Last updated on Aug 28, 2024

Your team is divided on press release details. How can you ensure everyone is on the same page?

When your team is divided over the details of a press release, it can feel like you're trying to navigate a ship through stormy seas. A press release is a critical tool in strategic communications, serving as an official statement issued to media outlets providing information on a particular matter. The key to success lies in ensuring that everyone is aligned with the message and the goals. Here's how you can steer the ship back to calm waters and get your team on the same page.

1 Align Objectives

Before diving into the specifics of a press release, it's crucial to align on the overarching objectives. Discuss what the press release aims to achieve—whether it's to announce a new product, share company news, or respond to an event. By establishing clear goals upfront, you provide a framework that guides the content and tone of the release. This common understanding prevents drifts in direction and ensures that everyone's contributions serve the same end.

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Yaroslav Verinchuk

PR for founders & startups
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In my experience, using a shared document platform like Google Docs has been a game-changer. It allows the team to edit and comment in real time, which helps avoid version confusion and keeps everyone aligned. During team discussions, focusing on one section at a time can clarify disagreements. Also, setting a brief meeting to review the final draft together ensures that all voices are heard and the message is consistent before the press release goes out

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Conor E. D.

Communication Director @Lokad, Instructor @Sciences Po
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Managing a large team can be tricky, and in my experience the best way to ensure everyone is on the same page during meetings is to screen-share.

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Yaroslav Verinchuk

PR for founders & startups
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In my experience, using a shared document platform like Google Docs has been a game-changer for team alignment. It allows real-time edits and comments, preventing version confusion. Use comment suggestions to maintain an edit history, which is helpful for new team members. Focus discussions on one section at a time to clarify disagreements, and keep the team updated within the document. However, avoid sharing access with those who need to approve the final version, like investors—they should see a clean draft. Finally, hold a quick meeting to review the final draft, ensuring all voices are heard and the message is consistent.

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2 Discuss Concerns

Open a dialogue to address individual concerns. Each team member may have unique insights or reservations about the press release details. Create a safe space where everyone feels comfortable sharing their thoughts. Through active listening and acknowledging different perspectives, you can identify areas of disagreement and work towards a solution that respects each viewpoint while maintaining the integrity of the message.

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3 Draft Collectively

Creating a draft collectively can be a transformative experience. Encourage each team member to contribute to the press release draft. This collaborative approach not only pools the collective expertise of your team but also fosters ownership of the final product. As team members see their input reflected in the draft, they're more likely to support the consensus.

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Blair Huddy

Strategic PR, Communications & Marketing for B2B companies that help people and the planet | LinkedIn Top Voice | AI Marketing Expert | Author | Founder of Hudson Davis, the agency for change.
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I love using a Google Doc to work together on a draft. It lets everyone work together at the same time and let's everyone else see changes, comments, and recommendations in real time. It also eliminates the hassle of sending word docs back and forth only to miss corrections or changes in one version or another.

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4 Review and Revise

Once a draft is in place, review and revise it together. This step is where the fine-tuning happens. Look for consistency in messaging, clarity in communication, and the overall impact of the press release. Encourage constructive feedback and be open to making changes that enhance the document. This iterative process is essential for crafting a press release that everyone can stand behind.

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5 Finalize Details

As you near completion, it's time to finalize the details. Pay attention to the accuracy of facts, the flow of information, and the alignment with strategic objectives. Ensure that all team members agree on these final details. This is also the time to assign roles for the dissemination of the press release, such as who will be the point of contact for media inquiries.

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6 Communicate Clearly

Clear communication is paramount throughout this entire process. Keep everyone informed about each stage of developing the press release—from drafting to distribution. Use tools like email updates or project management software to track progress and maintain transparency. Clear communication prevents misunderstandings and ensures that each team member is aware of their responsibilities and the release timeline.

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7 Here’s what else to consider

This is a space to share examples, stories, or insights that don’t fit into any of the previous sections. What else would you like to add?

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Your team is divided on press release details. How can you ensure everyone is on the same page?

1

2

3

4

5

6

7

1 Align Objectives

2 Discuss Concerns

3 Draft Collectively

4 Review and Revise

5 Finalize Details

6 Communicate Clearly

7 Here’s what else to consider

Strategic Communications

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Your team is divided on press release details. How can you ensure everyone is on the same page?

1

2

3

4

5

6

7

1 Align Objectives

2 Discuss Concerns

3 Draft Collectively

4 Review and Revise

5 Finalize Details

6 Communicate Clearly

7 Here’s what else to consider

Strategic Communications

Rate this article

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