I adore the first few weeks of January. That magical time when my blog traffic spikes with Googling visitors newly resolved to “get organized” in the new year. That makes me so happy. You know how I love talking to-do lists, productivity and Moleskine.  So, without further ado, here are my top tips to help you get and stay organized in 2012:

Keep one to-do list: you only have one brain, which frets over everything from that memo you need to write, to the dentist appointment you keep forgetting to make and the day care check you that OMG-YOU-MUST-MAIL-TODAY. Your brain doesn’t keep separate “work” and “personal” to-do lists, so why do you? Consolidate all of those calendars, post-its, napkins and lists into ONE. Then, prioritize the lot. This works; trust me. My to-do list of choice is Good To Do. That said, you may be like my husband and find a paper to-do list more productive. Whatever floats your boat. Just use ONE.

Clear your inbox(es): this one always gets me the crazy-eye. But I’m serious. Your inbox is not a filing cabinet; it is not a to-do list. Watch this video or read this book. Then, take a deep breath and start taking action, delegating, filing or deleting! This one is super-empowering, though it does take a while if your inbox has 5,500 emails in it. One great way to keep the clutter from returning is to unsubscribe from all that junk email you get each day; feels so good!

Write it down: you know how you wake up in the middle of the night, freaking out over something you forgot to do that day? Some email you forgot to send? The dog’s medication you forgot to give him? Keep a notebook beside your bed. When you wake up fretting, write it down. Then, go back to sleep. You can’t do anything about it at 3:35 a.m. anyway–without looking like a crazy person. I keep a notebook in my purse, too. And for a while, when I was really stressed with work and personal stuff, I kept a notebook by the shower! Hey, we do what we need to do. When you wake up/get back to your desk/dry off, you’ll then transfer those random thoughts and to-dos to your ONE LIST. See how this works!

Create a file system: you don’t have to go 100% David Allen with your files, but you do need a system for work and home. I use colored file folders and keep two cabinets: one in my office; one in my home closet. Every project and meaningful task gets a folder. This keeps my desk clear of clutter, while enabling me to hoard relevant notes, business cards plans, receipts, agendas, etc. When the project/task is done, the folder gets filed away.

Use an RSS reader: point all those blogs, news sites, job postings, friend’s baby pictures, critics’ Tweets, Google Alerts and time wasters to ONE PLACE. I use Google Reader. But there are many others out there. This way, my inbox is free of “alert” clutter and I don’t have to spend time surfing the Internet to get caught up on news, tech, gossip and flickr feeds. This technique may or may not work for you. Some folks find an RSS reader more trouble than it’s worth, but it works for me!

What organizational tools do you swear by? Share your suggestions in the comments!

Hello there, talented journalist!

I’m often approached by print and broadcast reporters and editors like you for tips on transitioning into a career in public relations. After years—even decades—of researching, reporting, investigating and doing your best to file balanced, accurate and timely stories, you’re contemplating making the move to the dark side.

Congrats! You’re really going to love it over here. That is, unless you take a job you have enough years, but not the experience for; assume you are still going to see your name in the paper; or negotiate a salary that does not take into account the overtime you’re about to give up. Yikes!

Never fear, I’m happy to help. Here are the pitfalls and pick-me-ups you’ll need to remember in order to rock out your new career:

Your decade of newsroom experience does not equal a decade of communications management experience.

Public relations isn’t rocket science, but it is a learned skill set. Just like “talking to reporters” everyday doesn’t make me a great journalist, “talking to PR people” doesn’t translate into mastery of project management, strategy and proposal memos, event planning, running a client’s budget, dealing with corporate bureaucracy and crafting and implementing a media relations campaign.

If you walk into a room of experienced PR folks and declare that although you’ve never done their job, you’re awesome at it, they will turn on you so fast it will make your head spin. And you need those flacks because you’ve never done this before…

Accept that you don’t know what you don’t know—then, seek out an employer who understands that.

Take a job at a public relations or public affairs firm that understands that although you come with a highly-valuable skill set, you must be trained in—and given time to learn—the actual craft of public relations.

I strongly encourage you to NOT make your first communications gig a “Communications Director” for a company, or any place that expects you to be a one-woman show. Read More…

If you want to advance in a PR firm, non-profit or bureaucracy, you must know how to craft a stellar strategy memo.

Showing your peers, clients and bosses that you can transfer your out-of-the-box, creative thinking into a practical, actionable strategic plan will set you apart from the rest. It also gives you a chance to think through your tactics while proactively addressing known obstacles and potential critics.

I love a good memo. So, it hurts my heart when I hear folks say “oh, I don’t do memos.” Well, friend, let me tell ya: I’m chalking up your memo-aversion to your lack of critical thinking and writing skills. I’m not impressed, and I’m not alone.

Thankfully, many of you are averse simply because you don’t know what makes for an effective memo. Well, I’m more than happy to help! Give these three memo-writing tips a twirl:

1. Think like a consultant: Strategic plans from young professionals often read like permission slips. There is just enough information to pique someone’s interest, but not too much excitement, for fear that it might scare folks away from signing off. On the other hand, a smart consultant’s memo conveys complete ownership and authority while inspiring the reader. This is because consultants want your money you to know they are the experts; that you can trust they know what they are talking about, even if it pushes you out of your comfort zone. If you can’t escape the feeling that taking charge–even on paper–is “not your place,” it might help to approach it like the consultants do! If someone reads your memo, would they want to “buy” what you are “selling?” This perspective always helps me create a more impressive document.
2. Address doubts head-on: Will the higher-ups question the return on investment, staffing capacity and/or relevance of your idea? Well, of course they will! That’s why you’re writing this memo. In addition to your goals, tactics and measurements of success, your document will need to tastefully acknowledge the reader’s skepticism. Folks have the right–and frankly, the responsibility–to question your proposal. Addressing their questions head on is a mature way to calm the nay-sayers, while showing you’re proactive and thoughtful. Read More…

I read a lot of resumes. For the most part, they attempt to detail the career path of smart, well-educated young professionals on the hunt for their next great challenge. Yet, most of these resumes scream mediocrity and naiveté. Maybe it’s because most folks learn how to craft a thoughtful resume in college; maybe it’s because they are trying so hard to be a team player.

Whatever the reason, Young and Talented People of Earth, please stop making these three resume mistakes:

1. Leading with your education and grade point average: Oh, I know this stings; you’ve worked so hard to earn that masters degree. But as much as you love your alma mater, your major/minor, GPA and campus activities offer an employer zero indication as to how qualified you are for an actual job. We want to see your real life work experience. If you’re leading with four paragraphs about education, we’re assuming it is because you don’t have much relevant employment to talk about. There are of course, exceptions to this rule: if you are a Ph.D. applying for a fabulously wonky research position at a well-respected think tank, you have our permission to lead with education. If not, you should move education down by “Special Skills” and “References Available Upon Request.”
2. Cutting and pasting your title and job description: I don’t know anyone whose day-to-day responsibilities mirror her job description. You do so much more; am I right? Why so many of you choose not to communicate your gig beyond your title is beyond me. It’s also the first sign of someone whose self-esteem is keeping them from achieving greatness in the workplace. Take the time to thoughtfully craft the description of your contributions, successes and skills. Read More…

One reason I’m always pushing folks to lunch with strangers, network and participate in relevant professional PR association events is that you really never know when a person you’ve met will call you and offer up your dream job. Unfortunately, when presented with this option, many of you will turn down the opportunity because you are scared that “changing jobs” after a year or two at your current gig will reflect poorly on your work ethic.

Really? You’re saying “no” to a communications gig custom-made for you because of what others may think? Are you sure you’re in the right profession?

Seriously! You are a PR professional. It’s your job to message this career move on paper, in pixels and in person, not just let it lie out there and hope folks see and value it for what it really is. If you’re moving up with each move, you have nothing to hide! And your future employer has the right to know how you roll; she may truly need a “lifer” and clearly, that ain’t you. It ain’t me either. For PR job-hoppers likes us, transparency and consistency of message are critical.

You can do this. I simply cannot rest thinking there are folks turning down career-advancing jobs out of fear/shame when in fact, job hopping may actually make you a better, more productive employee.

Here are three strategies to consider when messaging your (many) gigs and revamping your resume:

1. If you were recruited, say so. My favorite message/resume trick is to brag on the fact that you were recruited into the position. This aptly addresses the inevitable question “Why did you leave?” right off the bat. Plus, it’s human nature to want a person more when you know he/she is wanted by others.
   
2. Paint a picture of the ladder you’re climbing. We’ve been over this before: communicate beyond your title and job description. Really outline the increasingly impressive responsibilities, employees and deliverables you have been assigned with each new gig. The goal is to assure that the first-time reader of your resume can easily interpret this “Changing of the Jobs” as The Steady Rise of Your Career. {Insert trumpet call.}
3. Show confidence in your value and success. It’s important that you and your resume convey 100 percent confidence in your career history and path. If you are going to justify “job hopping,” you’ll not only need to  prove you are movin’ on up each time, you’ll also need to show you leave each employer (and/or client) better than you found it. Stop being so humble. Your resume (and talking points) must communicate that you will bring value to an employer–no matter how long you work in her office. Read More…

{Nashvillian, accredited PR pro and all-around rock star Mary Beth Ikard has received well-earned national props for her thoughtful and relevant management of the Nashville MPO Facebook page. In today’s guest post, she offers businesses, governments and non-profits five tips for managing–and engaging the public through–Facebook.}

I recently received some gratifying feedback from a national partner on the Facebook page I maintain as Flack for the Nashville Area Metropolitan Planning Organization (MPO).  Transparent stakeholder involvement is critical to our success, and social media is proving to be a straightforward way to connect with interested publics, near and far.  A few thoughts on my approach:

1.  Think broad.  Our in-house experts collaborate, and are affiliated with, entities with a national footprint.  Several speak at nationally-organized conferences and Webinars. Say a Floridian learns about our efforts at a conference, and seeks us out on Facebook.  Posting local is key, but I’ll be darned if that Floridian ever felt like Nashville’s page was a bunch of “inside baseball.”  In a global economy, why would we only seek to be relevant to our backyard when we’re Kind of a Big Deal?  It’s the Flack’s job to relate our good work to multiple audiences. I seek out and share content that’s germane to our major policy initiatives – still informing locals, but there’s some universality there as other U.S. metros move in a similar direction.

2.  Don’t bore me.  It’s social media: show some personality! Use conversational, unfussy, even humorous language. Brevity = eyeballs.  If I’m looking at your post from my smart phone, how likely am I to read a four-sentence intro to your link?  If your brief intro is compelling (PR pros should cultivate intuition on what is compelling), I’ll linger on your update in my News Feed, and perhaps click on the supporting link to learn more. Facebook is also NOT the forum to put bureaucracy on display.  If your posts are about upcoming public hearings, with nothing additional that’s quirky, newsy, or useful: “Unlike.” Read More…

It’s always fun to peruse my Google Analytics account and see what search terms bring you to FlackRabbit. Lately, quite a few folks have landed here after Googling variations of “how to be successful in PR.” Well, since you’re asking, I’ll offer up my top four PR pointers:

1. Choose strategy over reaction: don’t ever let someone–no matter how brilliant; no matter how much you fear them–pull you into a communications death spiral. While the news, situation or crisis is churning and burning, you must be the voice of reason. You must be the PR person who keeps a level head and a strategic mind. This takes practice and poise. And people will often look at you like you have no soul, but it’s worth it. And they’ll usually thank you for being such a purposeful control freak when it’s over.

2. Learn to write well, under pressure: frequent FlackRabbit-ers know how I feel about this one. Public Relations is so much more than social media, event planning and “liking people.” Can you turn out a thoughtful, relevant, well-written piece on a moment’s notice? If so, fabulous! If not, start practicing. The good news: writing and grammar are a totally learn-able skills. So grab you a copy of Eats, Shoots & Leaves, sign up for a blog and get to it.

3. Leave each client better than you found it: keep your work transparent and teachable. At the end of the day, your client/boss should be a more effective, confident communicator because he has met you, not rendered speechless by some secret “guru” sauce. Read More…