Public Relations Department System
A team managing the company's media image: monitoring, stories, press releases, distribution, and coverage.
From monitoring what's said about the company to a monthly management report — a fully documented PR cycle.
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?
In the “Monitoring” column, cards gather what's being said about the company, the industry, and competitors, along with media appearance opportunities — posted daily by the monitoring officer with sources. A publishable story moves to “Story,” where its angle is built and materials gathered, then to “Press Release” to be drafted in journalistic style and approved by the PR manager before release. Once approved, the card moves to “Distribution,” where the media coordinator sends it to the press list and follows up on responses, then to “Coverage” to document what was published with its links, and the month's highlights are compiled into the “Monthly Report” submitted to management.
Chat is for quick coordination and urgent approval requests — especially in sensitive situations that can't wait. The Forum is the department's documented memory: a bank of ready stories, a coverage archive with links, and records of past crises and how they were handled for the team to consult when needed.
Information flows up and down: the monitoring officer posts what matters as cards, the writer turns them into stories and releases, the media coordinator manages distribution and journalist relationships, and the PR manager approves every release before it goes out and delivers the monthly report. No release goes out without approval, and no coverage is lost undocumented.
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.
PR Manager
Approves every release before distribution, sets story priorities based on monitoring, and delivers the monthly report to management.
Media Content Writer
Turns stories into press releases and news in journalistic style in the “Press Release” column, and prepares supporting materials for each card.
Media Coordinator
Manages the press list, distributes releases, and follows up responses in “Distribution,” documenting coverage and links on the cards.
Monitoring Officer
Monitors daily what is published about the company, competitors, and industry, posting what matters as cards in the “Monitoring” column with sources and an initial significance assessment.
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
Forum sections (4)
- Story BankPublishable stories and media angles collected from company departments — the writer's go-to source when material is needed.
- Coverage ArchiveImportant coverage documented with links and context — a reference for reports or answering inquiries.
- Crises & IncidentsDocumenting sensitive media incidents: what happened, how we responded, and the lesson learned.
- Media RelationsNotes on the journalists and outlets we work with and what content suits each of them.
«Working Rules for This System» — Pinned in the forum
1. No release goes to the media without the PR manager's approval documented on its card. 2. Every coverage item is documented with its link in the “Coverage” column within one day of publication. 3. Sensitive situations are discussed in Chat for speed, then the decision is documented in the “Crises & Incidents” forum section. 4. Daily monitoring is a must every morning — what's worth it becomes a card; the rest is archived. 5. The monthly report is submitted on time even in a quiet month — quiet itself is a result worth stating.
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