If you’ve been reading this blog for awhile, you’ve probably heard us talk about how to communicate with reporters and some of the different tools you can use to do so. But what if you don’t know which reporters you should be talking to? How can you find out?

The first step is to become conscious of your local news desk. If you were to read your local newspaper or watch your local evening news every day and kept an eye open for stories on civil engineering-related issues, you would probably start to see the same reporters’ names pop up over and over again. If those are the reporters regularly covering issues related to or impacting civil engineering, they should certainly be on your media list. These reporters may cover beats such as engineering, transportation, environment, and building and construction.

Another reporter to keep in mind is your local metro section writer. While the metro reporter may not be the person who regularly covers transportation or environment issues, that reporter will probably talk about those issues when they are a particularly “hot topic” that affects the entire area - for example, when there is a major water main break.

However, in your hunt for key reporters, don’t forget some of the not-so-obvious ones. These reporters might cover issues such as education, public policy, business, science and real estate. For example, your local education reporter probably covers math and science education issues. Those issues certainly affect civil engineering education and thus, the future of the profession.

Keep track of the reporters writing about these various issues - both the obvious and the not so obvious. When it comes time to figure out which reporters might be interested in hearing about a Section/Branch program or event, you’ll know who’s already talking about the issues.

What kind of reporters have you worked with before? Were you surprised by the wide array of reporters that cover civil engineering issues?

Karen Albers
Manager, State Public Relations

Civil engineering is everywhere – from the switch you flip to turn on the light in the morning to the roads you use to get home at the end of the day. Given the renewed interest in infrastructure lately, it’s no surprise that issues such as traffic congestion and new construction make the headlines each and every day. When journalists are insightful in their reporting, citizens can play a more informed role in the infrastructure debate that shapes their communities.

Many of you are probably aware of ASCE’s Excellence in Journalism Award. The award recognizes outstanding news stories that enhance public understanding of the role and impact of civil engineers and civil engineering in designing solutions for clean water, transportation, the environment and other public works projects. Journalists and producers from English-language, general interest regional and national newspapers, radio and television stations, magazines, and electronic and Web-based news outlets are all eligible.

So that brings me back to my original question – have you read any good news stories lately? Civil engineering-related news stories, in particular. Consider nominating them for the Excellence in Journalism Award! Stories eligible for the 2010 award must have appeared between May 1, 2008 and Oct. 31, 2009. Entries must be postmarked by Dec. 1, 2009, but it’s not too early to start keeping your eyes open for those stories worth nominating! (You can find more information on criteria and submission guidelines here.)

ASCE Sections and Branches are encouraged to conduct a local Excellence in Journalism Award competition along the lines of the national competition and nominate their local winner for the national competition. This is also a great opportunity to start getting to know some of your local reporters.

Click here to check out the 2008 Excellence in Journalism Award winners, Veronica Castelo and Jenna Hiller of News 8 Austin for their series of stories on Texas dams. (Also the winners of the Texas Section’s Excellence in Journalism Award!)

Send me an email if you have any questions and let’s see some of those stories! Feel free to link to some of the stories you’ve seen lately in the comments area below.

Karen Albers
Manager, State Public Relations

If you’re reading this blog, hopefully you’ve realized the importance of the PR Coordinator’s role in your Section or Branch. And maybe you’ve even developed a media protocol that helps your PR Coordinator coordinate the Section or Branch’s contact with the media.

But now that you have the infrastructure in place to work with the media, what do you do when you’re actually contacted by a reporter who needs a spokesperson from your Section or Branch? Good question!

You’ll want to carefully choose someone within your Section or Branch since they’ll be speaking on its behalf. The Section president is a good choice, but the president doesn’t have to be your only option. (And, if you’ve attended a PR University workshop, hopefully you’ve realized the importance of having more than one designated spokesperson!) Perhaps a reporter is calling to talk about your local Report Card. In that case, the chair of your local Report Card Committee would be an excellent spokesperson.

Below are some tips for choosing a spokesperson:

Do not choose a spokesperson who:

• Is uncomfortable publicly commenting on the particular issue with which you are dealing.
• Is not permitted by their employer to give media interviews, even when representing the Section or Branch.
• Has an unpredictable schedule or who is often unreachable due to travel or other work/personal commitments. Reporters are often on tight deadlines and responding to a reporter the day after they call may be too late.

Do choose a spokesperson who:

• Is a high-ranking volunteer within the Section or Branch (Section President, chair of the local Report Card Committee, etc.)
• Is able to easily and clearly explain technical issues to non-technical audiences.

Have you served as a spokesperson for your Section or Branch? Do you have any more tips to add to our list?

Karen Albers
Manager, State Public Relations

Many of us are well aware of the great contributions civil engineers make to society. However, those accomplishments may not be as apparent to someone outside the profession. One way to increase the public’s familiarity with civil engineering is to make sure it’s talked about in the news. A story with great visuals can help you achieve that goal and show the fun side of civil engineering.

People are more visual these days. To catch the attention of the potential viewer or reader, there has to be something that will catch his eye. The same can be said for the media. A good visual can often be the “make or break” that determines whether or not a reporter covers your story.

ASCE’s National Concrete Canoe Competition is a great example of students showcasing their hard work while also showing the fun side of civil engineering.

The regional Concrete Canoe competitions are a good example of an event your Section or Branch should consider promoting to the local media. Visualize a canoe, made of concrete, not only floating, but racing! Reporters and editors can see the visual potential. Not only that, kids will think it’s cool and they’ll learn more about civil engineering at the same time! Once we grab them visually, they’re hooked!

This year’s regional competitions have already been completed, but keep your eyes open for similar visual opportunities that arise throughout the year that can help you spread the word about civil engineering.

Tell us about Section or Branch events you’ve successfully promoted in the past. What other events can you think of that create good visuals to help promote the profession?

Do you have an event, but aren’t sure how to promote it? Email ASCE’s Communications office and we’ll be happy to help!

Anthony Reed
Manager, External Relations

Back in November, ASCE held its annual conference in Pittsburgh, which included several media-friendly events. Communications staff pitched the conference to Pittsburgh newspapers, television and radio affiliates, as well as national trade publications in hopes that they would cover the event.

If you’ve ever invited media to one of your Section/Branch conferences or events, you might have wondered - if a reporter attends to report on the event for their media outlet, is that reporter expected to pay the registration fee? And that’s a good question!

If ASCE invites a reporter to cover a conference or event that requires a registration fee, we’ll pay the reporter’s registration and give them a “press pass.” A press pass includes everything in a general conference registration, including meals. If you think about it, you wouldn’t invite a guest to your house and then charge them to get in (or eat)!

Of course, it’s always nice if a reporter lets us know ahead of time whether he or she plans to attend. Not only does that allow us to keep track of what outlets will be present, but it also lets us find out what type of story the reporter is planning to write. If we know this ahead of time, we can help link the reporter with an ASCE representative who is an expert on their story topic. However, keep in mind that a reporter may not know he or she is writing a story about an event until the day of the event. Always be prepared in case you have a few reporters drop in.

Has the media ever attended one of your Section or Branch events? What was your experience?

Anthony Reed
Manager, External Relations

A few weeks ago, prior to the release of the 2009 Report Card for America’s Infrastructure, ASCE’s Communications department hosted several media training conference calls for local Report Card spokespeople. During one of the calls, a participant referred to his Section’s media protocol. And our faces just lit up when we heard those magic words.

So what is a media protocol you ask? Good question.

A media protocol is a document that explains an organization’s policy for interacting with the media. Having a media protocol helps ensure that all media interactions are coordinated and that reporters receive the most complete and accurate information possible.

Here at ASCE National, all media calls are sent to the Communications department. We’ll talk with the reporter to find out what he’s looking for and what the story is about. Then we determine who the best spokesperson is and coordinate the interview. By doing this, we are able to meet the reporter’s deadline, find an expert source who is able to answer the reporter’s questions and ensure we communicate ASCE’s key messages.

ASCE’s Sections and Branches can also benefit from having a local media protocol, which can help you coordinate your public relations efforts.

Determine who from your Section or Branch will be the main point of contact for reporters. If you have a PR Coordinator, they are the ideal candidate for this job. (But don’t forget to decide on a back up as well. You never know when your main contact might be on vacation or have to travel for work.)

Draft up a document for your Section or Branch leadership and members explaining the purpose of the media protocol, what they should do and who they should contact if they receive a media call related to their ASCE activities.

Having this main contact for your Section or Branch helps you track your media inquiries and allows you to develop and nurture effective relationships with key reporters in your area. Plus, you’ll quickly learn which reporters in your area cover civil engineering-related issues. (Keep a database of those reporters and you’ll have a ready-made media list for when you have to determine which reporters might be interested in your media advisory or news release.)

If you’d like to use ASCE National’s media protocol as a template, email me for a copy.

Does your Section or Branch have a media protocol? How has it worked for you?

Karen Albers
Manager, State Public Relations

It started on November 1. Halloween decorations came down, holiday decorations went up.

That time-honored and ceremonial changing of seasons also brought extensive news coverage of the upcoming (and often dreaded) ‘holiday travel season.’ Television stations started sending crews to the airport to talk about the crush of travelers expected to pass through the gates this year. Newspapers started printing lengthy articles on the cost of gas and its potential effect on the number of cars that will be hitting the highways. The question on everyone’s lips: How bad will the delays be?

In every single one of those stories there is always an expert talking about the changes that have been made or the alternatives being put into place to handle the surge of traffic and travelers. Now, it stands to reason that, since civil engineers are the ones designing and building the infrastructure that supports all that travel, the expert those reporters should be talking to is you. Alas, that’s not always the case.

The holidays are just one of many seasonal news topics that arise throughout the year. In late May every year, the news media in the Southeast and along the Gulf Coast start talking about June 1 and the start of hurricane season - what can people do to protect their homes and what new measures are being put into place for evacuation. Same thing goes for the West Coast and the start of fire season. Ditto for the northern states and the first big snowfall.

The public has questions. You have answers. It’s a pretty simple equation. And, the real bonus here is that they actually want to hear from you. So what are you waiting for?

The moral of this story: They may only be around for a limited time each year, but seasonal topics present a great opportunity for you to get out there and talk about all the great things civil engineers can do.

Have any of you already talked with the media about seasonal news topics? Tell us your stories!

Joan Buhrman
Senior Manager, External Relations