How to Build an Editorial Calendar That Keeps Your News Site on Track

Stay consistent and relevant with a smart editorial calendar. Learn how to plan, schedule, and organize content for your Substack news site.

Editorial Calendars 101: Stay Consistent, Relevant & On Schedule

Hey, Reginaldo Osnildo here!If there’s one secret weapon that separates chaotic content from a professional news operation, it’s this:An editorial calendar.

I know—it sounds a little boring. But if you’re serious about building a reliable, respected local news site, a calendar is your best friend.

In this post, I’ll show you exactly how to build one that:

• Helps you stay consistent
• Makes your life 10x easier
• And keeps your audience coming back every week

Let’s go!

1. Why You NEED an Editorial Calendar

Here’s what happens without one:

• You forget to publish for days (or weeks)
• You scramble for content last-minute
• Your audience doesn’t know what to expect
• You burn out (been there, trust me)

Now here’s what happens with one:

• You publish regularly
• You always know what’s coming
• You stay on top of breaking news AND long-form stories
• Your audience builds trust in your rhythm

That’s the difference between being a content creator and being a news outlet.

2. Decide How Often You’ll Publish

Don’t overpromise. Start small and build up.

Here’s a common structure for local Substack publishers:

• 1x Weekly Newsletter: A roundup of the top stories
• 2–3x News Posts Per Week: Quick updates, alerts, or community news
• 1x Monthly Feature: Deep dives, interviews, or investigations
• Bonus Posts: Breaking news, reader polls, special columns

Pick a pace that feels sustainable—consistency matters more than quantity.

3. Use Simple Tools to Stay Organized

You don’t need fancy project management software. Here are 3 free (or freemium) tools I personally recommend:

• Google Calendar: Great for seeing your publishing schedule at a glance
• Trello: Use columns like “Idea,” “In Progress,” “Scheduled,” “Published”
• Notion: A flexible tool where you can build a custom editorial dashboard

Even a basic spreadsheet will do—just don’t try to keep it all in your head.

4. Break Down the Types of Content You’ll Cover

Not all news is the same. Your calendar should reflect a variety of content types:

Having this variety makes your site feel alive and dynamic.

5. Include Community & Seasonal Events

Use your editorial calendar to plan ahead for things like:

• Local elections
• Holidays and seasonal festivals
• School year starts
• Budget hearings
• Public health campaigns
• Cultural observances

Plug these in as anchors, then build supporting content around them.

For example:

• Pre-event coverage: “What to Know Before This Weekend’s Festival”
• During: Live updates, photo stories
• Post: Recaps, winners, community reactions

6. Leave Space for Flexibility

Yes, plan in advance.But also—leave room for the unexpected.

News happens. Stories evolve. Tips come in.So reserve at least 1 flexible slot per week for things like:

• Breaking news
• Reader-submitted stories
• Community alerts

Think of your editorial calendar like a framework, not a prison cell.

7. Track Performance and Adjust

Substack gives you basic analytics—use them!

Ask yourself:

• What kind of stories get the most opens/clicks?
• Are newsletters being opened on certain days more than others?
• Are long-form posts performing better on weekends?

Based on that info, tweak your calendar.Example: If Friday newsletters get low opens, switch to Tuesday.Or if event recaps perform well, schedule more!

8. Build a Monthly Planning Ritual

Here’s what I recommend:

• Block 1–2 hours at the end of each month
• Review your past posts: What worked? What flopped?
• Sketch out key content and events for the next 4 weeks
• Assign publishing dates and content types
• Identify gaps or slow weeks and fill with lighter content

This monthly check-in keeps your calendar fresh, strategic, and exciting to follow.

Want My Full 30-Day Editorial Action Plan?

If you liked this breakdown, you’re going to love what I’ve built inside my complete e-book.

I included a 30-day action plan with daily tasks that walk you through:

• Launching your Substack site
• Planning your first month of content
• Engaging your audience from day one
• Monetizing without pressure
• And more!

Grab your copy here:👉 Local Journalism on Substack: How to Create a Low-Cost, Monetizable News Site and Newsletter Network

You don’t need a newsroom to be a news leader. You just need structure, strategy, and a little guidance—and I’ve got your back.