---
name: editorial-workflow
description: Manages newsroom editorial workflows. Use when tracking assignments, managing deadlines, or coordinating editorial calendars.
---

# 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:

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?

```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.*