editorial-workflow

# 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-recor