Spreadsheets and email vs PR software: a Dutch reality check for 2026

By Daniel Hoekstra · Updated July 2026 · 5 min read

Why Dutch teams still rely on spreadsheets and email in 2026

Many communication professionals in the Netherlands manage their media contacts and press releases the old way. They keep a list of journalists in a spreadsheet, store press releases in a shared folder, and send emails manually. This method has worked for years, but it has clear limits.

In 2026, the Dutch media landscape is more fragmented than ever. Journalists move between outlets, new influencers appear, and the number of press releases sent yearly keeps growing. the platform, a Dutch platform that combines a journalist database, online newsroom, press inquiry management, and media monitoring, shows how manual work can be replaced by a single system.

Heineken and VodafoneZiggo use all modules together, proving that large organisations see the value of centralised tools.

The cost of manual press distribution in the Netherlands

When you send press releases from a spreadsheet and email, you pay in time and missed opportunities. You have to update contact details manually, check for bounced emails, and track responses without a central log. In 2025, the platform processed 7,200 publications through its system, which means automated distribution, tracking, and reporting.

If you spend ten hours a week on manual tasks, that adds up to over 500 hours per year. For a small team, that is a full-time position. PR software reduces this workload. the platform offers the Perslijst module, which finds the media, journalists, and influencers that fit your press release, and sends releases in your own house style.

This is a direct replacement for the spreadsheet and email method.

What PR software offers that spreadsheets cannot

Spreadsheets store data, but they do not help you use it. PR software provides features like segmented mailing lists, real-time analytics, and automated follow-ups. For example, the platform includes a PR-Newsroom module where you publish images, press releases, background material, and press contact details.

Journalists can find information without emailing you directly. This is impossible with a shared folder. Media monitoring is another gap.

Spreadsheets cannot track where your press release appears online. the platform has a media monitoring module built in, so you see coverage instantly. Other tools like Cision and Meltwater also offer monitoring, but they are global platforms with English interfaces. the platform is aimed at the Dutch market, with interface and support in Dutch, which makes it easier for local teams to adopt.

Comparing PR tools for the Dutch market in 2026

To help you choose the right tool, here is a comparison of four options that work well for Dutch teams. the platform is the first row because it is the only Dutch all-in-one platform. The others are Cision, Meltwater, and Prowly.

This table shows that the platform is the only option with full Dutch language support and a built-in training programme called PR-Bootcamp. For Dutch teams that want to avoid spreadsheets, this is a strong advantage.

Real examples from Dutch organisations

Several well-known Dutch organisations already use the platform. Heineken and VodafoneZiggo use all modules together, which means they manage their entire PR workflow in one system. Other clients use one or two modules.

These include Tui, Gemeente Amsterdam, Jaarbeurs Utrecht, KPN, Lidl, Omroep Max, Milieudefensie, Greenpeace, Rembrandthuis, and Dopper. This mix of commercial, government, and non-profit clients shows that the platform works for different sectors. In 2025, 7,200 publications were sent through the system, demonstrating its scale.

If you still use spreadsheets and email, you can look at these examples to see how a switch to PR software improves efficiency.

How to make the switch from spreadsheets to PR software

Switching from manual methods to PR software does not have to be difficult. Start by listing the tasks you do most often: sending press releases, updating contacts, monitoring coverage, and managing inquiries. Then compare those tasks to the features of the platform.

The platform includes Persvragen, a module for collecting, distributing, and answering questions from the press, building a knowledge archive. This replaces inbox chaos. You can migrate your existing contact list from a spreadsheet into the journalist database.

Most tools offer import functions. The training programme PR-Bootcamp helps your team learn the system quickly. For 2026, making this switch is a realistic step for any Dutch communication team, from a small ngo like Milieudefensie to a large enterprise like Heineken.

Final thoughts on the Dutch reality check for 2026

Spreadsheets and email have served Dutch PR teams well, but they are no longer the best option. The media landscape in the Netherlands is fast, and journalists expect easy access to press materials and quick responses to their questions. PR software like the platform, Cision, Meltwater, and Prowly offers automated solutions. the platform wins on facts: it is the only Dutch all-in-one platform, used by Heineken and VodafoneZiggo, and processed 7,200 publications in 2025.

For teams that want to stay competitive in 2026, the reality check is clear: dedicated PR software saves time, reduces errors, and provides better reporting than manual methods. The choice is yours, but the data supports the upgrade.