Especially in the Investor Relations field, it is important that your press release gets published the moment you want it, and to the correct people - and not a minute before. Early dissemination of financial results can have dramatic real-world effects, especially if said results contain surprising news.
Listed below are some actionable steps to take within Presspage to help prevent this from happening to your team.
Adding documents or other assets:
- When you upload documents, make sure that its URL cannot be guessed. Presspage takes care of this automatically by adding a long unique alphanumeric string (UUID) to the URL of any asset uploaded to the Asset Manager. As soon as you upload anything to the Asset Manager within a published article or Newsroom, it will be visible in the Media Library, unless you have disabled this option in your settings (see below).
- The Media Library section of your newsroom shows uploaded documents and images. Enable the option "Manual Media Selection" in your Advanced Settings to make sure that images need to be explicitly published to the Media Library, instead of having them published by default.
- Add documents in the correct order:
- Create an article in drafts first,
- Then add a Download Module,
- Only then upload the documents from your computer directly to the module.
This principle applies to images and/or videos as well.
Articles:
- Restrict access to sensitive articles and campaigns to only those team members that need access. The bigger your team gets, the more important this is.
- Articles in 'draft' mode contain a preview URL, with the word 'preview' followed by a long, unique, unguessable alphanumeric string. This makes it impossible for users to guess the URL to an article not ready for publication. As soon as you publish the article, this 'preview hash' is removed from the URL automatically. Draft articles are not visible in Presspage RSS feeds and cannot be searched for in the newsroom.
- The SEO options let you add a 'no-index' meta tag to individual articles. However, you will need to make sure to remove this tag once you publish the article. This makes it a fault-sensitive measure.
- Make sure all information gets published simultaneously. In Presspage, you can send out your article as an email campaign, ensuring they are linked together. Display published articles from your Presspage newsroom on your main corporate website by using an RSS feed.
Besides the above best practices, there are some additional tips for your internal processes.
- The use of multi-factor authentication is mandatory. This dramatically decreases the chance of user accounts getting hacked, making sure that nobody else can get into your account and read information they should not have access to.
- Users with Administrator rights should review their list of Presspage users regularly. You should remove users that left the company, or who should not have access anymore.
- Schedule a dry run with non-sensitive information to practice, so everybody can understand how the process works. Document your internal process and share it with the team.
- Educate your fellow colleagues on how your team uses Presspage, so everyone else does not rely on that single key user who knows everything.