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Research is crucial for communications professionals, providing valuable context and factual information to manage public perception, stakeholder engagement, and brand advocacy. Known in the industry as ‘backgrounders’, these detailed documents about a company, person, product, or issue can now be efficiently created using AI. Here are the best tips and tricks to streamline the process.  

Clearly Define Your Research Request 

Start by identifying exactly what the backgrounder needs to achieve. Consider the following: 

• Intended Reader: Identify who will read the document, such as a C-suite executive or an internal team member.  

• Information Required: Determine the type of information needed, whether it’s company history, financial details, an overview of news outlets, or a journalist’s work history.  

• Presentation Preferences: Consider client preferences regarding tone, style, or depth of analysis, such as a formal tone or a focus on detailed financial data.  

Pro Tip: Be as specific as possible in your initial request to ensure that the AI generates a relevant and targeted draft. 

Outline Objectives When Prompting

When prompting the AI to create a research backgrounder, it’s essential to clearly outline all core details to ensure the generated content is accurate and relevant. Ensure you:  

• Identify the Target: State the name of the company, product, or topic you want the backgrounder to cover. This ensures the AI knows exactly what to focus on and can gather information that is pertinent and precise.  

• Specify Information Needs: Outline any specific questions or information requirements. For instance, if you need insights into “recent leadership changes” or details about “key product launches,” mention these explicitly. This guides the AI to prioritize these areas, saving time and providing you with focuses information on the aspects most important to your objectives.  

• Include Relevant Context: Share any pertinent context from the client or previous communications. This could include insights into the client’s strategic goals, historical brand narratives, or any ongoing projects that may influence the backgrounder. Providing this context helps the AI understand the bigger picture, crafting content that is aligned with the client’s current needs and long-term vision.  

Leverage PR AI Tools 

Utilizing specialty PR-tailored AI platforms, such as Précis AI, can significantly enhance the efficiency and quality of backgrounders by leveraging AI’s advanced capabilities: 

• Research & Drafting: Use AI chatbot features like XénoBot to conduct thorough research and gather the most recent, credible information. This AI can compile a well-organized draft, providing solid foundation that can be refined further. By automating this stage, you can focus on strategic insights rather than spending hours on manual research. 

• Fact-Checking: It’s crucial to ensure the accuracy of the information in your backgrounder. AI systems can automatically verify key data points and sources, reducing the risks of errors and enhancing the credibility of the document. This ensures that the backgrounder you present is trustworthy and reflects well on your professionalism.  

• Formatting: AI can adhere to your requests for specific formats, such as using bullet points or brief paragraphs, ensuring alignment with your brand’s communication style.  

Customization Tip: Enhance your AI-generated content by incorporating your brand’s distinct tone. Provide examples of previous backgrounders or messaging documents to ensure the AI produces content that resonates with your audience and reflects your brand’s identity.  

Review, Edit, and Finalize 

While AI performs much of the groundwork, your expertise is indispensable. Apply Précis’ best practices, ‘Collect → Craft → Draft → Refine’ to ensure high-quality AI content outcomes: 

• Collect: Verify that all necessary information is accurately included.  

• Craft: Examine the nuance and context to ensure adherence to the original request.  

• Draft: Ensure the brand voice and messaging are consistently reflected throughout the document.  

• Refine: Make necessary adjustments to the draft so that it meets both external and internal standards.  

By following this process, you can ensue the final document is polished and aligns with your strategic goals. 

Deliver and Move Forward 

Finalize the document in your required format, such as PDF or Word, and send it directly to your client or internal stakeholder. By streamlining the research and drafting processes with AI, you can deliver swift, high-quality results, even under tight deadlines.   

The Bottom Line 

Using AI for research background creation brings precision, speed, and consistency, empowering PR professionals to surpass client expectations and meet tight deadlines. Combining the efficiency of AI with expert human oversight leads to backgrounders that are comprehensive, relevant, and consistent with your brand.  

For more insight into how to utilize AI in PR workflows, visit our 100 Best Uses for AI in PR blog post.