News Release Process

Objective

This SOP outlines the steps for managing the News Release process, ensuring seamless communication and efficient coordination between Account Leads and the Marketing team.

IMPORTANT: Readback Required

Once you receive the final document proof, please complete a thorough readback.
Note: Any and all changes to the copy will require an additional readback process.

Pre-dissemination

1. Huddle Announcement

Have a news release coming up?

Let’s make sure the team is fully informed and all responsibilities are managed efficiently.

  • Who: Account Lead (AL)
  • What: AL presents the upcoming NR to the team during the Huddle and NR Teams Chat
    • Ensure to inform Fatema about the upcoming NR.
    • AL is responsible for completing and updating the dissemination guide for the NR.
    • AL is responsible for coordinating live readback with another team member and saving the NR as final after the readback is completed.
    • Ensure to provide periodic status updates of the NR via the NR chat (dissemination, approvals, and confirmation of pushing buttons).

2. Create Ticket

  • Date and timing (including time zone) for dissemination.
  • Media pitching: Yes/No.
  • Account Lead live readback with Marketing; if unavailable, designate a substitute.
  • Confirm SEDAR filing: Does the client handle their own filings, or do we facilitate?
  • Check off any other dissemination packages.
  • Add any client-specific processes needed.
  • Keywords for the client's dissemination guide.
  • Attach the final Word document, not a SharePoint link (due to syncing issues).
  • Choose type of request: "News Release."
  • Check all that applies for MarCom to do: (Dissemination, Website, Eblast, Social, Push Buttons)

Handovers

Once the NR Assets are Finalized

  • Marketing Person will notify the chat and summarize everything that needs to be done in the ticket. Example:
    • {COMPANY NAME}
    • Scheduled for 7:30 AM ET
    • Website, eblast, socials (details here: {LINK TO MONDAY TICKET})
    • {Account Lead Name} will be available in the morning
  • This summary should be reviewed in the morning to avoid any misunderstandings, especially if the marketing person is not available to execute the actions pre or after-market.

During/Post Dissemination

1. Availability

  • Who: AL and Marketing Person
  • What: AL must be available online during dissemination.

2. Marketing Person Tasks

  • Monitor: Watch the news release cross the wire.
  • Actions: Push to the website, send eblast, post on social media. Fatema to provide post-analytic report.
  • Notification: Notify the chat and repost social media from AAIR.

3. AL Tasks

  • Filing: Ensure SEDAR/necessary filing is completed.
  • Notification: Inform company contacts once the NR goes live.