Editorial workflow management

Newsrooms run on systems. This skill provides templates and processes for tracking stories, managing deadlines, and coordinating between reporters and editors.

When to use

• Setting up story tracking systems
• Creating editorial calendars
• Establishing assignment and handoff protocols
• Managing multiple stories and deadlines
• Training new editors on workflow

Story status taxonomy

Standard statuses

Status flow

Pitch → Assigned → Reporting → Draft → Edit → Revision (loop) → Copy → Final → Scheduled → Published
                                         ↓
                                       Hold/Kill

Story assignment tracking

Assignment record template

## Story: [Slug/working title]

### Assignment details
- **Reporter:** [name]
- **Assigning editor:** [name]
- **Date assigned:** [date]
- **Deadline:** [date/time]
- **Target publication:** [outlet/section]

### Story specs
- **Format:** [brief, feature, enterprise, etc.]
- **Word count:** [target]
- **Multimedia:** [photos, video, graphics needed]
- **Sources required:** [minimum sources]

### The assignment
[What the story is, angle, key elements to include]

### Key contacts
[Sources to interview, PR contacts, experts]

### Background/resources
[Links to previous coverage, documents, data]

### Budget line
[One sentence for editorial budget meetings]

### Status history
| Date | Status | Notes |
|------|--------|-------|
| [date] | Assigned | |
| [date] | [status] | [note] |

Assignment handoff checklist

When assigning a story:

## Assignment handoff

### From editor to reporter
- [ ] Story scope clearly defined
- [ ] Deadline confirmed
- [ ] Word count/format specified
- [ ] Key sources identified
- [ ] Background materials shared
- [ ] Multimedia needs discussed
- [ ] Questions answered

### Reporter confirms
- [ ] Deadline is realistic
- [ ] Have access to necessary sources
- [ ] Understand the angle
- [ ] Know who to ask for help

Editorial calendar

Calendar template

## Editorial calendar: [Week/Month of Date]

### Monday [date]
| Time | Story | Reporter | Status | Notes |
|------|-------|----------|--------|-------|
| AM | [story] | [name] | [status] | |
| PM | [story] | [name] | [status] | |

### Tuesday [date]
[same format]

### Evergreen queue
| Story | Reporter | Ready date | Notes |
|-------|----------|------------|-------|
| [story] | [name] | [date] | [can run anytime after this] |

### Upcoming (next 2 weeks)
| Story | Reporter | Target date | Status |
|-------|----------|-------------|--------|
| [story] | [name] | [date] | [status] |

Planning meeting template

For weekly/daily editorial meetings:

## Editorial meeting: [date]

### Today's lineup
| Story | Reporter | Status | Publish time | Notes |
|-------|----------|--------|--------------|-------|
| [story] | [name] | [status] | [time] | |

### Tomorrow's lineup
[same format]

### In progress (due this week)
| Story | Reporter | Due | Status | Blockers |
|-------|----------|-----|--------|----------|
| [story] | [name] | [date] | [status] | [any issues] |

### Pipeline (next 2+ weeks)
| Story | Reporter | Target | Status |
|-------|----------|--------|--------|
| [story] | [name] | [date] | [status] |

### Discussion items
- [Topic 1]
- [Topic 2]

### Action items
- [ ] [Action] - [Owner] - [Deadline]

Deadline management

Deadline types

Deadline tracking template

## Story: [title]
**Final publish deadline:** [date/time]

### Working backward
| Milestone | Deadline | Status |
|-----------|----------|--------|
| Reporting complete | [date] | ☐ |
| First draft due | [date] | ☐ |
| Art/photos due | [date] | ☐ |
| Edit complete | [date] | ☐ |
| Revisions due | [date] | ☐ |
| Copy edit complete | [date] | ☐ |
| Final review | [date] | ☐ |
| Schedule/publish | [date] | ☐ |

Missed deadline protocol

When a deadline is at risk:

1. Notify immediately - Don't wait until the deadline passes
2. Explain briefly - What's blocking progress
3. Propose new deadline - Realistic estimate
4. Offer alternatives - Shorter version? Different angle?

## Deadline alert

**Story:** [title]
**Original deadline:** [date/time]
**Issue:** [what's blocking]
**New proposed deadline:** [date/time]
**Impact:** [what this affects]
**Alternatives:** [options if any]

Edit handoff protocols

Reporter → Editor

When submitting draft:

## Draft submission: [story title]

**Draft location:** [link/file]
**Word count:** [count]

### What's in the draft
- [Key points covered]

### What's still needed
- [ ] [Outstanding item]
- [ ] [Waiting for source callback]

### Questions for editor
- [Question about structure, angle, etc.]

### Source notes
[Any attribution issues, off-record info, etc.]

### Multimedia status
- Photos: [ready/pending/needed]
- Graphics: [ready/pending/needed]

Editor → Reporter

When returning for revision:

## Edit notes: [story title]

**Overall:** [brief assessment - on track, needs work, etc.]

### Structural changes needed
- [Major reorg, missing elements, etc.]

### Specific fixes
- Line [X]: [issue/change]
- Line [X]: [issue/change]

### Questions to resolve
- [Question requiring reporter input]

### Deadline for revisions
[date/time]

### Discussion needed?
[Yes - let's talk before you revise / No - changes are clear]

Publication checklist

Pre-publish checklist

## Pre-publish: [story title]

### Content
- [ ] Headline is accurate and compelling
- [ ] Dek/subhead summarizes well
- [ ] Lede works
- [ ] All facts verified
- [ ] All sources attributed correctly
- [ ] Quotes are accurate
- [ ] Numbers double-checked

### Style
- [ ] AP Style applied
- [ ] Consistent voice throughout
- [ ] No typos or grammatical errors
- [ ] Appropriate length

### Legal/Ethics
- [ ] No defamation risk
- [ ] Sources of comment contacted
- [ ] Corrections from previous versions applied
- [ ] Embargoes respected

### Multimedia
- [ ] Photos have captions and credits
- [ ] Alt text added
- [ ] Video/audio plays correctly
- [ ] Graphics are accurate

### Metadata
- [ ] SEO headline filled
- [ ] Meta description written
- [ ] Tags/categories applied
- [ ] Author byline correct
- [ ] Publication date/time set

### Final sign-off
- [ ] Reporter reviewed final
- [ ] Editor approved
- [ ] Copy editor signed off

Post-publish checklist

## Post-publish: [story title]

### Immediate (within 1 hour)
- [ ] Story displays correctly
- [ ] Links work
- [ ] Images load
- [ ] No obvious errors
- [ ] Social posts scheduled/published

### Same day
- [ ] Monitor comments/feedback
- [ ] Watch for corrections needed
- [ ] Track initial metrics
- [ ] Respond to any issues

### Follow-up
- [ ] Note any updates needed
- [ ] Document corrections made
- [ ] Capture reader response
- [ ] Plan follow-up stories if warranted

Workflow documentation

Process documentation template

For documenting your newsroom's workflows:

## Workflow: [Name of process]

### Purpose
[What this workflow accomplishes]

### When to use
[Triggers for this workflow]

### Roles involved
| Role | Responsibility |
|------|----------------|
| [Role] | [What they do] |

### Process steps

**Step 1: [Name]**
- Owner: [role]
- Action: [what happens]
- Output: [what's produced]
- Next: [what triggers next step]

**Step 2: [Name]**
[same format]

### Tools used
- [Tool]: [what it's used for]

### Templates/Forms
- [Link to templates]

### Exceptions
- [When normal process doesn't apply]
- [What to do instead]

### Escalation
- [When to escalate]
- [Who to contact]

Onboarding new staff

## Editorial workflow onboarding

### Day 1
- [ ] Access to CMS granted
- [ ] Added to editorial chat/channels
- [ ] Received style guide
- [ ] Introduced to direct editor

### Week 1
- [ ] Shadow experienced reporter
- [ ] Review workflow documentation
- [ ] Complete first assignment (low-stakes)
- [ ] Learn deadline expectations

### Month 1
- [ ] Independently handle standard assignments
- [ ] Know escalation paths
- [ ] Understand publication calendar
- [ ] Comfortable with all tools

### Key contacts
| Need | Contact |
|------|---------|
| Assignment questions | [name] |
| Technical issues | [name] |
| Editorial disputes | [name] |
| HR/Admin | [name] |

Good workflows disappear. You only notice them when they break.