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 | Meaning | Owner |
|---|---|---|
| Pitch | Idea submitted, awaiting approval | Reporter |
| Assigned | Approved, reporter working | Reporter |
| Reporting | Active reporting in progress | Reporter |
| Draft | First draft submitted | Editor |
| Edit | Editor making changes | Editor |
| Revision | Back with reporter for changes | Reporter |
| Copy | Copy editing stage | Copy editor |
| Final | Ready for publication | Editor |
| Scheduled | Queued for specific date | System |
| Published | Live | Complete |
| Hold | Paused, not abandoned | Editor |
| Kill | Story abandoned | Editor |
Status flow
Pitch → Assigned → Reporting → Draft → Edit → Revision (loop) → Copy → Final → Scheduled → Published ↓ Hold/Kill
Story assignment tracking
Assignment record template
markdown## 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:
markdown## 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
markdown## 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:
markdown## 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 | Purpose | Typical lead time |
|---|---|---|
| Reporting | Complete interviews/research | 2-5 days before draft |
| First draft | Submit to editor | 24-48 hours before edit |
| Final draft | After revisions | 12-24 hours before copy |
| Art/photos | Visuals ready | Same as first draft |
| Copy edit | Language/style review | 4-8 hours before publish |
| Publish | Goes live | Set time |
Deadline tracking template
markdown## 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:
- Notify immediately - Don't wait until the deadline passes
- Explain briefly - What's blocking progress
- Propose new deadline - Realistic estimate
- Offer alternatives - Shorter version? Different angle?
markdown## 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:
markdown## 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:
markdown## 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
markdown## 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
markdown## 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:
markdown## 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
markdown## 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.
