The Challenge
A fast-growing startup needed to establish a meaningful media presence but lacked the infrastructure to make it happen. Without dedicated PR support, they had no organized media list, no consistent outreach strategy, and no system for tracking which outlets were covering their brand — or which pitches were landing. The challenge was not simply finding journalists; it was identifying the right journalists across relevant beats, crafting pitches compelling enough to cut through crowded inboxes, and building a repeatable process that could scale as the company grew. With multiple product stories running in parallel, managing simultaneous outreach campaigns without a structured approach risked inconsistency, missed opportunities, and wasted effort.
Our Approach
Helion360 deployed a structured, research-led PR workflow designed to give the client both immediate traction and long-term media infrastructure:
- Media List Development: Conducted thorough research across industry publications, tech and startup media, and relevant vertical outlets to build a segmented, contact-level media list — organized by beat, outlet tier, and engagement history.
- Pitch Crafting: Developed targeted pitch templates tailored to the client's key narratives, adapting tone and angle for different outlet types — from trade press to mainstream business media.
- Proactive Outreach: Managed a rolling outreach calendar to keep pitches timely and relevant, ensuring stories were tied to news hooks and industry moments that increased pickup likelihood.
- Coverage Tracking & Reporting: Implemented a structured tracking system to log every outreach touchpoint, monitor responses, and capture live coverage as it appeared — providing the client with clear visibility into what was working.
- Reporting Dashboards: Compiled regular coverage reports summarizing placements, outlet reach, and pitch performance metrics to inform ongoing strategy.
The Outcome
The engagement delivered a fully operational PR function from the ground up. The client received a comprehensive, tiered media list of vetted contacts ready for immediate and ongoing use, a library of adaptable pitch templates aligned to their core brand stories, and a live coverage tracker that centralized all reporting in one place. Coverage was secured across relevant startup and industry outlets, directly increasing the client's visibility with their target audience. Beyond individual placements, the structured workflow and documentation meant the client's team could continue outreach independently — or hand off to a new resource — without losing momentum. Helion360's approach ensured the client moved from reactive to proactive in their media relations, with the reporting infrastructure to prove ROI at every stage.