Publication Planning Guide

In trying to maintain an organized and efficient workflow for College publications, these are the following guidelines:

     
Plan Ahead
Please allow adequate time for all phases of a publication job: research, copy writing, layout and design, photography or image creation, proofing and printing. Since not all publications are alike, the time needed to produce them also varies.

A simple, one-color flyer may be completed in two weeks; a full-color brochure may take several months from concept through delivery. Generally, you should allow four–eight weeks for production of a new publication.

Included in the above timeline is time for our printing vendors to print the piece. Quick Print jobs normally take three to five working days. Offset jobs normally take 10 to 15 working days, depending on the complexity of the job.

Saying that you need a job "ASAP" will not hasten the project. Projects are generally accepted on a first-come, first-served basis. While publications can sometimes be produced more quickly than the guidelines listed above, a "rush" schedule may compromise quality and increase production costs.


Communicate With The Assistant Director Of College Communications
When initiating a new publication job, please set an appointment with the assistant director of College Communications. Details of each new job should be discussed in person, so that all parties person, so all parties can be on the same page. For most repeat jobs, a phone call will suffice if there are minimal changes. E-mails with no phone call or in-person discussion are discouraged.

In preparation for an appointment, you should determine the following:
  • A general idea of scope and intent, as well as audience
  • If possible, bring sample publications that are similar to what you expect of your finished piece
  • A budget figure, including account number; quantity, delivery and packing instructions; and date needed
  • Mailing instructions – Is the piece to be mailed? How?
  • Web placement – Does any part of the job need to be posted on the Malone Web Site?
It is helpful to know this information at the beginning of a job.


Prepare Files For College Communications
Text should be submitted on a PC or MAC disk. Please send all text together at one time. All text should be proofed and spell checked before it is submitted. Additions and changes will extend the time necessary to finish the project. When typing, please be careful to only use one space after periods. This is the currently accepted practice for computer word processing.


Proof The Job In A Timely Manner
After a proof has been received, please look it over as soon as possible. If, for some reason, there is a need to delay the job at this point, please notify the assistant director of college communications. Mark any corrections on the proof and send it back to College Communications as soon as possible. The publication will not be sent to print until a final sign-off is given.


Save The Job
All jobs are backed up on CD in the office of college communications. However, you may want to keep a digital file on disk for your own files. This is probably a wise decision for larger jobs. ZIP disks can be purchased in the bookstore for approximately $15.


Grant final approval
Each job should be carefully proofed by the initiating department (see above). Special attention should be given to names and dates. It is the responsibility of the initiating department to make sure that information is correct. College communications will also proof for grammar and style, but ultimate approval lies with the department ordering the pieces. A final sign-off should be given.
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