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Actionable plan for developing and maintaining a dynamic media contact database for SayPro.
Email: info@saypro.online Call/WhatsApp: + 27 84 313 7407
SayPro is a Global Solutions Provider working with Individuals, Governments, Corporate Businesses, Municipalities, International Institutions. SayPro works across various Industries, Sectors providing wide range of solutions.
Develop and Maintain a Dynamic Media Contact Database for SayPro
Objective:
Create and manage an organized, up-to-date database of media contacts that enables SayPro to efficiently share news, engage with journalists, and build lasting media relationships to amplify its mission.
Steps to Develop and Maintain the Database:
1. Define the Scope and Categories
- Identify relevant media types: newspapers, TV, radio, online news, blogs, social media influencers, and sector-specific journalists (youth, education, development).
- Segment contacts by region, media type, and beat (topic focus) for targeted outreach.
2. Gather Contact Information
- Collect essential details:
- Full Name
- Media Outlet
- Position/Role
- Email Address (preferably direct work email)
- Phone Number
- Social Media Handles
- Preferred Contact Method and Best Time to Reach
- Notes on previous interactions and interests
3. Choose a Centralized Platform
- Use an accessible, cloud-based tool to store and manage the data, such as:
- Google Sheets or Excel (for simplicity and team collaboration)
- CRM software tailored for nonprofits (e.g., HubSpot, CiviCRM) for advanced tracking
4. Assign Ownership
- Appoint a dedicated Communications Officer or Media Relations Coordinator responsible for:
- Updating the database regularly
- Adding new contacts and removing outdated ones
- Tracking interactions and media coverage
5. Establish Update Protocols
- Conduct quarterly reviews to verify contact details and relevance.
- Monitor media changes (new journalists, outlet shifts) and add emerging influencers.
- Record all outreach and responses to inform personalized follow-ups.
6. Use and Leverage the Database Effectively
- Segment the database for specific campaigns or story angles to improve targeting.
- Personalize outreach based on journalist preferences and previous coverage.
- Track media engagement to measure effectiveness and adjust strategies.
Outcome:
A well-maintained media contact database will empower SayPro to conduct timely, relevant, and professional media outreach—boosting visibility and strengthening media relationships to support its youth empowerment mission.
- Neftaly Malatjie | CEO | SayPro
- Email: info@saypro.online
- Call: + 27 84 313 7407
- Website: www.saypro.online
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