/editorial-workflow

name: editorial-workflow
description: Manage editorial workflows for newsrooms and publications. Use when tracking story assignments, managing deadlines, coordinating editorial calendars, or establishing handoff protocols between reporters and editors. Includes templates for assignment tracking, editorial calendars, and workflow documentation.

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]

### 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 | 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:

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: