Table of Contents
Table of Contents
Launching a campaign is exciting, especially if you’re rolling out a new book or building buzz around a debut author.
You’ve planned the launch, found the right journalists to pitch to, and hopefully coverage starts to roll in. But then comes the not-so-fun part. Trying to make sense of all the coverage, working out who is talking about what, how your content is landing, and whether it is even reaching the right audience can be tedious.
Hours disappear just scrolling through lists of mentions, tagging articles, trying to spot patterns. And if your team is juggling different genres, campaigns or managing multiple authors at the same time, it can get messy fast.
Many PR teams at publishing houses spend hours manually processing coverage. They are checking which titles got mentions, who wrote about them, whether coverage was positive or negative, and compiling it all into reports. It is repetitive, time-consuming work and it often leaves little room for thinking strategically about the next campaign.
It’s easy for things to get mixed up – romance coverage might end up in the same list as horror, mentions for an older campaign can get buried under new launches. Suddenly, what should be a clear picture of media coverage becomes a tangle of spreadsheets, notes, and tabs, leaving teams frustrated and overwhelmed.
There’s a smarter way
We’ve built a new organisational system – Workspaces and Smart Folders – simple ideas that make a big difference. They’re the kind of tools we wish every PR team already had, because it makes staying on top of campaigns so much easier.
Whenever I speak to PR teams at publishing houses, they’re often surprised when they realise how flexible Workspaces and Smart Folders are. You can use them to keep track of imprints, departments, campaigns, authors, or even broader industry trends – and you can set them up in a way that actually fits how your team works.
If one team looks after adult trade titles, they can create a dedicated Workspace, pulling together all the coverage related to their department in one place and then create Smart Folders to organise the imprints, titles, authors or themes within that department. It becomes much easier to spot what is getting attention, what journalists are writing about, and what kind of stories are landing.
In Smart Folders, the team can reveal or hide certain books or authors that they’re prioritising, see a clear picture of how the campaign is performing, and even receive daily newsletters with insights – so everyone stays in the loop without digging around for updates.
Meanwhile, the team next door might be handling academic titles. They can set up their own Workspace or Smart Folder, completely separate from adult trade, keeping their coverage focused and easy to follow. Each team gets their own space to organise, analyse, and understand their work without anything getting lost or mixed up along the way. Easy, right?
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Turning early signals into smarter reputation management
There’s also a huge benefit when it comes to reputation management – staying ahead of potential issues before they become crises is essential. Managing an author’s public profile is often just as important as promoting their latest work. Opinions shift quickly, conversations spread fast, and a single piece of coverage can easily shape how a book or its author is perceived.
With Smart Folders, you can set up dedicated spaces for each author you’d like to monitor, giving you a live view of how they’re being covered, what tone the coverage takes, and how sentiment is changing over time.
For a high-profile release, for instance, a PR team can track mentions, gauge tone, flag any sudden spikes in attention, and receive instant alerts – then refine messaging, engage journalists, or align internally before small issues gain momentum.
It’s not just about reacting when something goes wrong, but spotting the early signs – a change in narrative, a jump in mentions, or an unexpected story taking hold.
Why Smart Folders are essential for publishing PRs
To save hours of admin, eliminate communication silos and keep your coverage organised, Smart Folders make tracking coverage far less manual, quietly fitting into your workflow while making a noticeable difference every day.
In the end, they help teams spend less time understanding coverage and more time generating it – a real advantage for publishers managing multiple campaigns and authors at once.
Sam Hodgkinson
MEDIA INTELLIGENCE YOU CAN TRUST
We’re with you, every step of the way
One login. Multiple solutions.
Roxhill’s all-in-one media intelligence platform will save you time, highlight your impact, and drive your business forward.
MEDIA INTELLIGENCE YOU CAN TRUST
We’re with you, every step of the way
One login. Multiple solutions.
Roxhill’s all-in-one media intelligence platform will save you time, highlight your impact, and drive your business forward.
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