The calm after the last issue is deceiving. While the newsroom finally quiets down — or in my case, goes graveyard dead — advisors are already thinking ahead. Not about next week’s layout or photo captions, but about how to start the next semester stronger, smoother, and more prepared. Because every fresh start deserves structure.
How are you going to set the atmosphere for January?
For a long time, I thought preparation meant paperwork, planners, and calendars. But it’s more than that — it’s about setting a tone. The way you begin a semester often determines the kind of newsroom you’ll have for the rest of it. Will it be chaotic and reactive, or steady and productive? Advisors can’t control everything, but we can guide the rhythm.
Reflect Before You Reset
Before diving into new plans, take a moment to reflect on what worked and what didn’t.
Did your staff meet deadlines consistently?
Were expectations clear from the start, or did confusion creep in mid-semester?
Did your editors communicate effectively with their teams?
A short post-semester review — even just a one-page list — can help you pinpoint what needs to change. Keep it honest but focused. Your future self will thank you when you’re not reinventing the wheel in January.
These are great conversations to have with your EIC and section editors — their feedback often exposes blind spots we don’t notice during production.
Revisit and Refresh Expectations
Students thrive when they understand what’s expected of them.
Make time to review job descriptions, production schedules, and editorial standards before the semester begins. Encourage your editors to do the same with their teams.
A short meeting at the start of the semester that reintroduces newsroom structure, communication flow, and deadlines can prevent a lot of mid-semester confusion. Get your editorial staff involved in shaping the newsroom; when they have a hand in creating the system, they take greater ownership of it.
And remember, expectations aren’t about micromanagement — they’re about empowerment. Clarity builds confidence.
Let students bring forth ideas, write them down, and include them in a living handbook — an editable guide that evolves each semester. Having students sign off on it or refer back to it can make them take the expectations more seriously.
Recruit Early, Train Often
Recruitment often comes from word of mouth — students talking to other students already involved in publications. We also try to build relationships with Communication and English professors who see potential in students that might love writing for the paper.
If you know you’ll be short-staffed, ask current editors to recommend replacements before graduation season hits. Even if you can’t fill every position right away, having names in mind helps.
When new staff members do arrive, hold short, focused training sessions. Instead of overwhelming them with everything at once, start with the essentials — how to write a strong lead, how to upload to the website, how to give feedback.
I’ve found it helpful to ask potential writers to submit work from their English or Mass Communication classes. If they’re freshmen, I’ll take a look at their best English assignment from high school. A little evaluation and training upfront can save hours of editing later.
Collaborate and Delegate
Even the best systems face surprises — staff turnover, story cancellations, or breaking campus news. Build flexibility into your schedule. Leave space for catching up, revising content, or pursuing new ideas.
A prepared advisor knows that structure and adaptability must work together.
Plan for Flexibility
Even the best systems will face surprises — staff turnover, story cancellations, or unexpected campus news. Build flexibility into your schedule. Leave space for catching up, revising content, or exploring new ideas.
A prepared advisor knows that structure and adaptability go hand in hand.
As the next semester approaches, remember: a strong start isn’t about perfection — it’s about preparation, communication, and culture. The time you spend setting clear expectations, planning, and investing in your team will pay off long after the first issue hits the stands.
How do you prepare your newsroom for a new semester? What’s one thing you’ll do differently this time? What do you all think about a “Living Handbook”? An editable template you can use and make changes as needed?
