A worthwhile relationship with a PR firm involves establishing a set of non-negotiable prerequisites from the client’s end to foster a transparent, productive, and accountable partnership. A client could request a few conditions to hold the PR firm accountable and ensure the project stays on track.
Regular Standing Meetings
Establishing a standing meeting, be it weekly, bi-monthly, or even daily, if necessary, is enormously helpful for maintaining an open flow of information. Without frequent contact, a project can drift, fail to adapt to sudden changes, and fall behind the desired timeline.
Post-Kickoff Meeting
After the foundational kickoff meeting and Strength, Weakness, Opportunities and Threats (SWOT) analysis, your PR firm must develop a comprehensive plan outlining the messaging, strategies, and tactics that will be deployed. Both parties should walk through the proposal to make any necessary adjustments. The stage is now set for your firm to roll up its sleeves and start working on your behalf.
Monthly Activity Reports
Clients should advocate for monthly activity reports from the PR firm. These reports should provide a progress report at a specific level; it should serve as a snapshot of the work completed, challenges, accomplishments, etc. Not only do these reports ensure agency accountability, but they also serve as a nice synopsis that helps brief upper management and colleagues.
Monthly Budget Summary
Financial prudence is a cornerstone of a successful partnership. Clients should insist on a monthly budget summary that gives a detailed breakdown of the financials to track the budget and ensure costs align with the plan and contact.
Backup Receipts for Reimbursable Expenses
To promote financial transparency, the PR firm should provide backup receipts for any reimbursable expenses incurred during the project. This ensures a clear record of all financial transactions and upholds the partnership’s financial integrity principle. Additionally, if a firm plans to markup expenses (as is typical for media buys), it should be written in both the initial proposal and contract.
