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/KillStory 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 helpEditorial 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 | 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
## 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?
## 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 offPost-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 warrantedWorkflow 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.*