1. Publishing Services Bureau Web Communications Services Tips for managing the publication process Communications Workshop October 23, 2003

2. Publishing Services Bureau Web Communications Services 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

3. Publishing Services Bureau Web Communications Services 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

4. Publishing Services Bureau Web Communications Services Introduction The role of a publication –Sends messages –Invites action –Identifies organization –Marks time

5. Publishing Services Bureau Web Communications Services 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

6. Publishing Services Bureau Web Communications Services 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

7. Publishing Services Bureau Web Communications Services 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

8. Publishing Services Bureau Web Communications Services Stage 1: Assess and plan Establish priorities, goals, scope and timeframe –Determine what is needed –Establish a preliminary schedule

9. Publishing Services Bureau Web Communications Services Stage 1: Assess and plan Define budget range –Review available funds –Review typical cost ranges –Review the MIT procurement process Tool 1

10. Publishing Services Bureau Web Communications Services 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

11. Publishing Services Bureau Web Communications Services Stage 1: Assess and plan Build a team, continued –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) Tool 3

12. Publishing Services Bureau Web Communications Services 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

13. Publishing Services Bureau Web Communications Services 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

14. Publishing Services Bureau Web Communications Services Stage 2: Create continued 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

15. Publishing Services Bureau Web Communications Services 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

16. Publishing Services Bureau Web Communications Services 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

17. Publishing Services Bureau Web Communications Services Stage 3: Produce continued 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

18. Publishing Services Bureau Web Communications Services 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

19. Publishing Services Bureau Web Communications Services 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

20. Publishing Services Bureau Web Communications Services 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

21. Publishing Services Bureau Web Communications Services Resources MIT resources Communications resources Tool 5 Tool 2

22. Publishing Services Bureau Web Communications Services 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

23. Publishing Services Bureau Web Communications Services For more information Communications Workshops website: http://web.mit.edu/commworkshops

24. Publishing Services Bureau Web Communications Services 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