Peter Shankman’s service Help a Reporter Out (HARO) has revolutionized the way publicists and PR practitioners find and respond to reporters’ queries. Based on the premise that “everyone’s an expert at something,” the thrice-daily free email service delivers dozens of queries to a subscriber’s inbox every day. All you have to do is sign up, check your email, and scroll.

But such services have also given any and everyone with an email address access to media contacts. As an advocate of free services, I believe the democratization of media relations is great. But as a former reporter, I know that in the wrong hands, such power can be potentially hazardous.

Dealing with the media requires a certain brand of etiquette, and that may escape an artist or small business doing its own PR.  And that’s completely understandable. That’s why there are professionals that do this sort of thing.

I recently caught up with Jennifer Thomas, a Florida-based travel columnist and editor of an online travel magazine.  She regularly posts queries on HARO.  Should you ever find yourself responding to a posted query, here are 6 tips from Jennifer on how to respond:

1.PITCH ON TOPIC. I know this sounds obvious, but you’d be surprised how often I receive pitches that have zero to do with my query.

2. ANSWER ANY QUESTIONS POSED IN THE QUERY. Please do not say “I have an expert for you, click here,” or “I wrote about this, visit my blog at X”. I want to hear what you have to say about the query and how you think you or your expert fits in. Do not make me work for it. There are too many people responding to posted queries, so those who actually take time to provide relevant information will likely receive follow up questions or be included in the article.

3.MEET THE DEADLINE. If a deadline is included in the query, please, please, please, respond in a timely fashion.  Just today, I am still receiving pitches responding to a specific query from 6 days ago. The article has already been written. If by chance you or your client fit perfectly into a story, then start off by saying “I know your posted deadline has passed, but I have a great source for you. I’ve included specific content below in case you might still be working on the article. If not, I appreciate you considering this client for any future article opportunities.”

4. PROVIDE THE WEB SITE FOR MORE INFORMATION. You’d be surprised how many pitches I receive, particularly for consumer products, that do not include the Web site. I then have to ask for the Web site, which could be a huge delay if the client contact is not immediately available, or I do a search on my own for the appropriate Web site and it may or may not be the right one the client/source wants me to include.

5. USE CONTACT INFO WISELY. I don’t mind being added to press lists for additional press releases or unsolicited pitches personally. Often this received proactive content might spark a story idea for me. So, bring it on. As a general rule though, only pitch me 2x a month per client unless you have a brand like Oprah.

6. KEEP FOLLOW-UP QUESTIONS TO A MINIMUM. If I’m working with you/your client on a story and it is evident that I am including your information, please keep follow up to a minimum. I personally do alert my sources when an article has posted, but that’s not needed…it’s just polite on my behalf. That’s what Google alerts and the pr firm’s searching is for. I ignore the continuous “do you know when it’ll be posted” or “what is your circulation” type questions. Reduce the back and forth please…I am on deadline!!

Can independent PR and Marketing professionals survive the economic downturn? Absolutely. While we all keep hearing about how bad things are, there are still opportunities for marketing and PR pros to grow our businesses, even though many see what we do as the icing on the cake.

Here are 8 ways consultants like me can bring in new clients and hold on to current clients during the downturn.

1.ADD VALUE. Gone are the days of billing your client monthly with no clear, measurable results. Customers these days want to see that the thousands of dollars they pay you each month are giving them million-dollar results. Send them detailed reports that describe more than just your number of billable hours, or build measurement into your scope of work. Offer them fresh ideas and new deliverables outside of your marketing or PR calendar. Consider it a part of your own marketing and retention strategy to give your clients a little more than they pay for.

2. PLANT SEEDS IN FERTILE GROUND. Entrepreneur Magazine has posted its 2009 trends to watch. Among the areas that are expected to experience growth are green/environmentally friendly products and services, health and fitness, web applications, and products or services geared toward baby boomers. So if you’re looking for a new client to pursue, check out businesses in your area that offer these things.

3. KEEP NETWORKING. It’s tempting, especially for start-ups, to forgo the hefty pricetag of many networking events held by professional associations. But in these economic times it’s even MORE important to network, network, network. Who knows, you may be really great with media relations and meet someone who’s an incredible writer. Then they hear of a gig writing and pitching a series of op Eds for a company executive, they remember meeting you, and they pull you into the project. Which brings me to my next tip…

4. FORM COLLABORATIVE PARTNERSHIPS. The power of collaboration is amazing. Brian Clark over at Copyblogger wrote a really great post about collaborating that you should check out. But anyway, form partnerships with people who have skills that complement yours so that whenever big projects come up, you can each take a little piece of the business. Form arrangements with other independents and routinely offer a combined list of services when you’re sending out proposals for new business. No one can do it all, but if your network is strong and talented, you can handle any project.

5. DON’T FORGET YOUR OWN PR. Never miss the chance to get your name and your company’s name out there. You might work hard for your clients, but if you want to increase the name recognition of your agency and eventually land more clients, you’ve got to get out in front. So pitch a story about your company (not just your client) to the media.

6. TELL PEOPLE WHAT YOU’RE DOING. The general public doesn’t always know what we PR and Marketing professionals do on a day to day basis. So join Twitter and post tweets about what you’re doing for your clients. It will remind people of what you do and what you’re good at, so they’ll think of you first if they ever need those skills and services.

7.PUT SOCIAL MEDIA NETWORKS TO WORK. Update your Facebook page and linked in profile with your blog and/or company Web site url and professional bio. You never know who might see your profile. Your long lost high school calculus tutor might be running a company that could use your services. If s/he sees your company web site on Facebook, s/he might just check you out.

8.GET INVOLVED IN INDUSTRY ORGANIZATIONS. Position yourself as a leader by speaking at your local PRSA, IABC, AMA or AD Club functions, or sponsor an association event and get your company name and logo on display. If you can’t afford to sponsor an industry association event, work out an exchange for services. You can edit the newsletter or volunteer your time some other way in exchange for sponsorship status.

So what are your tips? What are some ways you’ve been able to keep clients or get new ones during these tough economic times?