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Tips for managing the publication process. Communications Workshop October 23, 2003. Agenda. Introduction The role of a publication Typical publication process, with tips and tools Presentation of recent print and web project Designer, writer, printer, project manager, PSB advisor

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tips for managing the publication process

Tips for managing the publication process

Communications WorkshopOctober 23, 2003

agenda
Agenda
  • Introduction
    • The role of a publication
  • Typical publication process, with tips and tools
  • Presentation of recent print and web project
    • Designer, writer, printer, project manager,

PSB advisor

  • Questions and discussion with presenters
process team
Process team
  • Monica Lee, director, Publishing Services Bureau
  • Bara Blender, advisor, Publishing Services Bureau
  • Victor Park, new media designer, Publishing Services Bureau
  • Tania Schlatter, advisor, Publishing Services Bureau
  • Chris Sherrill, team leader, Web Communications Services
introduction
Introduction
  • The role of a publication
    • Sends messages
    • Invites action
    • Identifies organization
    • Marks time
the publication process
The publication process
  • Sample process for print and web publications

Stage 1: Assess and plan

Stage 2: Create

Stage 3: Produce

Stage 4: Launch

Stage 5: Measure and plan

  • General activities and typical steps for MIT publishers
stage 1 assess and plan evaluate
Stage 1: Assess and plan • Evaluate
  • Audience
    • Determine what is valued and needed
  • Messages
    • Determine if current messages are up to date and meaningful
  • Format
    • Determine what is appropriate and accessible
  • Imagery
    • Determine what attributes are appropriate to portray visually
stage 1 assess and plan solicit input from colleagues and users
Stage 1: Assess and plan • Solicit input from colleagues and “users”
  • Gather informal feedback
  • Distribute questionnaires
  • Hire market research for substantial changes in department mission or philosophy
stage 1 assess and plan establish priorities goals scope and timeframe
Stage 1: Assess and plan • Establish priorities, goals, scope and timeframe
  • Determine what is needed
  • Establish a preliminary schedule
stage 1 assess and plan define budget range
Stage 1: Assess and plan • Define budget range
  • Review available funds
  • Review typical cost ranges
  • Review the MIT procurement process

Tool 1

stage 1 assess and plan build a team
Stage 1: Assess and plan • Build a team
  • Establish internal team
    • Designate project manager, core team members
    • Identify key stakeholders
  • Review MIT resources
  • Determine external team needs
  • Solicit / review vendors

Tool 2

stage 1 assess and plan build a team continued
Stage 1: Assess and plan • Build a team, continued

Tool 3

  • Develop a request for proposals (RFP)
    • State needs; provide vision and direction so vendors can propose solutions
  • Evaluate the proposals
    • Judge for appropriate fit with your project
    • Review prices
    • Meet with the finalists
  • Award the project to vendor(s)
stage 2 create kick off the project
Stage 2: Create • Kick off the project
  • Review roles, expectations and goals
  • Develop project schedule
  • Provide information about your organization to creative vendors
    • Forward market research, informal feedback, existing publications, competitors’ information
    • Set up interviews / tours

Tool 4

stage 2 create re establish project parameters
Stage 2: Create • (Re)Establish project parameters
  • Document key delivery and sign-off dates
  • Review roles and responsibilities
  • Establish method for communicating feedback
  • Confirm project scope and goals
  • Generate requisitions
stage 2 create continued
Stage 2: Createcontinued
  • Develop creative approach
  • Develop content outline
  • Develop information architecture (web)
  • Arrange for a usability review (web)
    • Provide access to sample audience members to serve as testers
  • Create initial design
  • Gather existing images or create imagery
  • Check postal regulations
stage 2 create continued15
Stage 2: Create continued
  • Review with stakeholders
  • Provide feedback to creative vendors
    • Focus on objective goals, not subjective preferences
    • State concerns, not solutions
    • Keep a written record of all feedback and approvals
  • Refine design and copy based on feedback
    • Proofread during each round of revisions
  • Give final approval on design and content
stage 3 produce
Stage 3: Produce
  • Set up files for printing
    • Provide final logo and/or image files
  • Release files and final specifications to the selected printer
  • Set up files for web programming
    • Conduct a code review of sample pages
    • Populate the site with content
    • Proofread complete site
stage 3 produce continued
Stage 3: Producecontinued
  • Plan for launch and promotion
    • Schedule mailing services
    • Order mailing lists and arrange for postage
  • Review proofs
    • Get approval and sign off from the core team
  • Attend press checks
stage 3 produce continued18
Stage 3: Produce continued
  • Conduct web accessibility testing
  • Test web pages across platforms and browsers
  • Plan for launch and promotion
    • Request spotlight 2 months in advance (web)
  • Plan for ongoing production and maintenance
    • Evaluate / purchase equipment and software
    • Assign staff / conduct training
stage 4 launch
Stage 4: Launch
  • Mail printed publications
  • Register with search engines (web)
  • Request site indexing (web)
  • Promote the publication
  • Prepare staff to handle audience response to publications
stage 5 measure and plan
Stage 5: Measure and plan
  • Establish methods for soliciting and tracking feedback
    • Survey cards
    • Web surveys
    • Develop questions to ask when speaking to audience members
    • Keep track of informal feedback
  • Begin planning for the next print revision or web update
  • Evaluate the publication development process
    • What worked
    • Opportunities for improvement
resources
Resources

Tool 2

  • MIT resources
  • Communications resources

Tool 5

summary
Summary
  • Create the framework within which innovative publications can develop
    • Designate a capable project manager / champion
    • Establish a team of internal and external experts
    • Inspire the creative team and share your vision
    • Create a publication plan to guide the team
      • Outline goals, agree on roles and schedule
    • Manage the process
      • Minimize surprises, maximize opportunity to deliver on time and within budget
for more information
For more information
  • Communications Workshops website:

http://web.mit.edu/commworkshops

case study
Case study
  • The Picower Center for Learning and Memory
    • Brochure
    • Website
  • Project team
    • Martha Eddison, writer
    • Lora Gunsallus, printer
    • Alice Hecht, designer
    • Tom Pixton, PSB advisor
    • Kelly Powell, external project manager