For the Cologne-based agency VOCATO public relations, knowing what was communicated with which editor and when is just one of the advantages of working with PressFile PR software. Above all, the rapid introduction and intuitive usability also led to the decision to introduce this cloud-based solution.
“Of course, you can’t operate such a system entirely without training. But it only took an hour or two for our employees to find their way around PressFile,” reports Birgit Brabeck, Managing Partner of VOCATO.
CRM vs. PR software
The decision was preceded by an intensive search in which very different solutions were examined. “We looked at CRM systems as well as PR solutions, but quickly came to the conclusion that specialized PR software like PressFile best mapped the specific workflows in a PR agency,” says Birgit Brabeck. The agency, which specializes in B2B communication, now manages around 4,000 press contacts in more than 130 distribution lists with PressFile. At the same time, contacts can be addressed in a much more differentiated manner today than in the past.
“Before, we had a distribution list per customer in the form of an Excel list, but today we can address all target groups such as trade media, online portals or daily newspapers individually and reach all editors individually via personalized mails.”
Data adjusted
VOCATO also used the rollout to have their evolved database cleaned of duplicates with the support of the PressFile team. Afterwards, the contacts were transferred to the new system in a distribution-oriented manner, so that the team was already able to work productively with their own data after the first training session. Since then, many work processes have been much faster and easier than they used to be on an Excel basis. In addition, all contacts can now be tracked transparently – an advantage also for new employees.
“The contact history gives you an overview at the click of a mouse of what was communicated with which editor and when,” says PR trainee Birte Mibach, describing her experience. Because PressFile is cloud-based and operable from a single window, this information is available on the go. “This is a great advantage, because it means you are always ready to provide information, even on site at the customer’s premises,” adds Birgit Brabeck.
About VOCATO public relations
Since 1999, VOCATO has been advising companies and associations operating nationally and internationally from its Cologne office. The business areas cover all disciplines of modern communication: from the development of a PR strategy and continuous press relations to events for the press and customers, internal communication and corporate communication in social media. The customers are mainly from the B2B sector, from the technology, management consulting, finance and insurance industries, as well as from the agricultural industry.
