PR & Media Agency System
PR and media agencies managing their clients' media reputation under monthly retainers.
A living media plan for every client from monitoring to the monthly report, with a documented crisis room and coverage proven with links.
No credit card required — your project is set up with the full system in under a minute
This is the system board as you'll receive it: workflow columns and starter cards showing the first steps
How does work flow in this system?
Every client has a media plan running on the board: cards start in “Monitoring”, tracking industry news, what is published about the client and their competitors, and available press opportunities. Viable stories then move to “Preparation”, where writers draft press releases, articles, and content. After the account manager's and the client's approval, the card moves to “Distribution” for sending to journalists and platforms, then “Coverage” to document what was actually published with its links and screenshots, and finally the month's harvest gathers in “Monthly Report”, which measures reach and impact and is presented to the client.
The Forum is the crisis-management room: any negative news about a client gets an immediate topic documenting the situation, the approved response, who speaks for the client, what was said, and what resulted — so nothing is improvised in Chat under pressure, and the lesson stays preserved for the next crisis. Chat remains for quick coordination: a journalist needing a response now, or an urgent edit to a release minutes before it goes out.
Announcements conveys to the team what matters to all clients: a major media platform changing its policies, an upcoming national season that requires preparing content early, or an official circular on account publishing policies. Dues records clients' monthly retainers, their renewals, and paid-distribution expenses, so the account manager knows the value of every contract and weighs it against what is delivered monthly in the report — because renewal is built on documented impact, not impressions.
Who does what?
The operational roles in this system and each role's responsibility in daily work — assign them to your team as-is or adapt them to your reality.
Account Manager
Owns the client relationship, approves releases and content before distribution, leads crisis topics in the Forum, and presents the monthly report and drives renewal.
Writers
Draft press releases, articles, and content in “Preparation”, and pick up press opportunities from the “Monitoring” column and turn them into publishable stories.
Distribution Coordinators
Manage the journalist and platform lists, send materials in “Distribution”, and document coverage with links and screenshots in “Coverage” as soon as it appears.
What's prepared for you from day one?
System units
- Tasks — A kanban board with workflow columns and execution cards
- Chat — The team's fast daily coordination channel
- Forum — Documented discussions in organized sections — decisions and knowledge that never get lost
- Announcements — The official voice of management — circulars and alerts that reach everyone
- Dues — Internal money with strict privacy — dues, advances, and expenses
Forum sections (4)
- Crisis ManagementAn immediate topic for every crisis, documenting the situation, the approved response, the official spokesperson, and the outcome — a record to return to.
- Press Angles & StoriesPublishable story ideas for every client with their right timing and the best-fit journalist.
- Media Contacts DatabaseThe team's notes on journalists and platforms — their preferences and responsiveness — updated after every distribution.
- Past Reports & ResultsHighlights and lessons from previous monthly reports — the foundation of upcoming plans.
«Working Rules for This System» — Pinned in the forum
1) No material is published outside the system: every release or content piece is a card that passes through preparation and approval before distribution. 2) Crises get an immediate topic in the “Crisis Management” section — managing them in Chat is forbidden. 3) Every coverage is documented with its link and screenshot in “Coverage” the day it appears. 4) Nothing is sent to journalists except what the account manager and the client approved on the card. 5) Monthly retainers and distribution expenses are recorded in Dues as they occur.
Welcome announcement: «Welcome to the PR System»
From today, our clients' plans run on the board from monitoring to the monthly report, and every crisis is managed in a documented Forum topic, not in Chat. Start by monitoring your clients' and their competitors' news today; anyone with a question about the workflow will find it in the pinned “Working Rules” topic in the Forum.
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