Enhancing PR Efficiency with External Support from HELP YOU

In the fast-paced world of public relations (PR), companies often find themselves juggling multiple tasks with limited resources. For Shimada Group, a Tokyo-based company with a small PR team, this struggle was all too familiar. However, their partnership with HELP YOU, a remote online outsourcing service, has not only alleviated operational pressures but has also opened avenues for strategic growth.

The Challenge of Limited Resources

With just two members on their PR team, Shimada Group faced persistent challenges in efficiently managing day-to-day operations. Historically, the company had not utilized outsourcing services across any department, leaving them stuck in a cycle of overwhelming tasks. The prevailing question was how to effectively utilize their time and focus on core responsibilities while overcoming resource limitations.

Turning to HELP YOU: A New Era of Collaboration

Although initial interest in outsourcing was minimal, the PR team was introduced to HELP YOU through a professional connection. This sparked a consideration of whether outsourcing could help address their pressing challenges. The realization dawned that by offloading certain routine tasks, they could concentrate on key strategic responsibilities. To test this theory, they decided to enlist HELP YOU for approximately 30 hours a month.

Boosting Quality and Speed of Communication

HELP YOU became instrumental in streamlining various routine PR tasks. The team began with managing a high volume of daily emails directed to the PR department. Having a dedicated service to handle this influx allowed the team to stay focused on other pressing tasks.

Moreover, the updating of the company’s group news section on their website significantly increased both the frequency and quality of information shared. The partnership yielded improvements in SEO metrics as well, demonstrating the tangible benefits of outsourced services. By granting HELP YOU the responsibility for updates and automated processes, Shimada Group unlocked new potential for efficient communication.

Streamlined Internal Processes

Another area where HELP YOU proved invaluable was in calculating the internal media exposure values and tracking data organization. These painstaking tasks often fell to the wayside as the PR team was swamped with urgent projects. Now, with HELP YOU’s assistance, they can systematically maintain organized data files that are easily accessible, reducing time spent searching for documents when inquiries arise.

Quick Solutions to Routine Challenges

Among the more surprising benefits was the swift turnaround on updating media lists for press release distribution. What once took a full day was now accomplished in just half an hour, leaving the team amazed at the efficiency they had been missing out on.

The wealth of experience that HELP YOU brings from different sectors has also provided valuable insights and creative strategies tailored to Shimada Group’s needs. They received proactive recommendations on utilizing platforms like kintone effectively and improving overall operations.

A Partnership Built on Trust

The collaboration operates smoothly through a single point of contact – the project director. This streamlined communication avoids the pitfalls of convoluted interactions and ensures that tasks are executed seamlessly. Notably, the relationship feels less like a vendor-client dynamic and more like a team of colleagues working towards a common goal. Regular meetings include not only updates on tasks but also light discussions about broader company developments, fostering a sense of camaraderie.

Freedom to Innovate

With operational burdens lifted, the PR team can now turn their attention to strategic initiatives that were previously sidelined. They are now engaging in award submissions and nurturing new business relationships that were once deemed too time-consuming. The shift from reactive task management to proactive communication has allowed the PR team to enhance the overall impact of their efforts.

Meetings now focus less on simply completing tasks and more on discussing engaging new strategies and ideas that can elevate the group's visibility in the marketplace. The newfound time and energy released through outsourcing have granted them the flexibility to explore previously neglected projects, enhancing their overall contribution to the company's mission.

Conclusion

Shimada Group’s experience with HELP YOU exemplifies how outsourcing can enhance PR efficiency and effectiveness. By not only relieving routine burdens but also fostering a collaborative environment, the partnership has transformed the function and potential of the PR team. As they continue to build on this foundation of trust and efficiency, the future of their public relations strategy looks brighter than ever.