re going to work. It’s tempting to stay in PJs or comfy sweats, but getting dressed jolts your brain into work mode.” username=”ExpWriters”]
3. Stop Often, Stretch, and Look out the Window (Use a Timer for Work Sprints)
Breaks are critical for keeping your sanity.
And even if you don’t go insane, you’ll end up less productive the longer you sit staring at your computer.
So, don’t forget to get up and stretch. Go eat an apple. Check up on the kids. Play with your fur baby.
I like to work in sprints. One thing that works excellently to guide those sprints are setting a productivity timer. Set your timer to 30 minutes. Once you press “start” throw 100% of your energy into your work.
When the timer reaches 30, stop what you’re doing even if you’re in the middle of a sentence. Go stretch for 5-10 minutes before sitting down and setting your timer for another 30 minutes.
This will keep your brain fresh, active, and creative.
Your biological prime time is the time of the day when your energy levels are highest and you’re super productive.
Of course, everyone has a different biological prime time. There are early risers, night owls, and those who work best in the afternoons.
“I cannot get any creative work done after 3 pm,” says Nikki, team expert writer based in the Philippines. “For me, the best time to work is between 9 am and 2 pm. But it’s different for everyone. The key is to find your personal prime time. Cut down on coffee and sweets, then take note of the hours you’re most energetic and productive. In a week, you’ll notice a pattern emerge. I actually know someone whose creative juices peak at 3 am!”
Once you’ve found your biological prime time, build a routine around it. Then stick to it no matter what!
5. Send the Kids Away (Kidding, Fluctuate Your Schedule to Be With Them)
Just kidding!
But seriously, if you have kids, working at home becomes 10x harder.
I know this because I have my own quirky 5-year-old daughter around the house. She’s curious, spontaneous, and sweet – the biggest distractions are those we love!
If you’re struggling to get work done with the kids around, here are three handy tips to get you started:
Plan activities for the kids. I’ll often have Jaina doing something fun or watching a movie while I’m working.
Make a deal with your spouse. Create a schedule that works great for both of you. At home, I have dedicated “working hours” in which my husband plays with Jaina while I focus on my to-do list.
Make use of technology. Like a ton of parents, you’ve definitely had that argument with your kids about screen time. But at a time like this, technology is your friend. So, if the kids are feeling lousy and grumpy, why not plop them down in front of the TV with a tray of healthy snacks and their favorite Netflix cartoons—and don’t feel an ounce of shame about it. Goal: survive during lockdown. ✅
[bctt tweet=”Don’t feel shame about plopping the kids down in front of the TV during the day while you #workfromhome. The goal is to *survive* during lockdown. You’re doing your best ♥” username=”ExpWriters”]
6. Set Boundaries
Working from home is tough on your relationships.
For example, your relationship with your spouse can become strained if you’re with each other 24/7. I’ve been there!
But things get easier once you set boundaries. Remind your family you must work (10x a day, if necessary!). Set an “off limits” rule once you enter your work zone. Then, do the same for them.
Once you set a schedule with boundaries for everyone, your home life will flow as smoothly as a well-oiled machine.
7. Surround Yourself with Comfort and Beauty
“You now have the freedom to pick your work desk location – yay!” says Danielle, our team content specialist based in France. “Decide on the best work spot for you that gives you comfort and privacy, if possible. Try moving your desk next to a window so you can easily look away from the screen when you need to think or when your eyes need some rest. If you’re going to do a lot of video conferences, pick a good spot where you can easily set the background with some books, plants, and art pieces. Also, remember to keep your area clutter-free. Have the necessary or handy items like office files, sticky notes, and your planner within arm’s reach.”
Create a workspace you’re excited to enter.
Also, create a workspace that’s comfortable. For me, comfort boils down to these amazing products.
Disclosure: The links below are affiliate links. If you buy from them, I’ll get a percentage of the price with no extra charge to you. Don’t worry, though. I never recommend anything I don’t love.
Don’t want to get a flabby core with sitting down all day? Tone up with Gaiam’s yoga balance ball chair! I alternate between using this one and my ergonomics office chair.
I love this desk because the manual adjustment feature allows me to work either standing up or sitting down.
My stand-up desk is currently all the way up in this picture. Setting: A very rainy Texas day.
Remember, the secret to achieving flow is to switch things up. You don’t always have to work in your office (I certainly don’t).
In fact, we have four workspaces in our house. There’s one in the corner of the kitchen, one in the corner of our king suite bedroom, my dedicated office, and our (converted) guest bedroom that is now a media room.
You don’t need a huge house to accomplish this. Simply set up little nooks as “workspaces” throughout the house and switch things up when your energy levels and creativity drop.
[bctt tweet=”@JuliaEMcCoy has a few essential #workfromhome tools: her ergonomic desk chair, @Gaiam balance ball chair (she switches between the two), ergonomic keyboard ⌨, and stand-up desk . Grab the links + more #WFH tips ” username=”ExpWriters”]
8. Invest in Quality Tools
“You need tools that make working exciting,” says Dara, QA and content specialist at Express Writers. “Trust me, you do need incentives, especially if you’re a freelancer. For me, tools and measures I took were getting a fancy keyboard, multi-monitor setup, an ergonomic chair, a playlist of electronic music in the background, and a standing table to stretch my back when tired of sitting.”
So, make it a point to get on a Zoom call with your colleagues. If you don’t have to check in with people you work with, spend time on social media or chat apps with friends.
“Working from home is wonderful, but it can also be quite challenging – especially if you’ve recently just transitioned from a social environment,” says Kira, our content strategist based in Wisconsin. “Remember to take time for yourself when needed and keep contact with your social circles. It can really help! Also, use all the available channels for chatting with any coworkers you might have as that helps create a sense of teamwork even when remote.”
10. Take Care of Yourself
This tip is #10, but it’s actually the best place to start. I’ve saved it for last because I want it to be the #1 thing you get out of this.
A. Eat Right
I can’t stress this enough.
Don’t eat junk food. When you feed your body with sugar, GMOs, processed foods, and a ton of grease, you’ll end up feeling sluggish and exhausted.
Of course, you can’t transition into a full-time vegan overnight. But cutting out sweets and unhealthy snacks and adding in fruits and greens to your diet will greatly transform your energy levels.
B. Drink, Drink, and Drink!
I mean water, of course.
If you want to keep track of the amount of water you drink per day, try the motivational water bottle I use.
3 Tips on How Businesses Can Help Their Teams Work from Home
If you’re the business owner and your team is feeling jumpy and confused about working from home, follow these three steps.
1. Set Your Team Up with the Right Tools
You’ll need to capitalize on daily communication with your team. So, aside from your usual cloud-based tools, set your employees up with quality task management, employee feedback, and communication tools. We love Slack as a day-to-day messaging tool.
2. Allow Your Team to Be Autonomous
Jason Friedman of Basecamp said it best: Have your people be a “manager of one.”
Guess who they’re managing?
…That’s right. Themselves.
It’s an excellent idea to give employees the trust and allowance to set their own schedules. Base performance on their productivity, not on how many hours they spent on their computers.
However, schedule regular team meetings. This will keep everyone on the same page and give motivation to those who are feeling the effects of isolation.
3. Check-In With Your Team
This doesn’t have to be in real time. We have an #offtopic thread in Slack where I check in every few days for updates on our worldwide remote team. “How is COVID-19 affecting you right now?” We keep the conversation going, and we check in consistently with each other. It builds that sense of rapport, and, let’s face it—we’re all human.
[bctt tweet=”3 tips on how businesses with teams can #workfromhome – 1) Get your team the right tools like @slack or @mondaydotcom 2) Let your team be autonomous 3) Check in with them often (off-topic chats in Slack encouraged) ” username=”ExpWriters”]
Working from Home: Is it Possible to Do it without Going Insane?
Even before COVID-19, a ton of people started moving towards working from home. And after the crisis ends (because it will, since this too shall pass), it’s predicted that there will be a major and permanent shift towards home-based work.
So, why not start today and learn how to be productive and successful while working from home?
