PR Newsroom Pitching Pipeline Template
Turn every pitch into a live newsroom map
PR pros don’t have time to dig through inbox labels to remember which story is ready to pitch. This Instaboard keeps your story leads, press-kit gaps, personalized reporter research, and live outreach inside one canvas so the whole crew sees exactly where work sits. Duplicate the built-in Story Brief, Reporter Touchpoint, Asset Checklist, and Follow-Up Log cards, assign owners with due dates, and drag them through the Newsroom Pitch Flow as you secure interviews and coverage. Labels, attachments, and comments move with the card, so every follow-up, asset request, and amplification task stays visible without another spreadsheet.
- Spot and prioritize newsroom-ready stories without leaving the board
- Assign owners, due dates, and labels that travel with every pitch
- Duplicate reporter and asset micro-templates in seconds
- Store links, files, and approvals beside the work
Kick off in Monitor Story Leads
Open the Monitor Story Leads list and duplicate the Story Brief card for each pitchable moment. Fill in the hook, target beat, and proof points, then assign the teammate owning that story. Set the embargo or launch date as the due date and tag High-priority outlet when it needs day-of coverage. Attach planning docs or dashboards so anyone can scan the context without leaving Instaboard.
Lock newsroom assets fast
Drag any card that still needs files or quotes into Newsroom Assets Locked. Duplicate the Asset Checklist card, name the owner, and spell out the missing deliverable so approvals are clear. Tag Needs spokesperson or Waiting on approval until the legal or design team clears it, and drop the draft file or folder link right on the card. Once the attachment is final, clear the tag and move the card forward.
Personalize every reporter touchpoint
In Target List Personalization, duplicate the Reporter Touchpoint card before you email anyone. Capture their outlet, recent story link, and the angle you’ll reference so teammates see the context at a glance. Assign the relationship owner, add a due date for when the pitch should leave, and apply Embargoed if the story is under wraps.
Pro tip: Use comments on the card to capture quick Slack snippets or extra background quotes.
Send pitches and stay on cadence
Move the card into Pitches & Follow-Ups Live the moment your email or DM goes out. Update the description with the CTA you offered, attach the sent thread from your CRM, and set the follow-up due date before you leave the list. Apply the Follow-up sent label after each nudge so the rest of the team sees the real-time status.
Prep interviews and delivery
When a reporter bites, slide the card into Interviews & Coverage and convert it to a task if you owe prep work. Assign the spokesperson wrangler, attach run-of-show notes, and use the Asset Checklist card inside the list to make sure b-roll, quotes, and customer references get delivered on time.
Amplify wins and feed the newsroom
As soon as coverage is live, drag the card into Amplify & Report and duplicate the Follow-Up Log or Coverage recap structure to track distribution. Tag Coverage live, paste the URL, and outline how marketing will boost it across paid, social, and customer channels. Attach final analytics or investor notes so leadership has the full picture without pinging the PR team.
What’s inside
Story radar lane
Monitor hot angles with the Story Brief card so you can log research, due dates, and priority labels before anyone drafts a pitch.
Newsroom asset tracker
Assign Asset Checklist cards to teammates responsible for quotes, hero visuals, and press-kit files so approvals never bottleneck.
Reporter personalization queue
Use Reporter Touchpoint cards to capture beats, recent articles, and custom angles before outreach leaves your inbox.
Live pitch + follow-up lane
Log every send, due date, and Follow-up sent label in one view so the team knows who is waiting on a response.
Coverage + amplification zone
Drop drafts, final links, and amplification tasks into the last lane to brief marketing and execs instantly.
Why this works
- Keeps story ideas, assets, and reporter research inside one view
- Ties every pitch and follow-up to an owner with a clear deadline
- Moves coverage artifacts and amplification plans together
- Surfaces bottlenecks early with labels like Needs spokesperson and Waiting on approval
FAQ
Can I track multiple campaigns at once?
Yes—tag each card with the campaign name or duplicate the template per launch so every newsroom push stays scoped.
How do I keep embargoed assets secure?
Apply the Embargoed label, restrict board access to cleared teammates, and store sensitive files inside the card so attachments don’t float around inboxes.
Where should I log agency or freelancer partners?
Mention them inside the Reporter Touchpoint card description or add them as assignees so owners and due dates remind them to follow up.
Does this work for analyst briefings too?
Absolutely—swap reporter names for analyst firms, keep the same stages, and attach briefing decks or scorecards in the Interviews & Coverage list.