5 Ways to Prepare for a Social Media Disaster

by Mike Brown

I watched the @ThatKevinSmith and @SouthwestAir brouhaha erupt live on Twitter but didn't write about it last week. Bunches of tweeters and bloggers hashing out who was right and wrong based on second, third, or five hundredth-hand information simply wasn't interesting enough to warrant adding to the noise.

Getting ready for a social media presentation this week though, I've been thinking about service defects and service recovery in the world of social networking.

I sought an analogy to help think strategically about how a company prepares for an angry customer who wants to be heard and starts tweeting incessantly: handling a hostage situation is very comparable. Rather than a person though, it's a brand's reputation being taken hostage by a customer threatening irreparable harm unless demands are met. With the one-to-many communication capabilities of social media, this type of threat has never been more credible.

Here are five hostage negotiation principles and related implications for preparing to handle when your brand's good name is being held hostage:

1. Have a negotiating team ready - This means more than a single person monitoring Twitter and handling responses. In hostage negotiations, the primary negotiator, who is ideally the sole contact with the hostage taker, is joined by a coach/commander in charge of the situation and personnel along with a secondary negotiator to help monitor, listen, and offer input.


• Strategic Questions - Does your company have a pre-identified team and protocols for how it will work together in a social media-based service recovery effort? And how would you incorporate front-line employees when you're trying to recover from a service failure playing out both at one of your company's locations and online?


2. Gather as much solid information as possible right away - Beyond having standard questions to run through, there's added complexity in a social media-based service recovery effort. Suppose the customer issue IS taking place in-person. With social media monitoring removed from the scene, it may not even be possible from a customer's messages to determine where the issue is occurring. This creates an interesting implication for enacting rapid service recovery.


• Strategic Questions - If it's clear the issue is taking place in the presence of front line employees, what steps will you take to identify the location and establish communication with them immediately? Since multi-person communication with the angry customer is almost a given, how will you ensure your multiple contacts are speaking with one message?


3. Connect on a personal level - Social media throws a whole new wrinkle into this, especially when you want to move interaction with the customer to a private messaging stream. If it's even available, the company may have outdated phone information on the customer, making direct contact challenging to establish. A corporate tweeter may have to try to get a brand kidnapper to 'follow' the company so direct messaging can take place. And typically, the corporate tweeter is communicating under a corporate account without a personal avatar. It makes establishing a personal tone of, "I'm here to try and fix the situation," difficult when the customer is receiving tweets with the corporate logo.


• Strategic Questions - Are you following your customers on social media? Do you have multiple ways to reach out to customers? Do your company social media people have work-related, personal accounts they can use to reach out specifically in these cases?


4. Communicate openly and actively listen - When you have face-to-face contact, listening, and the silence that goes along with it, is easy to convey. It's a little tougher via phone. But in a medium geared toward short, back-and-forth messages, a pause associated with listening or contemplation comes across as being distracted or ignoring the other person.


• Strategic Question - Beyond having plans for migrating service recovery conversations to private channels, are you actively training your social media response team in dealing with the dynamics of these new service recovery situations?


5. Show empathy - One way hostage negotiators demonstrate empathy is by delivering on aspects of the demands that have been made. Granting small, detailed requests is done in real-life hostage situations to slow and drag them out, which is desirable. In a service recovery situation (especially one playing out in public), the last thing you want to do is extend it.


• Strategic Questions - Who is on your social media service response team? Have you included your best customer service people - the ones with strong understanding of what you can do to solve customer problems and are best at understanding issues from a customer's point of view?

No matter what your company is doing in social media, you have to address this reality. Even if your company doesn't want a proactive social media presence, there's a greater chance every day your customers will be talking about your brand via social media. When they do, and the discussion gets negative and brand threatening, you better have thought about your strategy, with a plan for what you'll do.


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Mike Brown is an award-winning innovator in strategy, communications, and experience marketing. He authors the Brainzooming TM blog, and serves as the company's chief Catalyst. He wrote the ebook "Taking the NO Out of InNOvation" and is a frequent keynote presenter.

PR is about the story, not relationships

by Matt Heinz

Maybe 10-20 years ago, PR was more about the relationships you had with the right press. Reporters and their publications were the gatekeeper to getting your story heard, and PR professionals were the gatekeeper to those gatekeepers. But even then, relationships were only as good (and ultimately as successful) as the story you had to offer.

Today, story matters more than ever. Yes, a good relationship with press helps you break through the clutter and get a few extra minutes to pitch your story. But a good story stands on its own.

Plus, you don't have to rely on a finite set of traditional media outlets to give your story a voice to the masses. Today, you can publish on your own. Self-publishing won't have the audience others have, but that's not the point. Share that story in a public forum, that both press and your direct customers/prospects/constituents can read, and a good story can get legs, find unique angles through other storytellers and redistributors, and be shared with countless others.

Traditional PR was about telling the story of the company in question. Press releases touted what a company recently accomplished. Those are stories, but not very interesting stories.

But it's more than just shifting focus from relationships to good stories. The stories that get noticed and retold today are about others. They're about the impact you have on your customers, their industry, and the people they work with in turn.

Tom Peters wrote recently that people don't care about your story. They care about their own story. Your job, he said, was to become a primary character in your customer's story.

So if PR today is about the story, and the best stories are about the impact you can have on others, how does that change the storytelling your organization is doing today? What do you say, where do you say it, and what do you want people who read or hear that story do next?


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Matt Heinz is principal at Heinz Marketing, a sales & marketing consulting firm helping businesses increase customers and revenue. Contact Matt at matt@heinzmarketing.com or visit www.heinzmarketing.com.

Aligning Social Media, Marketing and PR

by Matt Heinz

I'm moderating a panel on the alignment of marketing & PR in a couple weeks at Dan Greenfield's PR + Mktg Camp in Seattle. Should be a great day of discussion. Earlier this week Dan and I talked how marketing and PR teams have traditionally worked together (or not), and how those relationships are evolving now - especially with the maturation of social media as a cross-functional tool set. Excerpts from our conversation are below:


Question: Are PR and marketing more aligned or less aligned because of social media?

Matt: The idea of separating marketing teams and functions is a remnant of the "old way" of doing marketing. When most marketing was one-way (i.e. customers couldn't react, respond and create messages of their own), it was more acceptable to separate PR from product marketing, and even lead generation activities. Now, especially because the customer has so much control and such a strong voice, it's critical that brands act as one. That means PR, advertising, social media, lead generation - they all need to work from the same playbook in a coordinated fashion. Easier said than done, but that's exactly what today's most successful brands are doing.

Social media has enabled the consumer to talk back in a powerful way, which is accelerating the need for this consolidation and integration of marketing strategy by products, services and brands today.


Question: PR is generally about placement, reputation, messaging, impressions and storytelling. Marketing is generally about transactions, click throughs, key words and web applications. How is social media changing that, if at all?

Matt: Everything is about getting the sale. It always has been, but now it's easier to see and map the progression of a customer from awareness, consideration, intent, trial, purchase - then repeat, renewal, referral, etc.

Social media is blurring the distinction between customer engagement stages. Ten years ago, it was easier to segment the functions - PR talks to the customer at the beginning, then product marketing takes over and offers demos, free trials, etc. Then once they're a customer, your loyalty/retention team takes over. That approach doesn't work anymore.

The way we measure different marketing elements, by function, probably still works. But it has to be put into the context of a more immersive, cohesive customer engagement strategy that blends messages and tactics across stages of a customer relationship.


Question: What disadvantages (inefficiencies, lost opportunities, customer confusion) and advantages (integration, cost savings) are these shared tools like Facebook and Twitter creating for PR and marketing?

Matt: The sales cycle has always been far shorter than the customer's buying cycle. Five years ago, the customer buying cycle was a black box for marketers. We had no visibility to what was happening, what prospective customers were thinking or asking, who they were even considering. Now, thanks to social media, we have insight into how customers are thinking well before they engage directly with brands.

But this isn't an opportunity for selling. It's an opportunity to engage and become part of the community - add value, answer questions, provide valuable content. Earn trust, respect and credibility. Community engagement and social media are at the very top of the buying cycle, before the sales cycle, and it doesn't really matter which part of the organization manages and executes there, as long as the approach is right.


Question: Should social media ultimately be the responsibility of PR who manages reputation and conversations or marketing who is in charge of transactions and sales?

Matt: It doesn't really matter. Everyone in the organization needs to understand the customer, what they want, what they need, and how to address them - with or without a paid relationship current or pending. Every member of your organization should know how to address customers in a respectful, value-added way.

Social media has accelerated the tearing down of walls between customer and provider. There's more transparency, less formality. Brands need to be accessible, approachable and authentic to be accepted.

The social media strategy doesn't end when a customer enters a selling cycle. They aren't going to stop talking to their friends, and using Facebook, or commenting on Twitter, just because they're talking to a sales rep. Their interaction with and reflection of your brand continues across functional sales & marketing groups. That's why ownership of the social media "voice" within one marketing function or another is problematic. Today, that strategy (and especially the execution) is a job everybody has.


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Matt Heinz is principal at Heinz Marketing, a sales & marketing consulting firm helping businesses increase customers and revenue. Contact Matt at matt@heinzmarketing.com or visit www.heinzmarketing.com.

Do you have a relevant message?

by Mike Myatt

It is simply not possible to have a well received message that is not relevant. Think about it for a moment... when was the last time you bothered to read, watch or listen to a message that wasn't relevant to your needs? Great leaders understand the power, influence, and leverage created by relevant messaging. Do you ever find yourself sitting back and marveling at those leaders who always seem to have the right thing to say? Contrast this with the feelings you have when you hear an awful sound-bite that makes a leader look either uninformed or unintelligent. The difference between the two aforementioned examples is that great leaders have mastered the art of finding the right message (the relevant message) regardless of the medium, market, or constituency being addressed. In today's post I'll share some of the messaging secrets used by the best leaders to keep their message relevant...

So why is great messaging so important? In the business world, as a chief executive officer or entrepreneur, corporate messaging is the key to both your personal and professional positioning strategy. A leader's message has a direct impact on their personal and corporate brand equity, how they manage a crisis, marketing initiatives, investor relations, press and public relations, team building and employee engagement, customer loyalty and virtually any other mission critical area of chief executive responsibility.

The reality is that your messaging will often times have a greater impact on your career than your performance. I have witnessed on numerous occasions CEOs with average, or even sub-par performance histories fare well because they possessed great messaging skills. Let me be clear that I'm not advocating form over substance here. I'm simply pointing out that they understood how to message their shortcomings and flaws, while engendering confidence around their planning for corrective measures to critical spheres of influence. The message was on target, it was relevant and therefore it was believable. By contrast, I have also watched CEOs with excellent performance histories not do so well because they did not possess the messaging skills necessary to keep stakeholders engaged. They did not address the needs or concerns of the audience they were addressing, and therefore the message was irrelevant and subsequently ineffective. Simply put, the relevancy, savvy and sophistication of your messaging will have a direct impact on the sustainability of your tenure as a chief executive.

CEOs who become recognized as great leaders are prepared, articulate, consistent, and crisp in their messaging. They speak with authority, clarity, and certitude because their messaging is relevant. In fact, it is the relevancy of their messaging that engenders confidence and serves to inspire and unify. Perhaps most importantly, a great leader's message is never in conflict with their values. They will not compromise their core beliefs simply to manipulate the outcome of a specific situation. They rest in the comfort that doing and saying the right things will ultimately put them in a favorable position, and if not, they are comfortable in assuming any negative consequences that may come as a result of right thinking and decisioning.

When it comes to the construction of messaging, I have found that people will tend to fall into one of the four following groups.

1. The Medium "is" the Message: People that fall into this camp believe that the medium will do the work for them. They believe in the reach and power of the medium to overcome any flaws in the message. This view of messaging constitutes a numbers based approach where the business logic states that if you reach enough people with the message some acceptable percentage of the people reached will embrace the message.


2. The Market "is" the Message: This view of messaging values the target audience above all else. The message is so targeted and niche specific that it is sometimes almost unintelligible to those who fall outside of the intended target market.


3. The Message "is" the Message: This group believes that content is king. The emphasis here is that if the message is creative enough, or valuable enough, nothing else matters. This view of messaging is all about the teaser, the hook, the calls to action, the design, the concept, etc.


4. The Messenger "is" the Message: This is the branded approach to messaging. If the person delivering the message has enough credibility and influence, nothing else matters. This iconic, ego-centric approach to messaging places a high premium on the spokesperson.

My view of the aforementioned four theories is that their sum total value is greater than their independent stand alone value. Other than in matters of character and principle, I don't tend to be an absolutist. Over the years, and especially in the genres of marketing, branding, positioning, and messaging, I believe a collaborative and cross-disciplined approach to be the key to success. While content can create credibility, credibility can also enhance the view of content. Furthermore, the best content or spokesperson in the world communicating to the wrong audience, with the wrong message, or through the wrong medium is likely to miss the mark. It takes a blending of approach to craft the right message and this will not happen when operating in a vacuum. Following are a few final thoughts for your consideration when crafting your message:

1. It Must Be the Truth: The truth always comes out in the end. If your message won't pass public scrutiny over time, then you have the wrong message.


2. Use a Multiple Medium Approach: Long gone are the days of one size fits all mediums…the best messaging campaigns take place across mediums creating multiple touch points to various constituencies and demographics.


3. Know Your Talking Points: Don't allow the message to get lost in the medium. Remember that the main thing is to keep the main thing the main thing. You must be consistent and convicted in your opinions and your positions. Be clear, concise and don't compromise on key points.


4. Know Your Audience: All messages should be tailored to the audience being addressed. This does not mean you should compromise your position, rather it means your message needs to relevant, timely, and of significance. While your talking points need to remain the same, they also need to address the concerns and areas of interest of those being communicated to. The message must be relevant to be successful.


5. Don't Forget Your Critics: The tendency is to believe that your audience is comprised of friends and allies. You need to assume that every message given will find its way into the hands of your worst critics, and furthermore, that they will attempt to use your message against you.

Keep the message relevant and real and you'll stand apart from the masses. Good luck and good messaging...

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Mike Myatt, is a Top CEO Coach, author of "Leadership Matters...The CEO Survival Manual", and Managing Director of N2Growth.

Generating Social Leads

by Matt Heinz

Let's face it, the term 'social media' doesn't mean much. It's passive, and speaks more to the channel vs. the intent or objective of what's actually happening there.

Your customers are talking to each other. They always have. Only now, they have tools to do it faster, in real-time, and in front of everybody else. That's social media.

But social media, as we know it now, is really the new PR. It's your best channel to reach prospective customers in their current environment. You have less control than you used to, sure, but make no mistake - social media is at the top of your sales funnel.

So let's stop calling it social media, and start calling it social lead generation. At least amongst ourselves.

Today's buyers are presenting themselves to you like never before. They're sharing their interests, their needs, their feelings, their pain. They're telling you, in front of everybody else (including your competitors), exactly what they want.

It's a perfect opportunity to meet them, engage them, earn their trust and respect, and give them exactly what they're asking for.

That's social lead generation.

Don't treat it like lead generation. That runs the risk of ruining its authenticity. But as a core component of building credibility, attention and respect for your products and services, know that - in the end - what you do with this opportunity is measured by its value in engaging and creating new customers.

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Matt Heinz is principal at Heinz Marketing, a sales & marketing consulting firm helping businesses increase customers and revenue. Contact Matt at matt@heinzmarketing.com or visit www.heinzmarketing.com.