How to Plan Media Outreach in ClickUp

ClickUp helps marketing and PR teams turn scattered media outreach ideas into a clear, repeatable workflow that is easy to track, optimize, and scale.

This how-to guide walks you step-by-step through using the Media Outreach Planner in ClickUp: from setting goals and organizing contacts to drafting pitches, tracking replies, and reporting on campaign performance.

Step 1: Access the Media Outreach Planner in ClickUp

Start by opening the Media Outreach Planner view in your ClickUp workspace. This central hub is designed to keep all your outreach tasks, contacts, and content in one place.

1. Log in to your workspace.

2. Navigate to the space, folder, or list where you manage marketing or PR work.

3. Select the Media Outreach Planner view associated with AI Agents and campaigns.

Once opened, you will see tasks that represent outreach items such as press releases, pitches, or campaign announcements. Each task includes fields for status, owners, due dates, and other key details.

Step 2: Define Media Outreach Goals in ClickUp

Before building out tasks, clarify what you want to achieve with your outreach in ClickUp. Setting clear goals keeps every task aligned with results.

• Decide on primary objectives, such as brand exposure, lead generation, or partnership development.

• Estimate target numbers for placements, mentions, or responses.

• Identify priority channels: online publications, podcasts, newsletters, or social media outlets.

Create a parent task or list description that documents these goals. This gives your team a visible reference so every outreach activity connects back to measurable outcomes.

Step 3: Build Your Media Contact List in ClickUp

Use ClickUp tasks and custom fields to organize and segment your media contacts. This creates a living database that can be reused for future campaigns.

Organize Contacts by Segment in ClickUp

Create one task per media contact or one task per outlet, depending on how you prefer to work. Then add structure with fields such as:

• Outlet name

• Contact name and role

• Email or preferred contact channel

• Location and time zone

• Beat or topic focus

• Relationship status (new, warm, active partner)

Group or filter tasks by these fields so you can quickly find the right journalists and outlets for specific announcements.

Tag Priority Contacts Inside ClickUp

Use tags or custom fields to highlight VIP contacts or high-impact outlets. For example, you might add tags such as “Tier 1”, “Industry Leader”, or “Fast Response”. This makes it easier to build targeted outreach lists directly inside ClickUp.

Step 4: Plan Outreach Campaigns with ClickUp Tasks

Transform your strategy into actionable campaigns by creating task structures that represent each outreach initiative.

Set Up Campaign Tasks in ClickUp

1. Create a parent task for each campaign, such as “AI Agents Launch PR Campaign”.

2. Add subtasks for key activities, for example:

   • Draft press release

   • Compile target contact list

   • Send first outreach wave

   • Send follow-up messages

   • Collect coverage links

3. Assign owners and due dates so each activity has a responsible person and a timeline.

Use task descriptions to store campaign briefs, key messages, and links to supporting assets.

Use ClickUp Views for Outreach Planning

Switch between different views to visualize campaign progress in the way that works best:

• List view: See every outreach task with details in a compact layout.

• Board (Kanban) view: Drag tasks through stages like “To Draft”, “Ready to Send”, “Sent”, and “Responded”.

• Calendar view: Map pitches and releases on a timeline to avoid scheduling conflicts.

Step 5: Draft and Personalize Pitches with ClickUp AI Agents

From the Media Outreach Planner page, you can leverage AI functionality to accelerate pitch creation while keeping everything organized in ClickUp.

Use ClickUp AI to Draft Pitches

Open the task for a specific announcement and use AI tools to generate or refine your pitch content. Typical steps include:

• Provide a clear prompt describing the announcement and target audience.

• Ask AI to generate a first-draft email pitch or press release summary.

• Review and edit the copy to align with your brand voice and messaging.

Store the final draft in the task description or as an attachment so your team can collaborate and maintain version history.

Personalize Outreach at Scale in ClickUp

Use your structured contact data to create personalized variants without losing efficiency:

• Reference each contact’s beat and previous coverage in your pitch.

• Segment tasks by persona or outlet type and adapt angle or subject lines.

• Track which message variants perform best over time.

Because all versions live in ClickUp, you maintain a single source of truth for every campaign.

Step 6: Track Outreach Status and Responses in ClickUp

Accurate status tracking is essential to avoid duplicate outreach and missed follow-ups.

Set Clear Status Stages in ClickUp

Customize your workflow stages so each outreach item has a clear state. Common stages include:

• Planned

• Drafting

• Ready to Send

• Sent

• Follow-Up Scheduled

• Interested

• Confirmed Coverage

• Closed

Move each task through these statuses as you progress. This makes it simple to open your ClickUp board and instantly see where every pitch stands.

Log Responses and Coverage Details

For each contact or outreach task, add updates whenever you receive a reply or coverage:

• Use comments to record email summaries or questions.

• Add a custom field for “Response Type” (Positive, Neutral, Negative, No Response).

• Attach or link to published articles, podcast episodes, or social posts.

This running history helps you maintain strong relationships and quickly understand which angles and outlets perform best.

Step 7: Report on Performance with ClickUp

Once your outreach is underway, turn your collected data into insights and reports directly from ClickUp views and fields.

Monitor Key Metrics in ClickUp

Use fields and filters to track performance indicators such as:

• Number of contacts pitched per campaign

• Open or response rates based on status changes

• Confirmed placements and coverage links

• Top-performing message angles or topics

Save dashboards or views that highlight these metrics so stakeholders can get an at-a-glance understanding of outreach impact.

Refine Future Outreach Campaigns

Review your completed tasks to find patterns:

• Which outlets consistently respond quickly.

• Which story types or formats generate the most interest.

• Optimal days and times to send pitches.

Use these insights to adjust your next campaign’s target list, messaging, and schedule. Because everything lives in ClickUp, you can iterate on a proven framework instead of starting from scratch.

Collaborate Seamlessly on Media Outreach in ClickUp

Media outreach is a team effort, and ClickUp provides collaboration tools that keep everyone aligned.

• Assign tasks to specific owners for drafting, review, and sending.

• Use comments and mentions to request approvals or provide feedback on pitches.

• Share views with leadership so they can monitor campaign progress without interrupting the team.

This shared workspace reduces miscommunication, prevents overlapping outreach, and speeds up decision-making across marketing, PR, and leadership teams.

Next Steps and Helpful Resources

To explore the original Media Outreach Planner and AI Agents experience, visit the official page at ClickUp Media Outreach Planner. There you can see how structured templates and AI features combine to streamline every stage of media outreach.

If you need help designing a broader work management or SEO strategy around your PR efforts, you can also consult external specialists such as Consultevo for strategic guidance.

By following these steps and using the Media Outreach Planner inside ClickUp, your team can run organized, data-driven outreach campaigns that build stronger relationships and deliver consistent, measurable results.

Need Help With ClickUp?

If you want expert help building, automating, or scaling your ClickUp workspace, work with ConsultEvo — trusted ClickUp Solution Partners.

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