Journalist Daily Check List - Hubspot

Here's a handy list of reports and links to help our editorial team stay on top of their daily tasks

There are two key aspects of the Journalist role within the Glam Adelaide team. 

1. Write, schedule and publish daily news to achieve our 40k/day traffic goals,

Manage the workflow and quality of the news element of our content, to ensure we are hitting the daily 40k traffic goal, and producing enough content to fill the next day/weekend's wake up line up. This may incorporate finding breaking news, or high traffic drivers at publish on the site to help a low traffic day to recover, while juggling the upcoming wake up schedule and client needs. 

2. Manage the workflow and quality of the client element of our content, ensuring all members of the team are incorporating their 'paid' work, into the 'free' articles we write, to maintain the traffic goals, while also allowing time to deliver client articles on time, and with a professional level of quality. Ensuring all writers prioritise their client articles is crucial, meeting deadlines, and planning ahead to manage their workflow. Staying across client comms is also essential, to ensure that clients are kept in the loop regarding their packages, and any work being undertaken. Our client relationships our weakest part of the business, and need to be improved. 

DAILY CHECKLIST

1. Traffic

Check the traffic via dashboard.close.one. Use the guide line to determine where we are at for that time of day.

The full link is https://dashboard.close.one/d/0h2KRpL4z/glam-adelaide-dashboard?orgId=2

Benchmark milestones are:

6am - 3000 
9am - 10,000
12pm - 18,000
5pm - 32,000

If these benchmarks are on track, generally speaking, we will hit the 40k by the end of the day.

The below sample shows how we were able to recover a bad traffic day by publishing some high traffic articles in the afternoon. 

High traffic topics include weather, space, changes to train timetables, lotto wins, aurora articles, development articles, businesses closing, strategically timed guides. 

It's important that writers take responsibility for the traffic for their own articles too. They have access to their own dashboards. 

Here's an example of Ben's traffic for today. You can see the sponsored post marked in yellow. These are particularly important to stay on top of. If they aren't getting lots of traffic (1000 view goal), they may need to have their headline workshopped, feature image changed, or social media posts reworked. 

The author dashboards can all be seen by the Senior Journalist to stay on top of. 

2. Client Feature Articles

Before assigning out news articles for the day, it's essential to determine where each writer is at with their client workload. 

Check Hubspot for the feature articles that are overdue, due today, and coming up. Once it's known how many each writer has for the week, other articles can be shared out accordingly. 

Here's the feature article task list: https://app.hubspot.com/tasks/43811754/view/17421596

You can also filter this list by selecting the assignee:

You can also filter by due date, to today, tomorrow, this week etc. 

Another way to view upcoming feature articles, and the distribution amongst the team is in our reports section:

3. Overdue tasks (articles and more)

The task list can be found here: https://app.hubspot.com/tasks/43811754/view/35956867

It's important that this is cleared daily, so that important things don't get overlooked. If a task hasn't been done, or won't be done today, the task needs to be moved to a new, more likely date. 

If a feature article task needs to be moved, as the article won't be published today, or when it's penciled in for, all of the associated social media tasks also need to be moved. This is often forgotten. The tasks for an article package include: Feature article, eNewsletter feature, 2 x Facebook shares, 1 x instagram story. 5 tasks in total. 

4. News articles

When news articles are assigned out in the morning WIP, it's crucial that each writer ensures there is a company, and contact in Hubspot for each article, and that a task is created for each article. 

If no company or contact exist, they will need to be added. This becomes part of the sales process, and helps the editorial team down the track if they ever need to contact that business again. It's an important step that is often missed. 

Queue = News Article

Associated Record = Company, Contact, {Writer's Name} News Article (ticket)

When the article is completed, it will appear in the Editorial Article Dashboard, which will help you to assess how many articles each writer is delivering daily. As some articles are scheduled for the weekend etc, you can't monitor workload via wordpress.  

Editorial Article Dashboard link: https://app.hubspot.com/reports-dashboard/43811754/view/11879367

5. Individual Article Dashboards

Each writer has their own dashboard, which has an array of important tasks highlighted. It's recommended this tab is kept open all day for easy reference:

Fiona's Dashboard: https://app.hubspot.com/reports-dashboard/43811754/view/11863770

Gracie's Dashboard: https://app.hubspot.com/reports-dashboard/43811754/view/11587518

USEFUL OTHER LINKS

1. Current clients

https://app.hubspot.com/reports-list/43811754/113597913/

There is a report you can download and print, which lists off all of our current clients, and when they were last contacted. This can be useful to get to know who we're working with, and to find out if there are any neglected clients who haven't been contacted in the last month or two.

If a client hasn't been contacted in the last 2 months, the writer should reach out to them to touch base, show some love, and see if the client has anything coming up they may want an article about. 

2. Client Brief Form Submissions

https://app.hubspot.com/submissions/43811754/form/fafd7bc4-0686-4eb0-8120-c2cf04895148/submissions

It's important to regularly check this, to ensure all client article brief forms have been delegated out to a writer, and that writer is aware of it, and has contacted the client to let them know they will be working on the article. The writer also needs to let them know if the requested publish date is possible to achieve, and to tee up an interview time. 

3. All Logged Articles Today - Team

https://app.hubspot.com/reports-list/43811754/106432996/

Use this report to determine overall work completed by the team, and each writer daily.