If you’ve ever worked in PR, you’ll know there’s a lot of spinning plates and wearing a lot of hats.

And sometimes you can spin a hat and wear a plate and it all gets a bit chaotic.

There are press releases to write, journalists to chase, campaigns to plan, and about a hundred emails to answer. Staying organised is a huge part of the job. That’s where my trusty Kanban board (among many other organisational obsessions) comes in.

What is a Kanban Board?

A Kanban board is a visual tool that helps you manage tasks by moving them through stages. These stages are usually something like “To Do,” “Doing,” and “Done.” Think of it as a to-do list with a bit more movability.

I use a lot of different versions of a Kanban board. I have digital ones and physical ones, and I reset them and try new iterations often. I’ve used everything from a notebook or A3 paper, to tools like Excel, Trello and Notion. The principle is always the same.

My PR-friendly approach

Over the years, I’ve tweaked my board to reflect the way I actually work. Here’s how I’ve got it generally set up now:

• With me – These are the tasks I’m actively working on. Writing copy, building media lists, planning campaigns – basically, anything that’s currently sitting with me.
• With the client – This is for anything I’ve sent off to a client for review or approval. It helps me keep track of what I’m waiting on so I don’t accidentally chase them too many times!
• With a journalist – Pitches sent, interviews scheduled, follow-ups pending – it all goes here. It’s a great way to keep tabs on media outreach without digging through your inbox.
• On hold – This is my “not right now” column. Maybe I’m waiting on an event date, or a client’s budget sign-off. It’s not dead in the water, just on pause.

And of course, when it’s done it comes off the board altogether (I keep a note of those elsewhere).

Why it works

PR is fast-paced and often reactive. My Kanban board gives me a clear view of what’s happening, what’s stalled, and what’s next.

It also helps me communicate better with clients and teammates. If someone asks for a status update, I can give them a clear answer without rummaging through emails or WhatsApp threads.

A few tips

• Use labels. I colour-code by client, which makes it easy to scan the board and see where my time’s going.
• Review regularly. I do a regular tidy up – move things around, archive what’s done, and prep for the next day/ week.

Kanban boards won’t stop last-minute requests or magically make journalists reply faster (if only), but they will help you stay on top of your workload and feel a bit more in control. And in PR, that’s no small thing.