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In the run-up to the 16th World Editors Forum being held in Hyderabad, India March 22-25, 2009, the Editors Weblog is running a special series entitled "Doing More with Less." The series highlights major trends that editors-in-chief are using to steer their newsrooms through the difficult economic climate. The second of the series studies newsroom integration at the Finnish business weekday paper, Kauppalehti, which, unable to move into a new building like the Guardian, is working with the limitations of its current office space.

In a country where newspaper penetration ranks third in the world, and where newspapers' share of mass media turnover remains high (31 per cent), Finland's leading weekday business paper Kauppalehti can have confidence in its print product's continued success. Its outlook became even more positive at the end of 2007 when its competitor Taloussanomat ceased print production and went online only. Kauppalehti, owned by the Alma Media Group also offers extensive online services at Kauppalehti.fi, including both free and paid content, and the company broadcasts economic television news on MTV3, the most popular single channel in Finland.

Integration at Kauppalehti is key to keeping a competitive edge in the fast-paced world of business news. Although the paper has integrated substantially, barriers remain, primarily because of the physical layout of the newsroom and limited space. The Editors Weblog spoke to editors-in-chief Hannu Leinonen and Eero Tuomisto and financial news editor Janne Poysti about how far integration has come and how successful it has been.

Kauppalehti first created a joint news desk when it moved offices in 2002. News editors from all platforms now sit together, on a long "super desk" in the newsroom, close to the TV studio. However, the architecture of the building has prevented the creation of one large multimedia centre: the main newsroom is L-shaped and there is not a lot of open space, with "mainly-print" journalists sitting on a different floor. Janne Poysti pointed out that there are greater communication problems between editors and reporters for print services than for online or television.  Eero Tuomisto remarked "I think this sort of integrated newsroom should be round, a big round building with the news desk in the middle, but unfortunately we don't have that." He hopes to move towards this ideal in the future, and explained that Alma Media is considering relocating all its operations into one building within the next few years.

The architecture of Kauppalehti's building has prevented the creation of one large multimedia centre

WHAT IT MEANS IN PRACTICE

The space issue aside, operations have been integrated and streamlined to a significant degree.  A key element is the two joint meetings per day, attended by all news editors and editors-in-chief, to decide which news items will be on which channels and in what order. "In that sense the decision making is very centralised," commented Hannu Leinonen.  The fact that the editors all sit together, "within yelling distance", has been crucial for the success of integration, he explained. Janne Poysti remarked that "journalists work quite closely in Kauppalehti", with television reporters sending their reports to online and print, and vice versa.

Staff have been taught to be flexible, and many people can move between different medias. Leinonen explained that "by rotating people within the organisation we have been able to enhance people's skills so that more people can do multimedia now than five years ago." Tuomisto stressed the importance of good internal marketing, "how you sell the idea to your employees." There was some resistance to changes, but Poysti was confident that "nowadays, everything is going pretty smoothly." Some reporters will write a piece for television and follow it with a longer, more in depth article for the next day's paper.

A crucial part of the integration philosophy at Kauppalehti, however, is that not everybody has to be multi-channel. Tuomisto clarified that "our experience is that every single journalist has to have a home base and be attached to some channel." Editors are also still allocated to a specific platform as "you can't be responsible for everything," Tuomisto explained.

Leinonen explained that "by rotating people within the organisation we have been able to enhance people's skills so that more people can do multimedia now than five years ago."

The markets team, however, is one area of the newsroom that is fully integrated. The group sit by the main news desk and produce a breaking news feed that is sold, as the services of a news agency might be, and they then supplement this with print and television commentaries.

There is also considerable cooperation between teams in terms of content gathering. Tuomisto explained that it was a waste of resources for three or four Kauppalehti journalists to interview the same source, so now they try to coordinate who does what. Often it will be the television crew who carries out the interview, as is the case when Nokia releases its quarterly results, for example, and then the text reporters can use the resulting audio.

NEXT STEP: IMPROVING COMBINED IMPACT

Both editors-in-chief seemed keen to integrate further, but stressed that a fully integrated newsroom would have to wait for a move to new premises. For outlets which cannot afford to make the move to a state of the art multimedia newsroom like those of The Guardian, The Daily Telegraph, or Fairfax, integration will always be a more difficult process.

Meanwhile, Kauppalehti is working to improve its publications and their combined impact.  Integration provides ample opportunity to reduce duplication in the final product. "We are redesigning the newspaper so that we don't publish the news that is already on the website," Leinonen explained. The redesigned product is being released this month.  Additional aims are to stop providing newspaper content free on the Web site, and to develop paid online content.  Tuomisto described the way that the organisation is working to create subscription packages that consist of news and some "added value" in the form of specialist knowledge.

Forecasts for 2009 are, unsurprisingly, relatively pessimistic for traditional media and more positive for new media developments. But not all commentators were as determined as Jeff Nolan that "if 2008 was bad for newspapers, 2009 will be devastating," and many saw hope in the possibility of changes in content and format.  

Content management systems, which permit the smooth exchange of editorial between journalists and subeditors, are becoming a greater part of newsrooms as more staff are axed owing to the economic downturn. In fact, the Press Gazette reports that it's one of the few things that news organizations are "spending serious money on."

Forbes has begun the process of integrating their print and online sections by combining the two ad sales groups.  The complete merging of the two editorial sides will be completed by early 2009, according to PaidContent.

According to Forbes, the move is due to a "changing marketplace."  

In addition to the merging of the two sections, on Friday Forbes announced that it was discontinuing ForbesAuto.com.

Sources: PaidContent, Valleywag

According to Beet TV, the Wall Street Journal is currently training reporters to produce and edit the 25 to 30 videos published on the paper's website.  This is part of an effort to integrate online video with reporting.

In addition, The Washington Post has also been training their staff.  As of June, 185 print journalists at The Post had been trained to produce online video.

This demonstrates the increasing demand for journalists with multi-platform training.  

Source: Media Bistro, Beet TV

On October 14, The Sacramento Bee launched a new website designed to integrate print and online editions and to evolve into a more Web-centric business model, according to Market Watch.  The new website follows a redesign of the print version earlier this year.

The goal was to link the print and online editions in order to reinforce the connection, rather than have readers regard the site as a separate product.

Dominic Carter, trading director at News International has been responsible for boosting profits of The Sun, News of the World, Times and Sunday Times.  Most recently he has decided to invest more in print.  In September, The Sun spent £1.25 million on a sales campaign promoting the newspaper's new national 30p cover-price

Carter stated that it all "depends on the attitude that the newspaper publisher towards their online and offline brands: Our view is that as a business we invest heavily in our offline brands and it will make our online brands more successful as well."

Newspapers around the world are facing a challenging time, not only because of the current difficult economic climate and declining advertising revenues, but also because of the ever more rapid push to multi-platform publishing and the changes to the operation that this has involved. Is it time the whole operating model underwent a shake-up? Neil Benson, Editorial Director - Regionals, at Trinity Mirror believes that newspapers need to radically overhaul the entire structure and that, being from a "conservative industry", they have been "overly-cautious" for far too long.

Benson, and the three Editors of the Birmingham titles affected, have rewritten the rulebook on workflow and newsroom management at the Birmingham Post (Editor Marc Reeves - business orientated newspaper), Sunday Mercury (Editor David Brookes - tabloid) and Birmingham Mail (Editor Steve Dyson - a popular evening paper); and the new system is scheduled to go live in mid-October. Benson says that in previous recessions for the media industry, the standard way newspapers have responded is to cut the pagination of the paper and axe staff, but Trinity felt that this was simply "inadequate". Benson says, "The financial pressure is nothing new, but the additional factor is the internet and convergence and the effect that this is having on the industry, so we felt that rather than do the straightforward cost-cutting, we needed to do something much more imaginative." The Editors Weblog spoke to Benson to get all the details.

Rethinking workflow

Trinity Mirror has been using the same tried and tested newsroom workflow as most other newspapers, ie, (1) journalist writes the article, (2) submits it to the news desk, (3) designer fits the story into the page, (4) sub-editing desk scrutinizes, and (5) final revision and publication. This whole system has been completely turned on its head, with Benson stating, "We are truly a multi-media business now, so lets structure for that." The old five-step system has now been honed down to just three steps: create, place and complete. Benson says that not only did they have to look at the overall operating costs in the current difficult economic climate, but they also wanted to fully integrate multi-media working practises into the operation. With the advent of new publishing platforms, such as mobile and the Internet, newsrooms have had to adapt rapidly and have thus frequently "bolted-on" on new practises to the traditional model. Benson wanted to revamp the whole process so that multimedia is fully integrated into the operation.

The new workflow system is as follows:

1) Reporters - who will now be known as multimedia journalists*, - create the content.
2) Send to the "Multimedia" desk where a newly trained multi-skilled team will not only check the copy but also place it into heavily templated pages. This is the key step in the reinvention; here Trinity have merged the news editing and production function into one.
3) Page finishing, revising and tidying up.

Benson says he cannot remember such substantial changes being made to a newsroom in 35 years. Not only will this system help to cut costs and integrate multimedia publishing, but it will also cut down on the time between a reporter finding a story and it appearing in print or online. Furthermore, the three titles at Trinity Mirror Midlands will all be sharing a newsroom; so if a big story breaks the merged newsroom can push more resources towards the story and cover it more thoroughly than was ever possible before.

Integrated newsroom - open space and collaboration

One of the key areas where the changes can be seen is in the newsroom team itself; the individual Head of Content or Head of Sport for each title will be merged and will now work across all titles and channels. Furthermore, the whole team, including advertising and sales, will all be on one floor working together.

In the centre of the new newsroom (the whole team is moving to a new purpose-designed site in Birmingham in about a month's time) there will be a structure that Benson describes as being "like a broken doughnut" (ie, a round structure, open at two points for exit and entry) which is the multimedia desk: everything will be directed from this central hub. It will also contain the conference table where all of the news meeting will take place, making it open to the entire staff rather than in the Editors office behind a closed door as in the past. This structure also enables the multi-media desk staff to always be at their workstations even during the news meetings.

Furthermore, over the summer, a new publishing system was introduced called "Content Watch" (produced by a MediaSpectrum) which is completely web-based making it possible to file copy and sub copy from anywhere.

Training journalists: the "nuts and bolts" of integration

The training programme undertaken to make this radical change in structure possible has been comprehensive. Benson describes the training as "nuts and bolts" and philosophical, ie, enabling the team to "think" multi-media when they are working.  Staffers are all being equipped with laptops for filing on the move and Smartphones (Nokia 95 Smartphones for shooting video, streaming video, and take digital pictures), so there have been practical training sessions for the new kit, being led by the Head of Multimedia and the editorial training manager.

The team have brought in Paul Bradshaw from Birmingham City University, who has an online journalism blog, for the philosophical side; the sessions involve talks on multimedia and issues surrounding it for senior staffer, who will then "percolate this knowledge down". The staff have also been attending a series of multimedia awareness sessions led by Andrew Dickinson from the University of Central Lancashire, who also has a journalism blog.

Benson is very clear on the importance of this training programme, "We are asking people to do something very new, and unless you invest in the training it is not going to work."

Managing the team through unfamiliar waters

Another key consideration for Trinity Mirror in this reinvigoration of its newsroom has been its staff. The process resulted in 65 voluntary redundancies at the newspapers and this understandably caused concern for staffers at the group's Birmingham titles. Furthermore, with the whole workflow system being turned on its head, staffers were required to apply for roles within the new structure. This, reports Benson, was a difficult decision and one "not taken lightly". However, the changes in structure are so radical that they felt it was necessary to take this step to underline the enormous change the Birmingham titles were undertaking, and for the staff to truly consider if they wanted to be involved in it. Benson reports, "We had our eyes open, we expected a big reaction."

Bearing this in mind, management moved ahead quickly and launched a consultation period where staffers had one-to-one sessions to discuss concerns and ask questions. Rapidly after, the job application process started.  

The UK's National Union of Journalists took a role in the process, telling management that they would fight any forced redundancies; thankfully, the voluntary process proved successful and a strike was averted. Benson reports that communication was open with the union throughout the process.

With hindsight?

Trinity Mirror Midlands is nearing the finishing line in this whole process, but with the benefit of hindsight, would they have done anything differently? Benson says that he does not feel that there is a "fundamental" in the process that they got wrong. He does believe that the communication process with staff is vital and needs to be as open and detailed as possible. For Trinity, communication has been, "pretty good, but more would have been better."

Furthermore, with the office move planned well in advance and with Trinity's desire to undertake the changes before the office move so teething problems could be ironed out, lack of time was an issue. Benson says, "Ideally, a bit more time, but then again I have been involved in projects in the past where you can give yourself too much time. Being journalists, we all like a deadline."

* The multimedia journalists role now involves shooting video, taking picture, and so forth, as well as being equipped to file from anywhere with the new web-based publishing platform.

This week, the Omaha World-Herald - the largest employee-owned news publisher in the United States - will replace "production silos" with an integrated approach to production for its morning and evening print papers and www.omaha.com.

The Wolrd-Herald has selected Saxotech Mediaware Center to facilitate its integration for more than 200 staff members.

The Omaha paper is only the latest to integrate print and online production. Last month, the Guardian announced plans to integrate web and print; also in May, the LA Times created a new "Visual Journalism" department, to merge their print and web photo desks.

Source: Editor & Publisher