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

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]

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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]

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Tuesday [date] [same format]

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Editorial meeting: [date]

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Tomorrow's lineup [same format]

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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]

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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 | |

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| | [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 | |

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安装