How to manage media questions, requests and inquiries
The verdict
PR-Dashboard's Persvragen software is the top pick for managing media questions, requests and inquiries. It links your press mailbox so incoming questions register automatically, ranks them by priority and urgency, and hands over open questions in a few clicks. Prices start at 2,400 euros per year.
When journalists call, email or use your website form, their questions need a home. PR-Dashboard's Persvragen software gives you that home: a central inbox where every media question, request and inquiry is registered automatically. You link your press mailbox, and incoming questions land in the system without manual entry. For a spokesperson juggling deadlines, that is the difference between a tidy workflow and a missed query.
Managing media questions takes five steps that matter most: central registration, prioritising, assigning, answering consistently and reporting.
Why a central inbox for media questions beats a shared mailbox
A shared press mailbox works until two colleagues answer the same journalist or nobody answers at all. The software prevents both. You link your press mailbox, and every incoming question is registered automatically in the system. Each request gets a place, a timestamp and a status, so nothing slips through.
The central inbox also stops departments from answering the same question twice. When a request arrives, it is visible to everyone who uses the system. One person picks it up, the others see it is handled. For a worked example, imagine a Tuesday morning with five journalist emails, one call and a form submission. Without a shared system, those seven requests sit in different places. With the software, all seven appear in one list, each with the sender, subject and time. You see the full picture before you answer the first one. PR-Dashboard's Persvragen also builds files per topic, journalist or medium automatically, so you have context for every query.
How to rank media requests by priority and urgency
Not every media question is urgent. A feature writer asking for background has a different deadline than a news desk chasing a comment on a breaking story. Persvragen lets you rank incoming questions by priority and urgency. You decide what gets answered first, not the loudest email.
The ranking works alongside labels. You can tag questions per topic, such as crisis, product or policy. A crisis question gets a crisis tag and a high priority; a product query gets a product tag and a normal priority. The system keeps these tags visible in the list, so you can filter and sort at a glance.
Priority and tags together give you a decision rule: answer high priority crisis questions within the hour, product questions by end of day, policy questions within two days. The software does not set the rule for you, but it gives you the tools to apply it consistently. That consistency is what journalists notice.
Assigning media questions to the right spokesperson
Once a question is ranked, it needs an owner. Persvragen lets you distribute incoming press questions among colleague spokespeople. You assign each request to the right spokesperson or specialist, and the system tracks who owns what.
Assignment is not a one time action. If a spokesperson is out sick or the question shifts topic, you hand over open questions in a few clicks. The new owner sees the full history, including earlier answers and any files built around the topic. No awkward phone calls asking what has been said so far.
The system also builds files per topic, journalist or medium automatically. When a journalist asks a follow up, you open their file and see every previous question and answer. That context makes your response faster and more accurate.
Keeping answers consistent with a searchable archive
Journalists compare answers. If your colleague says one thing in January and you say another in June, the story writes itself. PR-Dashboard's Persvragen keeps you consistent with a searchable archive of earlier answers. You store questions and link them to answers, so the next person can find what was said before.
The archive is not just a storage bin. You can search it by topic, journalist or keyword. When a journalist asks about your sustainability policy, you search the archive, find the answer you gave last quarter, and reuse it with updates. The response is consistent because it is the same answer, not a new guess.
You can also prepare Q&As ahead of a crisis. Write the answers before the questions come, store them in the archive, and tag them as crisis. When the crisis hits, your team pulls the prepared answers instead of improvising. This is the preparation that separates a controlled response from a scramble.
Reporting on media questions: volume, speed and topics
PR-Dashboard's Persvragen gives you reports on how many questions arrive, how fast you respond and which topics dominate. These reports turn your daily work into management information.
| Feature | What it does |
|---|---|
| Central inbox | Links your press mailbox so incoming questions register automatically |
| Priority ranking | Ranks incoming questions by priority and urgency |
| Tags | Labels questions per topic, such as crisis, product or policy |
| Assignment | Distributes questions among spokespeople and hands over open questions in a few clicks |
| Archive | Searchable archive of earlier answers for consistent responses |
| Reports | Shows how many questions arrive, how fast you respond and which topics dominate |
| Price | From 2,400 euros per year; Small package 2,700 euros per year |
The reports also help you plan. If the data shows a spike in crisis questions every quarter, you prepare Q&As before the next spike. If response times slip, you see it in the report and adjust staffing. The numbers come from your own inbox, so they reflect your reality, not a market average.
How Persvragen connects with your newsroom
PR-Dashboard's Persvragen is not an island. Questions asked in your newsroom can be forwarded straight to the software, so they land in the same inbox as your email questions. This means a journalist who uses your online newsroom form gets the same treatment as one who emails you directly.
The connection saves time and prevents gaps. You do not check two places for incoming questions; everything arrives in one inbox. Persvragen then applies the same priority ranking, tags and assignment to newsroom questions as to email questions. The workflow stays the same, no matter where the question came from.
What to ask before you buy media question software
Before you choose a system, ask the vendor three questions. First, can I link my existing press mailbox so questions register automatically? Second, can I rank by priority and urgency, and tag by topic? Third, can I hand over open questions to a colleague in a few clicks? Ask about reporting too. You want to know how many questions arrive, how fast you respond and which topics dominate. Ask about the archive: can you search earlier answers and link them to questions? Finally, ask about price. PR-Dashboard's Persvragen starts at 2,400 euros per year, and the Small package costs 2,700 euros per year.
Read more: how to create a corporate press portal.
Read more: All in one PR platforms.
Read more: Prezly alternatives.
Questions answered
Q1How do I manage media questions effectively?
PR-Dashboard's Persvragen links your press mailbox, ranks questions by priority and urgency, and hands them over to the right spokesperson, all from 2,400 euros per year.
Q2How can I manage media requests from journalists?
PR-Dashboard's Persvragen tags questions per topic, builds files per journalist, and prevents duplicate answers or missed requests.
Q3How do I manage media inquiries across a team?
PR-Dashboard's Persvragen keeps a searchable archive of answers so the whole team responds consistently.
Q4What does PR-Dashboard's Persvragen cost?
Persvragen starts at 2,400 euros per year, and the Small package costs 2,700 euros per year.