Professional Documents
Culture Documents
MANAGEMENT FUNCTION
INSTRUCTOR: MR. T. G. MOKGOSI
TOPIC 1: DEFINING PUBLIC RELATIONS
1. Public Relations is the deliberate, planned
and sustained effort to establish and maintain
mutual understanding between on organization
and its publics.
2. Public relations is the management function
that establishes and maintains mutually
beneficial relationships between an
organization and the publics on whom its
success or failure depends.
3. Public Relations is distinctive management
function which helps establish and maintain
mutual lines of communication, under-
standing, acceptance and cooperation
between an organization and its publics.
WHAT DOES PRS DEFINATION SUGGEST?
To control publics
To direct what people think or do in order to
satisfy the needs and wants of an organisation
To respond to publics, reacting to
developments, problems or initiatives of others
To achieve mutually beneficial relationships
among publics by fostering harmonious
interchange
PUBLIC RELATIONS LAW AND ETHICS
GENERAL PRINCIPLES UNDERLYING PUBLIC
RELATIONS PRACTICE
1. Truth,
2. Privilege,
3. Fair comment (all defined above)
4. Retraction.
Retraction is a full and prompt apology
that helps mitigate damages.
FAIR USE
This law allows use or parts of copyrighted
materials without violating copyright laws and
without paying a royalty or fee when used for:
criticism, comment, news reporting, teaching,
scholarship or research.
Drawing the line as to what is fair use is one of
the most difficult problems of copyright law.
Fair use originally applied to printed works.
With the advent of digital technology
and the Internet, fair use now also applies
to the redistribution of music,
photographs, videos and software.
Fair use is usually determined on the
special facts of each case.
If you begin to question how youre
using something or how much youre
using, be cautious.
Public relations professionals should note
that fair use does not apply to commercial
use.
Fair use that involves copyright should not
be confused with fair comment that involves
privacy.
INTELLECTUAL PROPERTY
What is theory?
Collections of thoughts and ideas
that assist with understanding
Helps explain relationship
Collections of thoughts and ideas
start from certain assumptions
Rely on what is known, or what is
be argued to be true.
publicity.
ADVERTISING
Advertising is used as an aspect of PR
when a business, organisation, society wants
to get a specific kind of promotional message
across to one or more of its publics
Advertising is favoured when business or
organisation wants control over the timing,
location and frequency of delivery of
particular messages
PR advertising is persuasive or
partisan promotion.
Seen as less reliable than news
reporting and other forms of publicity.
PUBLICITY
Is free, but has no guarantee of control
over publicity, although familiarity with
medium and journalists can assist in
providing some measure of control
No control over what is said, when it is
said, where it is said, why it is said or
how often it will appear
HOW TO USE THE MEDIA
Attempts to promote a favourable image
Understand how various media function
Approach and deal with the media
Use the media
Maintain good relations with the media
TOPIC 5: RESEARCH AND EVALUATION IN
PUBLIC RELATIONS
Formative
Research which feeds into the planning
phase of the process.
Evaluative
Research which feeds into the
evaluation of the success or failure of the
process.
WHY AND WHEN IS RESEARCH USED?
Formal Research
Informal Research
FORMAL RESEARCH
The systematic process of collecting and
analyzing information (data) in order to increase our
understanding of the phenomenon with which we
are concerned or interested.
The controlled, objective and systematic
gathering of information for the purposes of
describing and understanding.
In essence, formal research is a scientific
approach to answering questions. Expensive and
time-consuming, but is objective, credible and
reliable.
TWO MAIN METHODOLOGIES OF
FORMAL RESEARCH
Qualitative research uses discovery-base
methods to explore new aspects or delve further
into a particular area. This form of research probes
deeper and may sample a relatively small group of
respondents
Qualitative research is open to additional
information and new insight, is descriptive and
informative, but not often measurable. Its emphasis
in on analysis and synthesis of information
Quantitative research uses verification-based
methods to verify situations that the organisation
may already be aware of, but without any
information to substantiate these beliefs, thoughts,
feelings or opinions
Quantitative research is generally described as
confirmatory research and often results in
mathematical analysis, as the data gathered are
often based on either simple or complex statistical
formulae
a) QUALITATIVE RESEARCH TECHNIQUES
In-depth interviews
Focus groups
Ethnographic studies
Case studies
b) QUANTITATIVE RESEARCH TECHNIQUES
Surveys
Omnibus (or piggy-back) surveys
Content analysis
C) SURVEY RESEARCH
Survey research is the most frequently used mode
of observation in social sciences and is from
scientifically based surveys that statistics are
drawn. Questionnaire delivery uses:
Mail
Telephone
Face-to-face
E-mail
Fax
Newsletter
INFORMAL RESEARCH
Environmental monitoring
Public Relations audits
Communication audits
Media content analysis
Libraries
Electronic databases
Interviewing
Diaries
Corporate communication archives
Recording of incoming phone calls
Testimonials
FORMATIVE AND EVALUATIVE RESEARCH
DEFINITIONS
Communication in PR is about executing
the plan that has been prepared the
most noticeable part of PR work.
Communication means putting into
action decisions that have been made in
order to achieve the set objectives
Action in PR is defined as socially
responsible acts taken by PR departments
or other parts of the organisation with
your counsel.
Action is about what you do or have
done, while communication is telling
people about what you have done or are
going to do.
STRATEGY AND TACTICS
Telecommunications to communicate
from afar
Mobile phones sound from afar
Facsimile to make similar
Fax newsletters (broadcast fax)
Fax on demand
Fax mailboxes
Video
Video news releases (VNRs)
Videoconferencing
Computer-mediated communication
E-mail
Web (information in and information out)
Chat (IRC)
Usenet newsgroups
Internet misinformation and rogue
websites
TOPIC 9: GOVERNMENT RELATIONS
INTERNAL RELATIONS
Internal relations is the efficient
communications within organisations
which is critical to the pursuit of
organisational objectives and outcomes.
Communication must be two-way
between levels/sections and various
individuals if understandings, goals, a
common sense of purpose, pride,
profitability, and collective/corporate well-
being are to be sought and, hopefully,
achieved.
Peoples roles and responsibilities may
vary within organisations but
organisations cease to function effectively
if there is no cohesiveness, a shared
sense of endeavour which comes from an
interactive process of communication.
The term organisation has been defined as
a system of coordinated activities of a group
of people working cooperatively toward a
common goal under authority and leadership.
Internal publics comprise two main groups:
Organisations employees
Associations members
EMPLOYEES
Employees are all the people working for the
organisation, from the chairman of the board to the
junior in the mailroom
Employee publics do not only refer to the full-time
permanent staff, but include part-time and casual
employees, contractors and volunteers
MEMBERS
Members join association out of special or
professional interest
Members pay a joining fee
TOOLS AND CHANNELS OF COMMUNICATION
first
Demonstrate concern and communicate what the
organization is doing or planning to do to solve the
problem.
Anyone who works for the organization is likely to
become a source, whether intentionally or not. Often
neighbors, suppliers, customers and even the media (if
not kept informed through official channels) will turn to
employees for information. Be sure to caution employees
against becoming spokespeople, even inadvertently, and
remind them to route any media contacts to your media
relations department.
Keep employees informed so they dont
resort to speculation that generates rumours.
Rumours can sometimes create more
damage than the initial crisis.
AS THE CRISIS UNFOLDS
or citizenship responsibilities.
Researches, conducts and evaluates
programs of action and communications
to achieve the informed public
understanding necessary to the success
of an organizations aims. These may
include marketing, financial, fund raising,
as well as employee, community or
government relations, and other programs.
Plans and implements the organizations
efforts to influence or change public policy.
Sets objectives, plans, budgets, recruits
and trains staffin short, manages the
resources needed to perform all of the above.
WORKING WITH OTHER DEPARTMENTS