A Peek Into Carol Fox and Associates’ CRM for PR
Getting to Know You
Chicago’s own Carol Fox and Associates (CF&A) is an award-winning, full-service agency 20 years in the making. Their expertise covers broad ground – from public relations, marketing and digital media to special event planning and group sales. CF&A specializes in servicing arts, entertainment and lifestyle clientele, and their genuine voice and responsive, dedicated staff truly reflect a remarkable commitment to quality and creativity.
Life Before CRM
Niki Morrison, CF&A‘s Senior Vice President, stresses that PR is all about the contacts. In their case, twenty years’ worth of contacts is a goldmine, and CF&A needed a way to quickly share these invaluable relationships with all associates.
Niki has been with CF&A since the early days, so she actually has memories of rolodexes on desks being an invaluable resource for agents and a “source of pride.” Prior to implementing Batchbook, CF&A was using a variety of not-so-efficient-or-scalable tools to house and organize contacts, like spreadsheets and a homegrown database that didn’t like to let too many users in at the same time. Something had to change.
“In public relations and marketing, your contacts are everything. Whether you are looking for a journalist to write a story on a client, or a promotional partner to help drive ticket sales for a performance, you have to know the right people. One of the benefits of working with an agency rather than hiring your own in-house marketing professional is that our network is exponentially bigger. We have teams of people working on cultivating contacts day in and day out. It is something one person working alone could never do.”
“Under our media supertag, we have fields that help us identify what type of media outlet they are (TV, radio, online, and weekly, daily or monthly print); geographic coverage area; lead time needed for pitches; and areas of interest, with more than 50 different options.”
Using Batchbook corrals all of CF&A‘s contacts in one place, where the whole team can access them from anywhere at any time:
“We might need to reach a press person while we are at an art gallery opening, or the florist while we’re setting up for a gala, or any number of scenarios where we’re conducting business off-site and after hours. With Batchbook we now have a mobile-friendly way of accessing our contacts 24/7.”
CF&A‘s Batchbook implementation quickly boomed into a flexible contact database suiting several department’s needs. Of note, highly detailed custom fields and lists are the indispensable features that allow CF&A to capture and recall the right information at any time.
“We have had press people tell us that when they see an email or get a call from Carol Fox and Associates, they know it is a pitch worth considering. It has helped us develop strong relationships with the media. They know we understand what they are looking to be pitched, and in turn they know they can reach out to us when they are in need of story ideas and information. And most importantly, that translates into measurable results for our clients.”
How Niki’s team uses Batchbook:
- Marketing uses Batchbook to recall advertising representatives, current rate sheets, and printer lists. Keeping promotional partners in Batchbook lets Marketing pull up exactly who’s needed to help get the word out about upcoming events
- The PR team stores all their media contacts in Batchbook, so
Each time we send out a press release or are looking to place a story, Batchbook provides us with a highly targeted list of media contacts
- The special events team logs vendor notes and maintains various VIP lists to make sure the right people are invited to opening night events
- Batchbook is the CF&A office manager’s catch-all for client information such as billing codes and scopes of services
CF&A‘s attention to detail in implementing Batchbook, including an an all-team buy-in, solid processes, detailed data input and powerful lists have engaged press relations and made clients happy, dedicated customers
More about CRM for PR
We’ve got a healthy list of PR use cases for Batchbook. Check it out and discover how using a PR CRM can help you woo clients and land pitches