Automated Press Release Drafting

Leveraging Natural Language Processing to Automatically Draft Press Releases for Company Announcements.

Automated press release drafting is an innovative application of Natural Language Processing (NLP) that enables organizations to quickly generate press releases based on key company updates, product launches, or news events. By using AI-driven tools, companies can automate the tedious process of drafting, editing, and personalizing press releases, ensuring consistent messaging and a faster turnaround time. These tools analyze historical press releases, corporate communication guidelines, and recent company news to produce well-structured and coherent documents.

Automated drafting tools ensure PR teams focus on high-value tasks, such as strategy development and media engagement, while leaving the repetitive work to AI.

How:

1. Select the Right NLP Tool:
   • Research and choose NLP tools or platforms that specialize in press release drafting. Popular tools include tools like OpenAI’s GPT, Writesonic, or Jasper AI, which can be fine-tuned for corporate communications.
   • Ensure the tool supports customizable templates and can integrate with existing workflows and content management systems (CMS).
2. Set Up Customizable Templates:
   • Work with your PR team to develop standardized templates that reflect your company’s tone, style, and messaging. This ensures that the AI-generated press releases align with brand guidelines.
3. Train the AI Model:
   • If you are using a custom AI tool, provide it with training data such as historical press releases, relevant news articles, and communication guidelines.
   • Ensure the AI understands key phrases, keywords, and style preferences that are specific to your organization.
4. Input Data for Drafting:
   • Provide the AI tool with data for the press release, such as company news, product updates, key quotes from executives, and target audience. The tool will use this data to generate a press release draft.
5. Review and Edit the Draft:
   • PR teams should review the AI-generated draft to ensure it is accurate, well-aligned with the intended message, and free of any content errors.
   • Fine-tune the language as needed and make any final adjustments to maintain consistency with the organization’s voice.
6. Distribute the Press Release:
   • Once finalized, distribute the press release through the company’s usual channels—newswire services, media outlets, and social media platforms.

Benefits:

• Time-Saving: Significantly reduces the time spent drafting press releases, allowing PR teams to focus on strategic initiatives.
• Consistency: Ensures consistent language and messaging across all press releases.
• Scalability: Can easily scale to handle large volumes of press releases during busy periods, such as product launches or annual reports.
• Efficiency: Improves efficiency in the PR process, speeding up the approval and distribution cycle.
• Cost-Effective: Reduces the need for extensive manual writing and editing, saving on labor costs.

Risks and Pitfalls:

• Quality Control: AI-generated drafts may lack the human touch required for complex or sensitive topics, potentially resulting in tone issues.
• Overreliance on Automation: Relying too heavily on AI for drafting may lead to a loss of creativity or nuance in press releases.
• Misinterpretation of Data: If the input data is unclear or incomplete, the AI may generate press releases that lack key information or contain inaccuracies.
• Reputational Risks: Poorly crafted or tone-deaf AI-generated content could harm the company’s reputation, especially in sensitive situations.

Example:

Case Study: The Washington Post’s Automated Content Generation The Washington Post uses an AI tool called “Heliograf” to automatically generate short-form news articles and reports. While not specifically for press releases, the AI system is trained to write news stories and articles based on specific inputs like election results or sports scores. The newspaper uses this technology to handle routine reporting, which can be adapted for corporate communications. In a similar way, companies can automate press release drafts for straightforward updates, saving valuable time for their communications team.

Remember!

Automated press release drafting using NLP can streamline corporate communications by generating quick and consistent drafts based on structured inputs. However, it is crucial for PR teams to oversee AI output to ensure the content is aligned with the company’s tone, branding, and messaging guidelines.

Next Steps

• Identify specific areas in your PR process where automation can be beneficial.
• Pilot an NLP-based press release tool with a few key updates and evaluate its performance.
• Train the AI on your brand’s voice and refine templates to align with your communication strategy.
• Monitor the quality of AI-generated content and adjust the system as needed for continuous improvement.

Note: For more Use Cases in Corporate Communications, please visit https://www.kognition.info/functional_use_cases/corporate-communications-ai-use-cases/

For AI Use Cases spanning Sector/Industry Use Cases visit https://www.kognition.info/sector-industry-ai-use-cases/