Discover the Best Blank Bill Format for Public Relations to Streamline Your Processes

Blank bill format for Public Relations

hi I'm Stella from courage bit calm people reporting is one of the most important areas of public relations but it's also one of the most time-consuming parts of the workflow that's why we created cottage book so garbage Pickers at all that automates the reporting side of PR so when you're building a clips report if any of you are copying and pasting taking screenshots pasting that into a document and then adding your own metrics you will know that that does take time we created coverage but to automate some of that one of our users actually told me the other day that they've managed to cut a global report that was taken around five hours down to just take in 30 minutes so we really just want to show you how you can do the same so in this video today I'm going to take you through coverage books at all and how to build a report in around 10 minutes so let's get started and this is the home page of coverage but calm dude feel free to use our troll that we have it's totally free of charge you don't need to add any credit card details you literally put in your email address and then confirm the email then you're straight in once you are in you will see a dashboards that looks similar to this this is actually my account so that's why you can see that there are reports that have already been built here and there are clients on the left-hand side in the folders that I've already created you can do the same I always have some teammates that I've invited in here again you can do the same there's no limits but how many people you can bite into your trial or to your paid account if you decide to go ahead you just click the green icon put in their name and their email address send the invitation and they'll be straight in I do recommend to invite your teammates in because then you all get a really good feel as whoever it's gonna work for your for your particular way of working in your workflow so let's get started so I'm going to build a new book and for today's purposes I'm going to choose a pretend client address and but you can those in there and I'm going to add some online coverage so just to really highlight we are not a monitoring organization we really just do focus on building the reports so you would have already had to have selected the coverage that you want to add to your report and always see us as like your ultimen folder where you keep all of your best bits so in this box is where I'm going to paste my coverage so I'm going to go and get some and URLs to some online coverage that I have already selected this is for a campaign that's going on at the moment where David Beckham is launched it's a new predator boots and I pasted those in so what the tool is doing right now is it's reading order the URLs it's going to those particular websites looking at the page it is taking screenshots is putting in metrics and it's adding it all into a report for me so this is the Edit view of of the report which I can once the coverage is in I can then start to edit so already that's how quickly it's gotten read into that coverage and I've got my metrics in already so you can see here that I added 17 pieces of coverage we've got the online readership of all of the sites that the coverage featured on we've also got an estimation of how many views the particular pages that the coverage was on and would have gained social shares YouTube stats and and also a score there that which is domain Authority now I'm gonna go through all of those metrics in a bit more detail shortly but just want to show you the format of the report first so this is the summary of all the metrics we can also add some highlights and which is gonna be great at the top of my book because I want to be able to bring my clients attention to the halo pieces of the campaign and so you can either select the first eight items or once I get to the pieces of coverage I can just press this gold star and it will mean that we'll go into my highlight section at the top I'm just going to do so you can see and the coverage is now all-in so that's it's really how quickly that took so I've now had a draft report of all of the coverage and all of the stats in it was that quick as a matter of seconds so really or now it comes down to is checking all of the coverage and in customizing it to make sure it's on brand for when I share with my stakeholders and clients so you can see here as well that I added in a few social links so it's not just articles we also have Instagram YouTube and tweets in here too and I'm still just highlighting which ones I've got so I'm happy with I'm selecting those as highlights and a have gone as small thumbnails to the top of the book with the summary metrics right now though I'm just going to talk through some of the metrics and for the coverage that the tool uses because they may be slightly different to what you're used to so we've got here kicks on fire comm so what we did we went out to the URL that you added of that I added in this is an endpoint and we went and read the sites and we took a screenshot of the coverage and we take a screenshot of the whole page just in case you're Brad mentioned is right at the bottom of the article you might want to bring that forwards you can drag and drop that forward who want to but actually I want to have the front with the article here you can also delete the rest if they're not relevant so I could delete those down so we just have that front page we then reads the page for a title and also try and look for a date there was no publication date on this one so I could add that so the next area down is the metrics so you can see here that we've got estimated monthly visits and then it says powered by similarweb now you may be used to using other metrics maybe for unique users for example we decided when we've got the tool that we didn't want to use unique users and we felt that monthly visits on a month-to-month basis and estimators was actually more useful and more accurate then a unique user figure that sometimes provided by advertising departments or by other tools now the reason for that is because most of the coverage book team were actually from the PR industry marketing industries and we were a lot of us were agency side of the pool sending reports to clients just like you guys are doing and we really wanted to make best decisions for our communication strategies and KPIs for the next year and we felt that when you gain and unique user figure they often don't really change month to month so you don't really get a good idea as to how popular that site was that particular time you don't really get in a game of seasonality or anything like that so we actually started to use providers like Ximena Webb and the estimate monthly traffic and from our own research of comparing their estimations to real analytics data they're almost spot-on they're very accurate with their figures so we believe that that is actually a much better useful metric to be using and to adding into insights into and also into strategy so what they do is take a snapshot based on last month so here we've got two point four two million people would have gone to kicks on fire and based on a whole month last month so that's the whole of that site that's great but that's a lot of people and not all of the people that would have gone to kick some fire last month would have reached our page where our particular and article one piece of coverage features so what we've done is create a formula where we look at the URL that you added and we look to see where that piece of coverage was so we'll be able to see whether it was on the home page a sub page of deeper into the site we also then take a view of the site and the size of it and how many pages it might have and we do that by using domain Authority score as a proxy from there we'll be able to them I decide how much of a percentage of the total traffic would have then got to that page so here we've looked at the size of kicks on fire and we believe that just over 9,000 people would have got to that particular page based on what the URL saying so where was well that piece of coverage was and the size of the site and how two pages it's generating so that's how we get to that and we just think that that's a really useful way it's not completely spot-on it's not completely accurate because the only way to do that is through having access to the true analytics on kicks on fire and unless we worked there nobody can actually gain that information but this is actually the next best thing and we know actually from people who do you have access to analytics for some of these sites they have looks compared to our figures Wiig and the true traffickers land stills on these pages and it's been almost spot-on so we're really pleased at that feedback so that's coverage views the next one is the main authority and now domain Authority is an external scored it's not one that we have created it's actually been created by an organization called Moss M ozm in case you want to find out more and what and the this score is representing is the authority and the strength of a website and it really replicates how Google views a website it's a very common metric that's used in digital marketing and especially in search engine optimization industry so 73 out of 100 is a very good score for kicks on fire and what it means to you guys and how you can talk about this when you're reporting back to stakeholders is really how how strongest website is and what that means is and it's just likely that this beat this piece of coverage is going to be and viewed in Google search results a lot quicker the reason for that is because the the stronger the website the more trusted a is by a Google and it means that Google was gonna send its spiders it scroll spiders to that website more frequently it's gonna be reading that content more frequently and it's gonna put it in front of the Google audience quicker so that's great so there's got to be more eyes in your coverage the second benefit is if you have a link in this piece of coverage going through to your clients website so for me it might be to address comm it means that that address com is going to be powered from the strength of this website as well so it just means that ads Escom is gonna be seen in Google results and quicker as well it's four billion people going to Google every day so it's pretty important to be passing on these information to your client there's a really good one to just watch and but equally I understand that these metrics might not be important to you and your objectives or your client so you can hide some of these metrics in your report if you don't want to see them and also we have social shares as well and so if you don't see a small icon of a social platform like this if you don't see that and it means that there aren't any shares of that particular article but if you do it means that this article has been shared 30 times on Facebook and twice on Pinterest now sometimes you might see this this is an slightly got a black sort of cover over the site now the reason for this is because we can see here there is an overlay on the mirror website like this this sometimes happens and it's the only one out of my twenty pieces I added that happened to so we actually worked really hard on the technology of the screenshots and we and actually take five different screenshots of the site to try and get past and the overlays like this so you can see here that I went to fix image and there's a second one image - that doesn't have the overlay so I'm going to swap that and then we've got a nice clean image coming back in - to the to report which is great you can also crop the image if you wanted to get rid of this area here I prefer having the whole page so I'm going to leave it as it is but there is a crop tool within me and within the Edit view there okay so we've got some more social shares here and when I've gone through the screenshots and as I mentioned I did include and as well as article URLs I did include some social posts as well and we have slightly different metrics for social pace so for YouTube and posts we have we can pull in we use the and the API straight from YouTube and so you can see here that I've got one hundred and twenty-six thousand views on YouTube and then just over two and a half thousand likes and we've got the video embedded here which plays and then when you see the full report the video plays in the full report as well that you share with your client which is great and that also goes into the summary metrics at the top so you've got the YouTube views here now the great thing is is that because this is online and the social stats are all live so let's just pretend that it's just saying I needed to send this coverage report straight over to my clients and they would view it like this if they had an online view now what if I then saw that my YouTube videos have way more views today and and I wanted my client to be alerted to that well I can just click refresh here and it means that we will go out and get the latest stats and add them to your report now if your client has the online view so you've shared the online URL with your clients it means that they're gonna get latest and figures here so it's always up to date they're always seeing the right thing you don't need to go and generate another PDF and then send it to them if they've got the online view that's great so let me just show you how to do that so we've refreshed your stats and that's gone in so if you go to share this is the edit view room right now and if you go to the left navigation you're going to share you're presented with four different options and a shareable link is the online one so you can just copy that there you can also customize the URL that you send to your clients so this could be a desktop coverage but calm which way looks nice and on brand but yeah if they have the online and link then it's always gonna be up to date now you can generate a PDF I recommend that you do this really for print purposes because the freezie apps are great but it is it's a very high file size so it really is ready for printing and but if your client wants a PDF and they need that for their own files then if you click generate PDF and you have that sort of downloaded within your within your account then when you send the shareable link it acts as almost like a an FTP site so it'd be like okay we transfer that kind of thing and your clients will be able to generate the PDF on their site just by the shareable link so that's really useful we also have a couple of options down here which aren't available in the free the free trial but once you have the Paynes account with us you can also export all of the information to CSV so maybe you just need the data really quickly you just need those metrics really quickly for a call or an update email or a meeting and you can do that and by generating in CSV and then you've got all you measure here so you've got your links titles dates and in all of the metrics so you could add those up very quickly if you just needed to equally you might just want the images for a presentation for examples you might just think those screenshots nothing else and you can generate a zip file and just pull those images so that's great but I'm just gonna go straight back into the edit view because customization is really important and for being on brand for stakeholders or your clients and so I'm just gonna show you through some of those options so this is the front cover and because I had created the client already I've already got the logo there and but I can edit the title so let's just say this is my monthly coverage and I could change the color so I could have a box around the color foot one two two or I could have the text color black and I'm just gonna save those changes and then you can add some more information so let's say it's November coverage I could add some more information about the campaign here but I'm just going to keep it nice and simple and then with you in a rush and you didn't want to change the background we have a go designing then we create a montage of all of your coverage and child effect and it's the background but you can also change the background color so if you have the Pantone reference and being completely on brands you can choose that or you can choose an image to go in so if you have any images you can select those files here we also preload a couple as well so if you just wanted to select one I have one of a goal here which I've already uploaded and what I do recommend just a design tip from the side is you might have some campaign images that you want to include I do recommend to try and keep it as plain as possible as your background image you'll see why once you do upload something that's a little bit busier it can be difficult to show off the coverage so I recommend having something nice and plain but relevant there are ways to add your campaign images here and I'm gonna show you that shortly so there we go got the background image all of the coverage summary and metrics there so I mentioned that you might want to add in some photography so and I'm going to add a custom divider now costing divider can be as it says it can be a divider page so if I wanted to separate my social coverage to my online coverage or if I added some off lines and I'm gonna add some print shortly I could simply have a divider page and I could change the colors of that and and that can go in so just want to order and sort so you can see all of the coverage and you can see my social divider page here I'm gonna drag and drop that in front of my social so it's just separated my online articles to my social so that's great but you can there's a lot of flexibility who's a divider pages I'm just gonna add another one show you so yes you can edit the backgrounds of colors and things but I'm going to import and a file so this can work really well if you've got an infographic if you've got photography and if you have a word document with an overview of the campaign or if you had a slide from the pitch document and really the possibilities are endless with this there's a lot of flexibility and but I'm just going to demonstrate by uploading a nice campaign image from the access football campaign and add that into a divider because I want to have that as part of the end of campaign report what we do is we'll resize so even if you had an infographic that was really long for example we resize it so it looks good so you don't have to worry about anything like that so that's just loading into the book now I'm going to go back to order and sort so you can see where it's gone and then I'm also just going to move that right to the front that a quickest way to do that click drag and drop right at the front now if I had uploaded more than and the 17 pieces I did I mean you can really upload much more than that so people upload 500 links at a time you know you have coverage reports of thousands of pieces of coverage now if you do have anything from you know 100 and above this notion of clicking dragging and dropping coverage can become and a little bit difficult so you can change the order in another way you can custom order here so you can change the order by the date published or the day added to the book or by the metric as well so you could go by the most you know the strongest pieces versus biometrics so you can do that there you can also add dividers in this beauty and but if Dragan and dropping is the way that you want to do it you can also do a few at a time so I've just highlighted that whole couple of rows and I'm gonna move and down to the bottom through drag and drop I mean I've just changed your order there I'm just gonna move my image back because I want that to be at the France there we go so yeah so we've got the social still at the back so that report is ready to go so just a reminder you go to share I can get that shareable link copy it add up to an email and then my clients will see it looking like this so and they won't have edits just because I'm still logged in but they will be able to share it and I'll be able to download the PDF if they want to as well and just a reminder you may well realize this already but that's a coverage but below going there just because it's my account that would actually be your logo which would be nice and on brand so we've got added s logo monthly coverage November coverage order the metrics highlights nice big campaign image coverage your clients can click through to the live coverage as they want to let's go back to the book but the social posts now they are actually embedded so you've got the metrics here and they're going to be live because they're embedded rather than screenshotted I've got that mirror piece and all of the metrics as well and social coverage divider and then YouTube so we've got the YouTube stats of the views the likes and that YouTube video is actually shared on Facebook 58 times as well there it is and your client can play the video here without having to go [Music] there we go so you can see the video works okay so that's the report now shared so hopefully it will just save you lots of time and now I did mention that you can add offline I just want to quickly show you that so we go back into edit that book add coverage offline coverage now you can add any files here now to be completely transparent offline isn't as quick and as automated as online as you can probably guess but if you need to add in your print coverage your radio coverage your TV coverage into a report then you can and you do that by selecting a file so I'm going to just demonstrate by adding FourFourTwo magazine which was from cover piece and that's going into my reports now the reason why I said it's not quite as automated it's just because we can and pour in the metrics but you can and just add in the files so we've got here before for two piece and we've got the title because we just read the title of the file select the date and I'm gonna add in some metrics now when we do try and make its quickly as quick as possible the whole process and we are adding some labels but if that's not the quite the right metric label you can add your own and I'm just going to do an example here of circulation but you can add your own scores and and that all goes into to the report and it goes into the summary too so I'm just gonna show you at the top so you've got here the circulation I've just added also if you do have any custom metrics that you want to add in so for example you might have a score that you have developed we've UT and or if you have access to sales information you can add that in there's one more area just before we finish up that I want to you and just show and so if in your coverage you have achieved links going through to some content and so for my example it might be address calm that's a really good really good sign of success that you've achieved there in your coverage so it's good to include that so what we do is that we have a check for links area of the report so I'm just going to add in address calm and then what we're doing within the tool is scanning all of that coverage for any URLs have been included in the articles going through to assess calm and we've got two that's per grade and I would definitely want to include that because it just highlights that people may have engaged with that coverage and click through to the content and now I might also want to go on beyond this report and find out if anyone did click through and what kind of trash went through to the site and I would do that and I could come back in and edit the report afterwards but for now I've got the two links which is great for proving success so there we have it that's how you do build a report in coverage brick calm in a lot quicker time than it normally would have done going back into the dashboards that report is now there and it's also my client folder but I just want to draw your attention to this area here insights because it can be so useful as to track team success and especially with setting KPIs and also if you get any last-minute requests for your clients this is a really useful area to use so this is essentially every single piece of coverage it's ever been added to to our team account now I can refine down by client so I can just choose a DDoS I can refine down by date so let's say I have an end-of-year and end of quarter meeting coming up and I just want to create a quick report of the coverage of the last few months so I'm going to choose September to November and there we have it I've got a list of all of the coverage added to the client added us 44 pieces from the first step 10 to the first of November let's build a book and it's that quick so no more sort of stitching together different different PowerPoint reports adding up new metrics there's other metrics there 44 pieces of coverage readership estimated views all of the social worms all of the print pieces and that so it's all there so it's all added in the order of the books and then I can just edit the front cover as I'm just showing you before and then we're ready to go and I can even share that or I can print it off ready for the meeting and as quick as that also for within incites there's so many different ways to use it I just recommend is having a plain but if I was setting KPIs for my whole team next year I'm to see how well we've done the Huffington Post this year did we get any coverage on The Huffington Post's let's have a look yes we did so what I can do here is review or the coverage that we've ever achieved on The Huffington Post what crime we've got that for and I can also have a little look at how the stats change from time to time as well and so the estimated coverage views will change depending on where it is in the Huffington Post and also what month we achieved it as well so it's really useful to be setting KPIs ready for next year's activity so that is coverage book and we have now been going for around three years and we have approximately 1500 organizations using us and they range from you can see some of the brands in the screen now they range from small and agencies work through to big brand global teams with multi markets logging in and all building reports together with their agencies logging in as well and ESPN in North America and use us Edelman in a couple different markets and Nike as well and so yeah lots of different ones Stanford University PLC amuse us and lots of different types of brands lots of different verticals it doesn't matter what vertical you're in if you have online coverage and you have the URL for that coverage pop it in the box and we'll be able to go and take a screenshot and pull in those metrics and we have lots of people talking about us now as well we've just included some of those quotes and on our homepage and it's also 1g2 crowd as well which is a third-party review site so if you want to go and have a look about you know what people really think the tool please do you kids go and see if it's right for you up for you and your team overall I'd say if you're looking to try and save time and you need to free up some time in your PR role for the important stuff you know for the deeper and measurement or for building relationships or for being more creative and PR is a busy role now and we all need more time and so if you can cut down your reporting by a matter of hours for some people then you can really free up some time for the important stuff and that's what we are trying to achieve with coverage book so have a look around have a look at some of our sample reports read some of the quotes and like such as just as yourself from neo Man Studios those guys just really needed some more time and building relationships with their influences and since using coverage book they've been able to do that so and yeah have a read through and have a try and see if it's right for you thank you for your time if you have any questions at all and email support at coverage book.com you can also get us on twitter I'm at the LaBelle's ste la ba y el es and coverage books as well at coverage books and on Twitter and feel free to ask us any questions thank you h-how'd seizing